Fleet Accounting Software Integration

Bi-directional synchronization means data flows both ways between Oxmaint and your accounting software in real-time. From Oxmaint to accounting: work orders, expenses, invoices, purchase orders, and labor costs sync automatically with proper GL coding. From accounting to Oxmaint: vendor information, chart of accounts, payment statuses, and budget data sync back. Our intelligent sync engine prevents duplicates, resolves conflicts automatically, and maintains data integrity across both systems. You can configure sync frequency from real-time to scheduled batches based on your needs.

Oxmaint uses intelligent rules-based categorization that you configure during setup. Map maintenance expense types (parts, labor, fuel, contractor services) to your specific GL accounts. The system recognizes vendors and automatically applies the correct expense category and GL code. You can set up approval workflows requiring finance team review before sync, or enable fully automated posting for trusted expense types. Machine learning improves categorization accuracy over time by learning from your corrections and patterns. All expenses include complete audit trails showing categorization logic.

Yes! Oxmaint provides comprehensive cost tracking and allocation capabilities. View total cost of ownership for each asset including parts, labor, fuel, and overhead. Allocate costs to departments, projects, cost centers, or any custom dimension you define. Generate reports showing maintenance spending by any combination of asset type, location, department, vendor, or time period. Track budget vs. actual spending with automatic variance alerts. Export detailed cost reports for financial analysis or budget planning. All cost data maintains full traceability to source transactions in both Oxmaint and your accounting system.

Oxmaint maintains complete audit trails for all financial transactions with full compliance capabilities. Every expense includes timestamp, user, approval history, supporting documentation (invoices, receipts, work orders), and modification history. Generate comprehensive audit reports showing all transactions for any time period with complete GL coding. Maintain proper documentation for asset depreciation, capitalized improvements vs. maintenance expenses, and tax-deductible repairs. Export audit-ready reports in multiple formats (PDF, Excel, CSV) for auditor review, tax filing, or regulatory compliance. All data retention follows accounting best practices and regulatory requirements.

Most accounting integrations are fully operational within 3-5 business days. The timeline includes: initial consultation to understand your accounting structure and requirements (1 day), technical setup of API connections and authentication (1 day), GL account mapping and expense categorization rules (1-2 days), testing and validation with sample transactions (1 day). For complex ERP systems like SAP or NetSuite, setup may take 1-2 weeks. Our implementation team provides hands-on guidance throughout, handling technical configuration while you focus on business rule definition. We offer comprehensive training to ensure your team can manage the integration effectively.