A penalty or toll notice arrives addressed to you, for a car somebody else was driving. Fines & tolls turns it into a named driver and a recovered cost: it works out who had the car at the moment of the offence from your contracts and swaps, gives you their details to copy into the authority's form, and bills it on to them.
Who had it?
The box at the top answers that without logging anything: pick a car, a date and a time, and Fleetola names the customer who had it, from which contract, with every swap counted. Use it when an authority phones, or before you open a letter properly.
Log a notice
- Click Log a notice.
- Pick who issued it - a fines authority, a transport authority, the police, a toll operator or a council - and type their name as it appears on the letter. In Australia the fines authority is your state's revenue office, and the list says so.
- Enter the notice number, the amount, the offence, the vehicle and the offence date and time, exactly as printed.
- Continue. Fleetola shows the driver it found and the contract they were on. If nobody had the car, or two rentals claim the moment, it says so instead of guessing.
- Save notice.
Nominate the driver
Open the notice and Copy notice details gives you every field the authority's nomination form asks for - the driver's name, date of birth, licence number, where the licence was issued and their address - as they stood on the day of the offence, not today. A field the record does not have says Not on file; Fleetola never fills a gap with a guess.
Fleetola cannot lodge the declaration for you - you do that in the authority's own portal. Then press Mark nominated and add the reference they gave you. The notice records who you named, so changing a customer's details later never changes what you declared.
Nominate by is the deadline to name the driver. When the letter gives no date, Fleetola uses Days to name the driver under Settings → Renting → Fines & tolls. The deadline warning email reminds you as it nears; it has its own switch in the same panel.
On-charge it to the renter
On-charge to renter shows exactly what it will bill before it writes anything: the notice amount as a charge on the renter's contract, the Administration fee as its own charge, and one invoice for both. The fee is only added on a hire whose signed terms name it - a fee you set today does not reach an agreement signed before it. Only the owner or an admin can bill a renter.
Paid the notice yourself? Pay it ourselves closes it as a cost to the business. The two figures above the list - sitting on us and recovered - are what is still yours to pay or chase, and what has come back.
Tip: The status tabs are your to-do list: Needs action has a driver and is waiting for you, No driver needs you to look, and Nominated and On-charged are done.