Every kilometre above the cap is already yours. Invoice it.
Kilometre caps exist in your contracts; what is missing is the measurement. Backlane compares actuals to the cap every month and adds the line to the invoice, at the rate written in the contract. Measured: +€15 per vehicle per month.
The reading is declarative
A mileage requested from the driver arrives late, wrong or never. Without measurement, the cap is decorative.
The overrun surfaces at term
Three years of overruns invoiced at once on return: that is a dispute, no longer an invoice.
Nobody compares
Contracts carry caps, telematics carries kilometres, and no spreadsheet reconciles them every month.
Rates measured on the first fleet brought under management, 1,500 vehicles. The method and the cohorts →
The Billing agent adds the lines every month; the Contracts agent projects the overrun at term and prepares the renegotiation.
See the agent →Excess mileage is one subtraction and one multiplication.
Nobody disputes arithmetic. What is missing is not the rule, it is the reading at the right moment and the line written on the right invoice.
Illustrative example on a real long-term contract. The extra-kilometre price is the one written in your contract, never an in-house scale.
And above all: halfway through, the projection already says where this is going. Eight months before term, the gap is visible, discussable and renegotiable, instead of being discovered on handback day when nobody feels like paying.
I have no telematics boxes.
Readings are enough to start: the monthly comparison works as soon as a mileage enters. Telematics can be added later, vehicle by vehicle.
My customers will dispute it.
The line relies on the rate written in the contract and a timestamped reading. It is a documented invoice, not an estimate: disputes become rare and short.
My contracts are unlimited mileage.
Measure anyway: real mileage is the re-pricing argument at renewal, and wear is rebilled on return.
No commitment. Nothing changes with your current tools or insurer.