Billable Vehicle Count

PoolCar is licensed per vehicle.

You are charged based on:

• The minimum number of vehicles stated in your contract, or

• Your actual number of active vehicles, whichever is higher.

This ensures pricing reflects your fleet size and overall fleet usage.

What is the Active Vehicle Count (AVC)?

The Active Vehicle Count (AVC) is the total number of items in the Vehicle Register that are in active service and not deleted.

This includes:

• Vehicles available for booking

• Vehicles hidden from booking (e.g. executive or pool cars)

• Non-vehicle assets entered in the Vehicle Register (e.g. meeting rooms, plant, machinery)

Even if an item cannot be booked, it still counts toward the AVC if it is active for:

• Servicing reminders

• Maintenance tracking

• Recall notices

What Does Not Count Toward AVC?

• Deleted vehicles do not count toward the AVC

• Deleted vehicles remain in the system for record-keeping only

A deleted vehicle is one that:

• Was previously active

• Has been marked as deleted by an administrator

• Is no longer considered in active service

Changes to Your Vehicle Count

If you add vehicles during a billing period and this results in a higher AVC:

• Your next invoice is adjusted on a pro-rata basis

• You are charged only for the remaining days in that billing period

Important Billing Note

You will always be invoiced for:

• The contracted minimum number of vehicles, or

• Your current AVC

This applies even if vehicles are deleted and your AVC drops below the contracted minimum.