Before you can schedule jobs, your vehicles need to be set up in the system. In this step, you'll add all your removal vans, box vans and any other vehicles with the correct details.
The dimensions and costs you enter here are used later for the schedule, the volume calculation and the job costing.
Step 1 - Opening the vehicle overview
Go to Settings > Equipment > Vehicles. Here you'll see an overview of all the vehicles already set up in the system. In a new environment, this overview will still be empty.
Click New vehicle to add your first vehicle.
Step 2 - Entering the basic details
Enter the following basic details:
Field | What to enter | Example |
Name | A recognisable name you'll see again in the schedule | Lorry 1, Box van Borne |
Type | Choose the correct type (see the explanation below!) | Lorry |
Number plate | The vehicle's number plate | AB-123-CD |
Make/model | Optional, useful for your own records | DAF LF 210 |
Year of manufacture | Optional | 2022 |
Insurance | Optional | Univé |
The name is what you'll see again in the schedule. Choose something your team will recognise straight away. Many companies use the number plate or a number (e.g. "Lorry 1").
Step 3 - Choosing the correct type
This is the most important choice when creating a vehicle. Bas has three categories, and the difference has a direct impact on your planning.
Lorry
Choose Lorry for any vehicle that needs to appear as its own row in the schedule. This is what you want for:
Removal vans
Box vans
Lorries
Tractor units and trailers
Any vehicle that drives to jobs on a daily basis
Rule of thumb: anything you use to carry out removal services is a Lorry.
Note: A box van or removal van is always a Lorry in Bas, never a "Vehicle". This is the most common mistake when setting things up. If you register a box van as type "Vehicle", it will not appear as its own row in the schedule.
Vehicle
Choose Vehicle only for service vehicles and equipment you occasionally assign to a job, but which don't need their own row in the schedule:
Service vehicles
Vans
Trailers
Cars for survey visits
Rule of thumb: anything that's occasionally assigned or purely serves as a service vehicle is a Vehicle.
Furniture hoist
Choose Furniture hoist for GEDA hoists and other furniture hoists. This category ensures the hoist appears separately in the schedule and can be linked to jobs where a hoist is needed.
Overview of categories
Category | When to choose | Examples |
Lorry | Everything for removals, appears as its own row in the schedule | Removal van, box van, tractor unit, trailer |
Vehicle | Service vehicles and occasional equipment | Service vehicle, van, car, trailer |
Furniture hoist | Furniture hoists | GEDA hoist |
Step 4 - Entering the load space dimensions
Enter the dimensions of the load space (the box). These are the internal dimensions, not the vehicle's external dimensions.
Note: Enter the box dimensions here, not the total vehicle length. This is about the internal dimensions of the load space where you load your items.
Field | What to enter | Example |
Length | Internal length of the load space in cm | 700 |
Width | Internal width of the load space in cm | 240 |
Height | Internal height of the load space in cm | 250 |
The system automatically calculates the load capacity in m3 based on these dimensions. In the example: 700 x 240 x 250 cm = 42 m3.
These values are used for: - Planning: the system knows how many cubic metres fit in a vehicle - Quotes: the capacity is factored into the volume calculation - Capacity planning: when scheduling, you can see whether a vehicle is big enough for the job
Note: Enter the dimensions in centimetres, not metres. A load space that's 7 metres long should be entered as 700 cm.
Step 5 - Setting the cost per kilometre and per hour
The cost per kilometre and per hour are important for the job costing. This allows the system to calculate the actual cost of a job, so you can see what your margin is.
Note: These are cost prices, not selling prices. Here you enter what the vehicle costs you. You set the selling price to the customer in your rates and quotes.
Field | What to enter | Example |
Cost per km | Fuel + maintenance + depreciation per km (excl. VAT) | EUR 0.45 |
Cost per hour | Total annual vehicle costs / workable hours (excl. VAT) | EUR 20.00 |
How do you calculate the cost per hour?
Take the vehicle's total annual costs (insurance, depreciation, maintenance, road tax) and divide this by the number of workable hours per year.
Example: - Annual vehicle costs: EUR 30,000 - Workable hours per year: 1,500 hours - Cost per hour: EUR 30,000 / 1,500 = EUR 20.00 per hour
Average: EUR 15 - EUR 25 per hour
How do you calculate the cost per km?
Add together fuel costs, maintenance and depreciation, and divide this by the number of kilometres driven per year.
Example: - Fuel: EUR 0.25 per km - Maintenance + tyres: EUR 0.10 per km - Depreciation: EUR 0.10 per km - Total: EUR 0.45 per km
Average: EUR 0.40 - EUR 0.60 per km
How does the system use these costs?
When a vehicle is assigned to a job, the system automatically calculates the costs:
Example: a vehicle is used for 8 hours and drives 200 km: - 8 hours x EUR 20.00 = EUR 160.00 - 200 km x EUR 0.45 = EUR 90.00 - Total vehicle costs on this case file: EUR 250.00
This amount appears in the job costing alongside the staff costs and material costs. This way, you can see per job whether you made a margin.
Tip: Don't have the costs to hand right away? That's not a problem. You can enter them later. But try to sort this out before going live - otherwise the job costing won't work.
Step 6 - Fuel type, photos and fuel card
Fuel type
Enter the vehicle's fuel type (diesel, petrol, electric, etc.). This might seem like a small detail, but it's important for future CO2 reporting. The sooner you enter this, the more complete your data will be once that reporting becomes available.
Uploading photos
You can upload one or more photos of the vehicle. These photos are visible in:
The app - drivers can see which vehicle they're driving
The schedule - planners recognise the vehicle visually
Tip: At the very least, upload a clear photo of the side of the vehicle. This makes it recognisable in the app.
Linking a fuel card
You can record fuel card details at vehicle level. The advantage: drivers can look up their vehicle's fuel card details via the app. This means they don't have to call or search when they need to fill up.
Mileage logging in the app
Drivers log mileage via the app. This log is used for the job costing (how much did this job cost in mileage?).
Note: The mileage logging in the app is intended for job costing, not as a mileage record for the tax authorities. Use your own mileage log for that.
Step 7 - Saving the vehicle and repeating
Click Save. Your vehicle now appears in the overview.
Repeat steps 2 to 6 for every vehicle in your fleet. Don't forget: - All removal vans and box vans as type Lorry - Service vehicles and vans as type Vehicle - The load space dimensions for every vehicle (box dimensions!) - The costs for every vehicle (if you have them) - Enter the fuel type - Optionally add fuel card details and photos
Example: a typical fleet
Below is an example of what a complete fleet can look like in Bas:
Name | Type | Number plate | Load capacity | Cost/hour | Cost/km |
Lorry 1 | Lorry | AB-123-CD | 42 m3 | EUR 20.00 | EUR 0.45 |
Lorry 2 | Lorry | EF-456-GH | 42 m3 | EUR 20.00 | EUR 0.45 |
Box van 1 | Lorry | IJ-789-KL | 22 m3 | EUR 15.00 | EUR 0.35 |
Van | Vehicle | MN-012-OP | 8 m3 | EUR 10.00 | EUR 0.30 |
Trailer | Vehicle | QR-345-ST | 15 m3 | EUR 5.00 | -- |
Note that the box van is set as type Lorry. That's correct - this way, box vans appear as their own row in the schedule.
Tips
Choose recognisable names. "Lorry 1" or the number plate works well. Avoid vague names like "Big" or "Small".
Always enter the load space dimensions. Without dimensions, the system can't work out a capacity calculation when scheduling. Use the box dimensions, not the total vehicle length.
Look up the cost per km via your fuel card. Your fuel card details give a good starting point for the fuel cost per kilometre.
Start with your most important vehicles. You can always add or change vehicles later.
Upload photos of your vehicles. Drivers can see in the app which vehicle they're driving, and planners recognise the vehicle visually.
Enter the fuel type. This is currently still optional, but will become important once CO2 reporting becomes available.
Record fuel card details. Drivers can then look up their vehicle's fuel card details via the app without having to call.
Please note
Registering a box van as "Vehicle" is the most common mistake. Your box van then won't appear in the schedule as its own row. After creating it, check that your box vans are set as type Lorry.
Entering the total vehicle length instead of the box dimensions gives incorrect volume calculations. Always enter the internal dimensions of the load space, not the vehicle's total length.
Entering dimensions in metres instead of centimetres gives completely incorrect calculations. A load space that's 2.40 metres wide should be entered as 240 cm.
Leaving the costs at zero means the job costing won't work. You then won't see any vehicle costs on your case files and won't be able to calculate your margin. Remember: these are cost prices, not selling prices.
Not entering the load space dimensions means capacity planning won't work. The system then won't know how many m3 fit in the vehicle.
Confusing mileage logging with tax records. The mileage logging in the app is purely for job costing, not for the tax authorities.
Next step: Creating an employee: basic details - enter your employees with the correct details and dummy email addresses.