The Challenge
Nasamotor needed a more modern, efficient way to manage the lending of demonstration and service vehicles — both for clients and employees. The process was previously handled manually, which created delays, errors, and operational bottlenecks.
The Solution
Avantit developed a custom Power Apps solution, fully integrated with Microsoft 365. The app supports two types of loans (client and internal), real-time vehicle availability, automated validations, and authorization handling.
📋 Overview
Nasamotor, a leading car dealership, was struggling to manage its fleet of service and demonstration vehicles. We built a Power Apps solution that lets staff book vehicles, record mileage and report issues, all from a phone.
🎯 The Challenge
Business context A rotating fleet, used both by sales staff visiting customers and for extended test drives, was managed through email exchanges and a shared Excel file. The result was frequent double-booking — two salespeople counting on the same car — no visibility of a vehicle’s condition (fuel level, cleanliness, damage) and no data to allocate costs by department.
Technical requirements
- Visual calendar: a clear view of availability by vehicle and day.
- Check-in / check-out: mandatory recording of mileage and vehicle condition through the mobile app, with photos.
- Maintenance management: the ability to block a vehicle for the workshop or cleaning.
- Approvals: premium vehicles require management approval.
- Notifications: alerts to the next user when a car is returned late.
💡 The Solution
Strategic approach Build an Uber-like experience for internal use. The Power Apps canvas application was designed to be used on a smartphone 90% of the time. A SharePoint Lists backend keeps it flexible enough to add new fields — “does it have a toll transponder?” — without SQL database costs.
Technical implementation The application has three user profiles:
- Driver: books cars, checks in (photographing the dashboard and any damage), reports faults.
- Fleet manager: adds vehicles, schedules maintenance, validates damage.
- Administrator: extracts monthly mileage reports by department.
We used a PCF control (Power Apps Component Framework) to build a drag-and-drop visual calendar that Power Apps did not offer natively at the time, giving a Gantt-like view of the fleet.
Timeline
- Phase 1 (UX/UI design): 2 weeks
- Phase 2 (development): 4 weeks
- Phase 3 (pilot): 2 weeks
- Phase 4 (general deployment): 1 week
📈 The Results
Success metrics
- 🚗 Availability: 20% more effective fleet availability, through better management of idle time.
- 🛡️ Damage: 30% lower unattributed repair costs, as photos establish responsibility.
- ⏱️ Speed: a vehicle booked in under 60 seconds.
- 📉 Conflicts: overlapping bookings eliminated entirely.
Business impact The tool professionalised a process that had been a constant source of internal friction. Salespeople now know the car they booked is available and in condition, letting them focus on what matters: selling and visiting customers.
🛠️ Technology Stack
- Power Apps canvas: maximum interface customisation on mobile.
- Power Automate: reminders (“your booking starts in an hour”) and late-return alerts.
- SharePoint Online: data storage and image records as condition evidence.
💬 Client Testimonial
“The arguments about who has the keys to car X are over. The application brought complete transparency and accountability to how we use our fleet.”
Operations Director Nasamotor
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