FLEET MANAGEMENT
The fleet platform for European wagon owners and operators.
Live wagon location, digital damage reports, and predictable maintenance — connected to the orders and trains your wagons actually run for. Replace Excel, email, and disconnected workshop systems with one platform.
Trusted by wagon owners and operators across Europe
THE PROBLEM
Wagon fleets still run on Excel.
The daily reality for most wagon owners and operators: fragmented tools, slow damage cycles, and no clear view of what each wagon actually costs you.
Wagon status lives in spreadsheets
Where each wagon is, what state it's in, when it's free — scattered across Excel files, workshop emails, and someone's head. No single source of truth, no live picture.
Damage cycle runs on phone and paper
Damages get reported by phone. Estimates fly back and forth between operations and workshops for days. Wagons sit idle while the paperwork catches up — and you pay for it.
No real view of cost per wagon
Lease, repair, maintenance, idle time — the numbers exist, but in four different systems. Utilisation and contribution margin per wagon stay invisible until the quarter is closed.
THE RAIL-FLOW ANSWER
A single platform for fleet, workshop, and cost.
Live wagon location, digital damage reports straight from the workshop, and predictable maintenance — connected to the rest of your rail operation.
Live fleet location
Every wagon — status, location, condition, availability — in one view. Master data synced from RSRD² for instant onboarding. Sub-fleets, pools, and complete wagon sets organised the way your operation works.
Digital damage reports
Damages captured digitally with GCU/AVV-standard codes. Estimates routed directly to contract workshops, per-line-item approval, full audit trail. Hours, not days.
Cost transparency per wagon
Lease cost, repair cost, maintenance cost, idle time — allocated per wagon, per order, per cost centre. Contribution margin and fleet P&L visible live, not at quarter-end.
HOW IT WORKS
From wagon onboarding to compliance - covered end to end.
Fleet Management covers every layer a wagon owner deals with — and ties it to the orders, trains, and customers your wagonsactually run for.
Onboarding & Master Data
Import wagon master data from RSRD² in one step — UIC codes, technical parameters, capacity, certifications, all synced. Track ownership across own, leased, and customer-related wagons. Organise sub-fleets, pools, and complete wagon sets the way your operation works. Onboard new wagons in minutes, not weeks.
Daily Operations
Real-time wagon status, location, and condition. Telematics integration for live position and mileage. Digital damage capture with GCU/AVV-standard codes — routed straight to contract workshops, with full audit trail. Order types for rental, repair, cleaning, and damage recording. Restriction and maintenance blocks enforced automatically.
Maintenance & Compliance
Preventive maintenance planning driven by telematics counters, mileage, and time limits. Workshop coordination with documentation, approval workflows, and TMS synchronisation on every change. Audit trail, regulatory status tracking, and GCU-compliant damage reporting throughout — for European wagon keepers and the operators they run for.
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"Rail-Flow is becoming the operating layer for our rail logistics order-to-cash process. The real value for us is that it gives us a realistic path to standardize that process step by step – with end-to-end visibility instead of isolated tools."
FLEET MANAGEMENT
The fastest way to know if it fits your fleet.
Walk through your wagon mix — own, leased, customer-related — with a fleet specialist who runs this every day.
KEY FEATURES
Key capabilities that change how
your fleet runs
From onboarding a new wagon to closing the books on it — every feature on this page works as one connected workflow. Live location, digital damage reports, maintenance planning — click through to see each in detail.
Onboard wagons in minutes. Track every move.
Master Data & Telematics
Wagon master data imported from RSRD² in one step — UIC codes, technical parameters, capacity, regulatory status, all synced. Ownership tracked across own, leased, and customer-related wagons. Sub-fleets and pools organised the way your operation works with llve position, mileage, and condition from telematics.
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Damages captured at the wagon — resolved in the office.
Damage Management
Damages captured digitally with photos and GCU/AVV-standard codes or your own and sent automatically as a report. Estimates routed directly to contract workshops with per-line-item approval. Full audit trail synced to the TMS, so operations and finance see the same status in real time. No email back-and-forth. No wagons sitting idle while paperwork catches up.
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Plan maintenance. Protect availability. Cut downtime.
Maintenance & Availability Planning
Preventive maintenance planning driven by telematics counters, mileage, and time limits. Configurable intervals per wagon type, automated lead times, maintenance windows tracked across the full fleet. Workshop coordination with documentation, approval workflows, and audit trail. Restriction and maintenance blocks enforced automatically — wagons can't be assigned to orders while they're out.
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Every wagon. Every cost. Real-time P&L.
Lease Contracts & Fleet P&L
Lease contracts as live master data — daily rates, idle-time models, indexation, notice periods, return conditions. Costs allocated per wagon, per order, per cost centre across lease, repair, and maintenance. Contribution margin per wagon visible live, not at quarter-end. Plan/actual on lease cost. Contract expiration calendar that catches notice periods before they catch you.
SECURITY & COMPLIANCE
The fleet platform your IT and audit teams will sign off on.
Rail-Flow is already operating fleet-critical infrastructure for our customers — and operated to match.
Customer Stories
How wagon owners run their fleet with Rail-Flow
From an industrial shipper digitising a wagon fleet to a wagon lessor managing thousands of assets — three fleet profiles, three deployments, on the same platform.
Railway Operator
Running Offer Management & Transport execution for European Vision Rail
Captrain runs six legal entities across European rail freight markets. Before Rail-Flow: each entity managed sales separately, scattered information, inconsistent offer templates, through put times that stretched across weeks, and management with no view of the pipeline across the group. With Rail-Flow Offer Management and CRM: one sales architecture, six brands, one shared customer database underneath. Pipeline visibility from inquiry to award across every entity, and standardised offer documents that reflect the right brand, the right contract terms, every time.
MORE FEATURES
Everything else Fleet Management handles.
Beyond master data, damage, maintenance, and lease economics, the platform covers every workflow a wagon owner deals with day to day.
Contract Management
Customer and supplier contracts, slot agreements, and pricing structures in one place - the basis for every order, dispatch, and invoice.
Frequently new features
Full audit trail of every wagon, every move, every cost — from master data setup through every workshop visit and every order the wagon ran.
Order Type Management
Dedicated order types for rental, repair, cleaning, and damage recording. Each with its own validation rules, approval workflow, and role-based access.
Deviation Management
Proactive alerts when wagons miss maintenance dates, stay in workshop longer than planned, or breach availability commitments. Documentation and countermeasuresbuilt in.
Reporting & Analytics
Dashboards for fleet utilisation, availability, downtime, and repair cost per wagon. Data-driven planning for fleet renewal and capacity decisions — not Excel exports.
Validation & Blocking Rules
Business rule validation on every change. Restriction periods, maintenance blocks, and operational compliance checks enforced automatically — wagons can't be assigned to orders while they're out.
DISCOVER OUR FLEET MANAGEMENT
Book a Fleet demo tailored to your wagon mix.
Personalised demo in 30 minutes. Reduce manual effort. Monitor your wagon fleet constantly. Reduce wagon downtime.
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Leon Markhoff
Product Owner & Implementation Consultant
+49 69 96 75 97 68
l.markhoff@rail-flow.com
Frequently asked questions
The questions we hear most often during Fleet Management evaluation. Anything missing? Just ask during the demo.
Have a question that's not covered here? Reach out and we'll get back to you within one business day.
Yes, direct RSRD integration is built in. UIC codes, technical parameters, capacity, and certifications sync automatically. Onboarding a new fleet typically takes minutes, not weeks. Manual import is supported for non-UIC wagons (e.g. international or specialised stock).
Yes. Every wagon carries its ownership designation (own, lessor name, customer-related), and the platform differentiates availability, maintenance responsibility, and cost allocation accordingly. Contribution margin per wagon accounts for ownership mix automatically.
Yes. Maintenance documentation is ECM-ready, with full audit trail and traceability of serialised components. AVV-standard damage codes are built in — you can also create your own. GCU compliance is supported for European wagon keepers. Workshop dispatch handles regulatory inspections and modification campaigns.
Open API connects with the major fleet ecosystems: SAP, IBM Maximo, Oracle ERP, zedas®asset, Carl, sternico, and others. Telematics providers integrate via standard interfaces — Kasasi, Nexxiot, Savvy CarGo, and equivalent. Custom integrations developed within weeks.
Orders in the TMS pull from Fleet master data. Damages from operations route to Fleet. Repair and maintenance costs allocated per wagon and forwarded to your ERP. Standalone or platform — your choice.
MORE PRODUCTS
Explore the rest of the platform.
Fleet Management is one piece of an order-to-cash platform built for rail and intermodal. Three products wagon owners reach for next.
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Transport Management (TMS)
Plan, dispatch, track, and invoice every transport your fleet runs. Orders, trains, and wagons connected on one platform — no double entry, no reconciliation lag.
Terminal Operating System
Manage terminal operations end-to-end: gate-in/out, container handling, slot management, and yard planning.
Offer Management and CRM
Manage customer relationships, build structured offers, and track every deal - from first request to signed contract.