Adaptix

Multi-tenant fleet management platform with companion mobile app. Production tenants: a national fresh-produce logistics operator and Royal Safaris.

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The problem

Logistics operations that grow past ten vehicles hit a wall. Fuel cards leak. Tyre maintenance gets reactive. Driver inspections live in WhatsApp messages. Worker compliance documents like PDPs, medicals, and licence renewals expire silently. The fleet manager spends their day in spreadsheets and the owner has no real visibility. What you actually need is one screen that tells you, every morning, what is leaking money, what is about to expire, and what to fix today.

Adaptix Operations Triage dashboard showing critical actions, money leaks, and the week ahead — Operations Triage — the morning view your fleet manager wishes they had: what is leaking money, what expires this week, what to action today

Why custom over SaaS

Generic fleet platforms try to do everything for everyone and end up doing nothing well for any specific operation. A South African fresh-produce fleet has different daily realities than a North American haulage operation: multi-depot diesel, PDP and licence renewals, supplier-by-supplier service history, the things that only matter when you actually run a depot here. Adaptix is built around those workflows, with vehicle, driver, depot, and platform filters that match how local fleets are actually organised.

Fleet Overview screen with depot tabs and per-vehicle status cards — Filter by depot — Nelspruit, Phalaborwa, White River, Johannesburg — with per-vehicle cards built for how SA fleets are actually organised

What we built

A multi-tenant fleet platform with a web dashboard and a companion mobile app. Each operator gets isolated data via Supabase Row-Level Security. The mobile app is offline-first and syncs when the driver hits signal. The dashboard centralises tyre lifecycle and inventory, fuel intake at depot and per-trip level, daily driver inspections with photos, worker compliance (PDP, licence, leave), full service history per vehicle, weekly dispatch planning, and one-click exports of every stream to PDF or Excel for the accountant or the auditor.

Reports & Analytics dashboard with KPI summary cards and one-click export buttons — Reports & Analytics — every operational stream (refuels, trips, check-ins, services) summarised live and exported to Excel or PDF in one click for the accountant or the auditor

From the depot to the dashboard

Workers on the depot floor — drivers, mechanics, refuel attendants — capture every operational event on the Adaptix mobile app, available on the Google Play Store and the Apple App Store under "Adaptix". Pre-trip inspections, depot refuels, trip starts and ends, fault reports with photos: all entered on the phone and synced into the office dashboard the moment the device hits signal. Offline-first means a driver in a rural depot is never blocked. By the time the fleet manager opens Operations Triage in the morning, the data the team captured on the floor yesterday is already in the dashboard, reconciled and ready to action. No clipboards, no WhatsApp screenshots, no end-of-week catch-up.

Adaptix mobile app Truck Pre-Trip Check screen with toggle checklist for windows, mirrors, engine and fluids, braking system — Pre-Trip Check on the Adaptix mobile app — drivers tap through the checklist before pulling out of the depot, and the completed inspection lands in the office Check-Ins queue the moment they hit signal

Adaptix mobile app Log Depot Refuel screen showing diesel available at depot, location and vehicle selection — Log Depot Refuel — the refuel attendant captures litres at the pump, and the entry flows straight into Bulk Diesel Purchases on the office dashboard

The hardest part

Multi-tenant SaaS sounds easy until you have to migrate a real production customer in from a legacy single-tenant predecessor without breaking their daily operation. We executed that migration end to end for a national fresh-produce logistics operator while their operation kept running. Every tenant boundary, every RLS policy, every offline-sync edge case was tested against a production tenant carrying real cargo daily. The per-vehicle analytics, cost-per-km, expected-versus-actual mileage, overdue service and licence flags, all run live against that production data, not a sandbox.

Fleet Analytics table showing per-vehicle cost-per-km, fuel efficiency, and overdue/expired flags — Per-vehicle economics running live against a production tenant — cost per kilometre, expected versus actual mileage, with overdue services and expired licences flagged before they cause a breakdown

Outcomes

Royal Safaris is a live production tenant on the platform, using Adaptix for fuel tracking, driver check-ins, and worker compliance management including service and document expiry tracking. A national fresh-produce logistics operator is the pilot tenant in transition from its legacy system, with the cutover scheduled for mid-2026. The migration was executed end to end while their operation kept running. The platform is multi-tenant by design, so a new operator can be onboarded onto the same battle-tested stack without rebuilding it from scratch.

Worker Analytics compliance screen showing PDP and licence expiry per driver — Worker compliance at a glance — PDP and licence expiry tracking with leave status, the daily workflow Royal Safaris adopted as a production tenant

Tyre management screen with inventory KPIs and per-vehicle tyre health bars — Tyre management — turn reactive tyre work into a maintained inventory with per-position health bars on every vehicle, so a worn tyre becomes a planned spend instead of a roadside breakdown

Diesel Management screen with bulk purchase form and depot purchase history — Depot-level bulk diesel purchasing — log every tank refill at the source and stop the fuel-card leakage that costs growing fleets thousands a month

View Truck Trips screen with route-level fuel and cost data per trip — Per-trip refuel and route log — every truck trip with distance, litres used, and cost tied back to driver and destination

Manage Service Records table with date, asset, supplier, description, and cost per service — Centralised service history — every job, every supplier, every invoice attached to the vehicle for life, so resale value and warranty claims are never lost to a missing folder

Weekly Planner view showing vehicle and driver assignments by day of the week — Weekly dispatch planner — assign drivers and vehicles across the week, replacing the printed schedule on the wall with something the whole team can see

Manage Check-ins screen with driver inspection records, photo thumbnails, and resolution actions — Driver inspections submitted from the mobile app land straight in the admin queue with photos attached and a single button to mark resolved — WhatsApp inspections become a managed workflow

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