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Problem Statement: Today, employers have limited visibility into changes to employee payroll deductions, particularly when a novated lease or vehicle usage deviates from the original assumptions (e.g., higher kilometres, servicing, or running costs). These variations are typically identified late and communicated through manual reports, emails, or escalations, requiring employer intervention outside normal payroll workflows. This results in delayed approvals, reactive payroll adjustments, additional coordination effort, and avoidable friction between employers, FMOs, and employees.Goal: Provide employers with a role-appropriate portal that gives them early visibility, approval control, and automated payroll alignment for salary packaging and novated lease variations—allowing changes to be approved and applied cleanly, predictably, and with minimal manual intervention.Key Capabilities<ul><li>Proactive notification of payment variations Employers are notified when higher vehicle usage or cost changes will result in a payroll deduction variation, before the change is applied.</li><li>Approval workflows for variations Employers can review and approve (or query) proposed payroll changes directly in the portal, with full context and audit trail.</li><li>Payroll system integration Once approved, variations can be automatically passed to the employer’s payroll system, removing the need for manual re-entry or follow-up.</li><li>Ongoing visibility and oversight Employers can view current balances, funding position, upcoming payroll impacts, and historical changes in one place.</li></ul>Key Benefits<ul><li>Early visibility into cost and payroll impacts, reducing surprises</li><li>Faster, cleaner payroll adjustments with fewer errors</li><li>Reduced manual coordination between employers, FMOs, and support teams</li><li>Improved employer confidence and control without increasing administrative burden</li><li>Preserved service model, with FMOs retaining ownership of customer relationships</li></ul>

Employer Portal for Payroll

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Unified notifications panel for:<ul><li>Approvals</li><li>Expiring registrations</li><li>Insurance documents</li><li>Budget variations</li><li>Compliance alerts</li><li>Workflow reminders (checklists, terminations, settlements)</li></ul><ul><li>Supports email, SMS, and in-app notifications (e.g.: fuel overspend, holiday office hours, service overdue)</li><li>Fully auditable</li><li>Apply Regular Expression (regex) validations to fields</li></ul>

Notifications Center

Dealer Portal Problem Statement: Vehicle delivery and settlement today rely heavily on manual coordination between dealers and Fleet Management Organisations (FMOs). A single vehicle delivery typically involves 5–15 emails, repeated data entry, and multiple follow-ups to confirm invoices, VINs, registration details, accessories, and delivery dates. This creates:<ul><li>Delays in settlement and payroll alignment</li><li>Duplicate data entry across systems</li><li>Increased error rates and rework</li><li>Poor visibility into delivery status</li><li>Operational overhead for both dealers and FMOs</li></ul>As delivery volumes increase, Much of the effort involved is coordination, not value creation and does not scale well.The Dealer Portal that enables dealers to submit delivery information once, mark vehicles as&nbsp;ready for delivery, and automatically trigger downstream settlement workflows—eliminating email-driven coordination and duplication of effort.Portal Goal: Enable dealers to self-submit and manage vehicle delivery information through Catch-e, so that FMOs and leasing teams can confidently and quickly&nbsp;progress settlements&nbsp;without manual chasing, re-keying, or reconciliation.Key Benefits<ul><li>Eliminates email back-and-forth between dealers and FMOs</li><li>Reduces duplicate data entry and transcription errors</li><li>Accelerates vehicle settlement timelines</li><li>Improves data quality at the source</li><li>Provides clear accountability and visibility for all parties</li></ul>Scope<ul><li>Dealer's ability to:<ul><li>Mark a vehicle as ready for delivery</li><li>Enter or upload:<ul><li>Tax invoice</li><li>VIN</li><li>Registration details</li><li>Delivery date</li><li>Accessories and associated costs</li></ul></li></ul></li><li>Validation of dealer-submitted data at entry</li><li>Visibility for dealers into submission status:<ul><li>Submitted</li><li>Accepted</li><li>Requires action</li></ul></li><li>Automatic triggering of downstream workflows:<ul><li>Validation</li><li>Settlement preparation</li><li>Approvals</li></ul></li><li>Audit trail of submissions and changes</li><li>Role-based access and permissions for dealers</li></ul><div data-type="horizontalRule"><hr></div>Out of Scope <ul><li>Dealer pricing negotiation or quote creation</li><li>Dealer access to payroll, customer financials, or employee data</li><li>Commercial relationship changes between dealers and FMOs</li><li>Replacement of dealer management systems (DMS)</li></ul>

Dealer Portal (Simply Settlement Process)

Before sending any system-generated email (quote acceptance, rollover, termination notices, approvals, reminders):Users must be able to:<ul><li>Edit subject, body, and attachments</li><li>View merged field outputs</li><li>See which fields must not be removed (e.g., signed URLs, OTP tokens)</li><li>Save the final sent version to the audit history</li><li>Make per-send customisations without changing master templates</li></ul>

Ability to Edit Generated Email Before Sending

Goal: Automate renewal outreach and end-of-term actions.<ul><li>Identify contracts approaching termination (30/60/90-day windows)</li><li>Applies Event Templates</li><li>Trigger workflows based on time/status change</li><li>Bulk termination/rollover management</li><li>Template-driven email/SMS sequences (mail merge)</li><li>Auto-generate extension offers</li><li>Task orchestration for inspections, buyouts, and final invoices</li><li>Funnel analytics: contacted → responded → rolled over</li><li>Full audit history</li></ul>

Termination & Rollover Automation

Enable Check-lists created on the Events Screen to be saved as templates for any process at the overall, tenant or user level.Allow the user to create a checklist, save it, and make it available within the tenant or privately for the user via a simple dropdown list.<ul><li>Enhance the Events tab to support selectable checklist templates for key business processes:<ul><li>Settlement</li><li>Termination</li><li>Rollover</li><li>Onboarding</li><li>Insurance renewal</li></ul></li><li>Each template includes structured steps:<ul><li>Confirmations</li><li>Required uploads (artifacts)</li><li>Data-entry steps</li><li>Deep links to the correct UI screen (e.g., Vehicle, Contract, Finance, SP)</li></ul></li><li>Support mandatory/optional flags, timestamps, notes, validation, and progress tracking.</li><li>Event-level statuses: Not Started → In Progress → Blocked → Completed</li><li>Provides immediate workflow capability while the full BPMN workflow engine is delivered in later phases.</li></ul>

Create Event ScreenTo-Do list Templates for any process

<ul><li>Visual workflow builder (Flowable) for multi-step processes: Approvals, Claims, Payments, Receipts, Variations, Renewals</li><li>Auto-propagate defaults (contract start, employer, banking details, budget profiles)</li><li>Agentic Workflow Copilot: suggests routing, resolves exceptions, and escalates tasks.</li></ul>

Workflow Automation & Intelligent Defaults

Migrate existing MYOB and Xero Integrations from file based to API based to allow real-time integration

Migrate Accounting Intergrations to Real-time API

<ul><li>Handle budget variations and payroll synchronisation.</li><li>Cashflow Reporting: High-value cash inflow/outflow dashboards with forecasting.</li><li>Depreciation Reporting: Automated multi-asset depreciation workflows</li><li>Reconciliation for FBT, GST, employer and employee balances.</li></ul>AI-assisted mapping of inbound employer payments to the correct employee and contract:<ul><li>Detect mismatches, partial payments, and overpayments</li><li>Allocate across multiple contracts</li><li>Provide exception handling &amp; audit logs</li></ul>

Financial & Cashflow Reporting

Goal: Deliver real-time Dashoards, AI-powered insights, predictive intelligence, and compliance automation across all modules.Core Capabilities<ul><li>User Self-service dashboards and reports (customizable)</li><li>Enable ad-hoc BI dashboards using the analytics engine</li><li>AI-driven reporting automation with anomaly detection.</li><li>Natural-language queries for non-technical users.</li><li>User-Customizable Dashboards:<ul><li>Drag-and-drop KPIs, graphs, tables</li><li>Prebuilt templates for Fleet Ops, Finance, Compliance, SP Admin</li><li>Per-user and per-tenant dashboard saving</li><li>Compatible with Superset/Metabase embedded dashboards</li><li>RBAC-controlled widget visibility</li><li>Real-time BI feed integration</li></ul></li><li>Interactive Visual Analytics:<ul><li>Graphical charts, tables, blended views</li><li>Trend and time-series forecasting overlays</li><li>Drill-down and drill-through capabilities</li><li>Module-specific visual templates (Fleet, Novated, Salary Packaging)</li></ul></li><li>Report Scheduling &amp; Distribution:<ul><li>Email/SMS delivery, secure signed URLs/OTP</li><li>Recurring schedules (daily/weekly/monthly)</li><li>Event-triggered automations</li><li>Delivery tracking, open/read receipts</li></ul></li></ul>

Self-Service Dashboard, Business Intelligence and Reporting

Targeted initially at receipts and allowing easy upload through the drivers portal, its envisioned that this capability would be applied more broadly to documents upload in other modules at a later stage.<ul><li>OCR across PDF/JPG/PNG/HEIC/mobile formats</li><li>Detect invalid photos (faces, non-receipts)</li><li>Auto populate relevant fields within screens directly from receipt or document</li><li>Auto-approve claims under $80 GST inclusive after receipt is validated</li><li>Funds Sufficiency Check: Ensure the driver account has enough money before auto-approval</li><li>Duplicate/fraud detection</li><li>Agentic Expense Validator: AI-based validation pipeline</li><li>Full audit trail and explainable AI decision logs</li></ul>

In Development

Intelligent Receipt and Document Recognition (OCR)

The Driver Portal upgrade brings novated lease management into a single mobile app. Drivers can see where their lease is up to, what they have set aside from their pay, what they are spending by category, and what their next car could look like, all from their phone. The goal is to give drivers control and clarity and to remove the friction of managing a novated lease. The app is fully customisable per customer, so branding, colours, logo, and naming can be configured.Launch and sign-inDrivers sign in with either their email or mobile number, then verify with a biometric scan or a one-time code sent to their mobile. There are no passwords to remember, and the account stays secure. Sign-in drops the driver straight into the home dashboard.Home dashboardThe dashboard is the hub of the app. It shows where the lease is up to, how much the driver has set aside from their net pay, and a summary of their active vehicle. An insight carousel across the top rotates through timely prompts so useful information surfaces without the driver going looking. A notification bell carries an unread indicator when something needs attention. Quick actions cover the everyday tasks: log kilometres, add a claim, ask Lily, and refer a friend. From the dashboard, drivers can jump straight into their lease, statements, claims, upgrade options, and maintenance.<img data-width="100%" data-align="center" alt="" data-featurebase-content-key="6913e840aa784adab6cbf490/post/6a22310f144bcdb14518a4be/019f62f0-81b2-7701-8f5d-ddc84c9be020/b64u-aW1hZ2UucG5n.png" data-featurebase-content-filename="image.png" src="https://6913e840aa784adab6cbf490.featurebase-attachments.com/c/post/6a22310f144bcdb14518a4be/019f62f0-81b2-7701-8f5d-ddc84c9be020/b64u-aW1hZ2UucG5n.png?X-Amz-Expires=3600&amp;X-Amz-Date=20260803T210000Z&amp;X-Amz-Algorithm=AWS4-HMAC-SHA256&amp;X-Amz-Credential=DO801TYC4FCVNNEKURKM%2F20260803%2Ffra1%2Fs3%2Faws4_request&amp;X-Amz-SignedHeaders=host&amp;X-Amz-Signature=ae43a6e3228bad94cce564b460ce682a0574a41bead5e7ae4371cd47ce27f58a">Budget and spend managementEach running cost has its own budget, including fuel, tyres, and servicing. Live spend is shown against each category with a simple over or under indicator. Tapping a category opens the transactions behind it for full transparency. A Top up option uses AI to rebalance the budget, lifting only the categories that are over budget and leaving the rest alone, with a clear summary of what changed and why. Because any budget change affects take-home pay, a pay-impact preview is shown before anything is committed.<img data-width="100%" data-align="center" alt="" data-featurebase-content-key="6913e840aa784adab6cbf490/post/6a22310f144bcdb14518a4be/019f62f2-263c-7cdc-bf06-87663a19acbc/b64u-aW1hZ2UucG5n.png" data-featurebase-content-filename="image.png" src="https://6913e840aa784adab6cbf490.featurebase-attachments.com/c/post/6a22310f144bcdb14518a4be/019f62f2-263c-7cdc-bf06-87663a19acbc/b64u-aW1hZ2UucG5n.png?X-Amz-Expires=3600&amp;X-Amz-Date=20260803T210000Z&amp;X-Amz-Algorithm=AWS4-HMAC-SHA256&amp;X-Amz-Credential=DO801TYC4FCVNNEKURKM%2F20260803%2Ffra1%2Fs3%2Faws4_request&amp;X-Amz-SignedHeaders=host&amp;X-Amz-Signature=c6f8a6f76875e7f857370e2923fa7493906d517047c0d82b9027262e5dfd6899">Drive and vehicle trackingDrivers log odometer readings in a moment, and every reading is kept as a full history. From those readings, the app projects annual kilometres and forecasts where the driver will land by the end of the lease year, which matters because kilometres drive the whole lease calculation. When a service is coming due, the app prompts the driver with a notification.AI assistant (Lily)Lily is the in-app AI assistant. Drivers can ask questions in plain language and get answers about their own lease, with a dedicated tab in the app.ClaimsClaims are how a driver gets money back for running costs. To add a claim, the driver captures the receipt, and the app reads it and pulls out the details automatically, keeping typing to a minimum. If a claim needs checking, it receives a clear “needs-attention” flag with allowing the user to review their claim. Opening a claim shows the full detail along with any supporting documents. A complete, filterable claims list lets drivers separate recent claims from those still needing action.Vehicle marketplace“Explore your next car” provides the driver customisable suggestions personalised to their salary, each showing the cost and the impact on their pay up front. “Find a car” opens the full catalogue, with search by text, filters for body type, price band, and electric-only, and sorting options. Compare mode allows drivers to see full specs of multiple vehicles plus an annual-kilometre slider that updates the personalised fortnightly cost live, along with the difference against the driver's current car. When ready, one tap sends an enquiry.<img data-width="100%" data-align="center" alt="" data-featurebase-content-key="6913e840aa784adab6cbf490/post/6a22310f144bcdb14518a4be/019f62f0-f324-750a-8a78-b8ed0d6e06a2/b64u-aW1hZ2UucG5n.png" data-featurebase-content-filename="image.png" src="https://6913e840aa784adab6cbf490.featurebase-attachments.com/c/post/6a22310f144bcdb14518a4be/019f62f0-f324-750a-8a78-b8ed0d6e06a2/b64u-aW1hZ2UucG5n.png?X-Amz-Expires=3600&amp;X-Amz-Date=20260803T210000Z&amp;X-Amz-Algorithm=AWS4-HMAC-SHA256&amp;X-Amz-Credential=DO801TYC4FCVNNEKURKM%2F20260803%2Ffra1%2Fs3%2Faws4_request&amp;X-Amz-SignedHeaders=host&amp;X-Amz-Signature=3dab7f193ad00bce1bb5a571fc47d6156d6a88b257aac87152cb1e80d5dbd6a8">Lease and statementsThe lease overview gives a clear summary, and the driver can open the full agreement for detail. The latest statement is available to download as a PDF in a tap. Your novated saving shows how much the driver has saved to date by packaging their car, broken down into savings per pay, a chart of how the saving has grown over time, and where the saving comes from.Switch vehicleDrivers who package more than one car can switch between them easily. Each vehicle card shows the vehicle name and net cost, a “Viewing” pill marks the car currently in view, and an “Action required” badge appears when a car has claims needing attention. Switching re-scopes everything to that vehicle, including budgets, claims, and statements, so each car is managed in its own space.NotificationsThe notification feed is grouped into Today and Earlier, with unread dots showing what is new. Tapping an actionable item takes the driver straight into the relevant part of the app, whether that is a claim to review or a service to book. Mark all read clears everything in one go.<img data-width="100%" data-align="center" alt="" data-featurebase-content-key="6913e840aa784adab6cbf490/post/6a22310f144bcdb14518a4be/019f62f1-6807-7ee9-acbd-1f2d61263103/b64u-aW1hZ2UucG5n.png" data-featurebase-content-filename="image.png" src="https://6913e840aa784adab6cbf490.featurebase-attachments.com/c/post/6a22310f144bcdb14518a4be/019f62f1-6807-7ee9-acbd-1f2d61263103/b64u-aW1hZ2UucG5n.png?X-Amz-Expires=3600&amp;X-Amz-Date=20260803T210000Z&amp;X-Amz-Algorithm=AWS4-HMAC-SHA256&amp;X-Amz-Credential=DO801TYC4FCVNNEKURKM%2F20260803%2Ffra1%2Fs3%2Faws4_request&amp;X-Amz-SignedHeaders=host&amp;X-Amz-Signature=39bdd1b4bfebf6e6cc11299635657b77798d5d342875509376c8f12dfb3c33b8">Profile, preferences and referralPreferences and settings live in a simple overlay where a driver manages their own details, including email, phone number, salary, and other personal information. Refer a friend gives each driver their own code and link to share or copy in a tap.

Driver App

<ul><li>Add explicit “GST Included” / “GST Separate” flags on every expense.</li><li>Support split-expense modelling.</li><li>Display flags in UI, APIs, exports, and Xero/MYOB integrations.</li><li>Auto-backfill where derivable.</li></ul>

GST Status Flags & Splits

Submit and manage Metro Finance applications directly within Catch-e to streamline finance processing, reduce manual work, and receive faster approval decisions for customers.

Integrate Metro Finance Interface with Catch-e

Salary Packaging

When records become locked within the system, administrators are unable to remove these locks themselves. As a result, they must raise a support request each time a lock needs to be cleared. This process creates unnecessary delays for users, increases reliance on the support team, and can disrupt day-to-day operations.

Self-Service System Lock Management

Submit and manage Pepper Money applications directly within Catch-e to streamline finance processing, reduce manual work, and receive faster approval decisions for customers.

Integrate Pepper Money Interface with Catch-e

The development of Contract APIs transform Catch‑e into a more open, scalable, and integration-friendly platform, enabling efficient contract processing while supporting innovation, partner connectivity, and superior user experiences.

Completed

Contract APIs

Provide a comprehensive Approvals API Suite to support a modern, secure, and scalable way for external systems and internal applications to manage approval workflows programmatically.Currently, approvals are primarily managed through a legacy interface, which limits integration capabilities and creates dependency on manual processes.This enhancement would expose the full approvals lifecycle through REST APIs, enabling organisations to create, maintain, validate, post, and unpost approvals while leveraging the same business rules and controls already used within Catch-e.

Suite of Approvals APIs

Deliver a seamless in‑product support experience by embedding the Featurebase Support Bot directly into Catch‑e. The integration is designed to feel like a natural extension of the platform—providing timely, relevant help based on what users are doing, without adding clutter or distraction. It encourages self‑service and quick issue resolution, improving adoption while reducing reliance on manual support, all while maintaining strong performance and accessibility standards.

Support Bot Integration with Catch-e

Delivers the integration of the JATO vehicle data interface with the Catch‑e platform to enable the automated exchange and consumption of accurate, up‑to‑date vehicle data.

JATO Vehicle Data Interface with Catch‑e

<ul><li>Extend/modify contracts without rebuilding</li><li>Update budgets, mileage, and repayments</li><li>Auto-update payroll and finance schedules</li><li>AI-validated audit trails</li><li>Pre-fill employer/employee letters, attachments</li></ul>

Contract Variations & Extensions Automation

<ul><li>Transfer balances between contracts for the same driver/employer</li><li>Transfer validation (balances, liabilities, holds, payroll locks)</li><li>Approval workflows and reversal windows</li><li>Ledger/journal creation; events via API</li><li>Inclusion in reconciliation and cashflow reporting</li><li>RBAC to restrict initiators/approvers</li></ul>

Inter-Contract Funds Transfer

Auto-populate contract start dates, pay cycles and propagate across related screens where possible to reduce manual entry, prevent data errors, and ensure consistent behaviour across all modules.These rules reduce manual entry, prevent data errors, and ensure consistent behaviour across all modules.Contract &amp; Finance Defaults<ul><li>Default Contract Start Date: Auto-populate based on quoting workflow or employer configuration.</li><li>Default Pay Cycle: Prepopulate based on the most common or most recent employer pay cycle; fully editable.</li><li>Report Finance Payments (Default = TRUE): The Checkbox on the Finance tab is preselected by default and is editable, with an audit trail.</li><li>Payment Start Date Deferment Rules: Determined by Business Rules Engine (employer-specific rules, delivery date, rego status, payroll cycle), with full explainability.</li><li>Payment Total Consistency Rule: Total Payments (initial + ongoing payments) must equal the Finance tab payment code totals before contract approval. Discrepancies must be flagged and corrected.</li></ul>Vehicle Tab Defaults<ul><li>VIN → Registration (Rego) Prepopulation: Auto-populate registration number, expiry, model confirmation from VIN/rego services (PPSR/NEVDIS).</li><li>Default Rego Expiry: Default to Contract Start Date + 1 day for new vehicles.</li></ul>Insurance Defaults<ul><li>Master Insurance Policy Expiry: Tenant-set onboarding field; applied automatically to all leases.</li></ul>

Pre-Populate Default Values on Key Fields

Problem Catch-e currently generates separate invoices per charge type for non-novated fleet clients — typically one for lease rentals, one for recharges, and one for fuel and tolls. For small clients this is a minor inconvenience, but for larger clients the volume becomes unwieldy. One current example: a client invoiced by cost centre across ~100 vehicles and 5 cost centres receives approximately 15 separate invoices every month (3 charge-type invoices × 5 cost centres), each of which is likely lengthy given the vehicle count. This creates unnecessary administrative burden for the client's AP team (reconciling and processing many documents instead of one), increases the risk of processing errors or missed invoices, and reflects poorly on Catch-e's invoicing experience relative to what a large enterprise client would expect from a mature platform.Current Behaviour Invoices are generated and issued separately by charge type (lease rentals / recharges / fuel &amp; tolls), and where a client is set up for cost-centre-based invoicing, this multiplies further — one set of charge-type invoices per cost centre. There is currently no mechanism to consolidate these into a single invoice per client, or per cost centre, across charge types.Proposed Improvement Introduce the ability to consolidate multiple charge types into a single invoice per billing entity (client or cost centre), while retaining itemised detail within that invoice so the underlying breakdown (lease rental vs recharge vs fuel/tolls) remains transparent for reconciliation. This should be configurable per client rather than a global behaviour change, since some clients may have accounting or reconciliation processes built around receiving separate invoices by charge type (e.g. different GL coding, separate approval workflows, or separate payment terms/timing for fuel vs lease).Suggested Scope / Considerations<ul><li>Configuration option at client level (and potentially cost-centre level) to select "combined" vs "separate" invoicing by charge type</li><li>Consolidated invoice should clearly section/subtotal by charge type so nothing is lost in translation for clients who rely on that breakdown for internal coding</li><li>Where cost-centre invoicing is used, confirm whether consolidation should also allow combining across cost centres into one client-level invoice, or just combining charge types within each cost centre (the latter would take the example client from 15 invoices to 5)</li><li>Consider impact on existing integrations/exports that may key off invoice type (e.g. if downstream finance systems expect separate invoice numbers per charge type)</li><li>Numbering/referencing convention for combined invoices, and how this interacts with existing invoice numbering sequences</li><li>Migration path for existing clients — likely opt-in rather than retrofitted automatically</li><li>Any GST/tax reporting implications of combining charge types that may currently be treated distinctly</li></ul>

Consolidated Invoicing for Non-Novated Clients

<ul><li>Generate an ABA payment file for supplier payments and driver reimbursements.</li><li>Select approved payments and export them in a bank‑ready ABA format.</li><li>Validate bank details to prevent errors.</li><li>Download and store the ABA file securely.</li><li>Support fast and efficient bulk payment processing.</li></ul>

Implement Supplier Payments ABA File Generation

Bi-Monthly pay cycles rely on a single stored payroll date, with the second payroll date being assumed by the system. This can lead to inconsistencies when generating and rebuilding budget, payroll, and billing schedules, particularly when customer payroll arrangements do not align with the system's assumptions. To improve accuracy and flexibility, introduce support for two explicitly stored payroll dates for Bi-Monthly pay cycles and ensure both dates are used consistently across all related processes. This enhancement should allow administrators to configure and maintain two distinct payroll dates, require both dates to be populated, prevent duplicate day selections, and make the second payroll date available wherever payroll cycle defaults are configured. Budget date generation, billing schedules, contract processing, employee budget creation, and any schedule rebuild processes should use both stored payroll dates to ensure consistent outcomes. The solution should eliminate the need for system-generated assumptions, reduce manual corrections, improve forecasting and invoicing accuracy, and better support customer-specific payroll arrangements, while ensuring all non-Bi-Monthly pay cycle functionality remains unchanged and unaffected