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Add a company vehicle to the fleet

vehicles.add-vehicle·version 1.0.0·draft3 to verify

Add a company vehicle to the fleet

The vehicle is owned or leased by the company, registered with CSDD in the company's name, insured, and entered in the fleet list with its renewal dates.

EdgarsFleet Managerruns itProfile ›
Whenon request — an owner or employee asks for a vehicle — a new purchase, a lease, or a car moved from personal to company use
Who actsthe agent acts after approval
Time60–90 min active; up to 10 working days for registration and plate issue
CountryLatvia
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When to use

The company is about to acquire a vehicle it does not yet hold — by purchase, lease, or transfer from a person. Not for a vehicle already in the fleet whose OCTA or inspection is due — use vehicles.octa-renewal or vehicles.technical-inspection. Not for removing one — use vehicles.sell-vehicle. If the purchase needs a spending decision beyond the owner's standing authority, run ops.purchase-approval first and come back here with its result.

Before you start

  • The form of acquisition is decided: buy, lease, or lease with buy-out. It changes S4, S5 and the VAT treatment.
  • The budget ceiling is a number, not "reasonable".
  • For a used vehicle: the seller's documents are available (registration certificate, service book, pledge check consent).
  • Whoever signs for the company has the right to sign (board member or a written power of attorney — see documents.power-of-attorney if not).

What a run requires2

  • Approval · S4 · ownerthe run stops until a named person records the decision
  • Irreversible · S5an agent never closes it alone

Any step can wait until a date and reopens by itself; every closed step leaves evidence (a note, a link, a number).

The trail9 steps

  1. Write down the requirementagent

    Purpose, expected monthly km, who drives, budget ceiling, form of acquisition.

    Done when a one-paragraph requirement exists in the task and the owner has not objected to it.

  2. Find candidatesagent

    For each: price or lease terms, year, mileage, registration history via CSDD services, known defect notes.

    Done when 2–4 candidates are listed with total monthly cost each, not just the sticker price.

  3. Check the vehicle and the selleragent

    For a used vehicle: check for pledges and liens against the seller and the vehicle, read the service history, inspect or order an inspection. For a dealer: confirm the company details on the offer match the seller who will issue the invoice.

    Done when each surviving candidate has a written note: pledge check result, inspection result, seller identity.

  4. Approve the purchaseownerneeds approval · owner

    Approval · S4 · owner — the run stops until a named person records the decision

    Present the top candidate with total cost, contract terms and the buy-out clause if any.

    Done when the owner has named one vehicle, one seller and the max price in writing (message or decision record).

  5. Prepare and sign the contractagentirreversible

    Irreversible · S5 — an agent never closes it alone

    Contract names the company as buyer/lessee, company registration number, price, payment terms, handover date. Sign with e-paraksts or on paper per documents.sign-with-eparaksts. Pay only after signature.

    Done when a signed contract exists and payment is made from the company account.

    ⛔ Never let the seller write an employee's name as the buyer "for now" — the registration will not accept it and the fix costs a second contract.

  6. Register the vehicle with CSDDagent

    Book the registration, submit the contract and company documents, pay the state fee, collect plates if new plates are wanted. ⚠ verify the exact registration deadline after purchase and the current fee at csdd.lv before booking.

    Done when the registration certificate shows the company as owner and the plates are issued.

    ⛔ Driving to the CSDD office on the seller's plates or before OCTA in S7 is valid — check the cover first.

  7. Insure before first useagent

    Take out OCTA naming the company; add KASKO if the owner approved it in S4.

    Done when the policy is valid from the handover date and the policy number is recorded.

    ⛔ A gap of one day between handover and policy start is an uninsured drive if the car moves.

  8. Enter the vehicle in the fleet listagent

    Module vehicles: registration number, make, VIN, holder, OCTA expiry, next technical inspection date, assigned driver(s), fuel/card if issued. Set the OCTA and inspection reminders — these feed vehicles.octa-renewal and vehicles.technical-inspection.

    Done when the vehicle exists in the vehicles module with its details and the OCTA and inspection reminders are set.

  9. Hand over and recordagent

    Give the keys and documents to the named driver with a short note: what is insured, what to do after an accident (vehicles.accident), where the fleet list lives.

    Done when the driver confirms receipt and the task is closed with links to contract, certificate, policy and fleet entry.

Checks — how we know it worked

  • Registration certificate: the company's name and registration number as owner, read back from the certificate.
  • OCTA policy: company as policyholder, cover start = handover date or earlier, expiry is in the fleet list with a reminder.
  • Fleet entry shows OCTA expiry and inspection date — a vehicle without both is not "added".
  • The invoice/contract amount matches what was paid from the company account (bank reconciliation will use it).

If it goes wrong

SymptomResponse
Pledge found on a used vehicleStop, do not pay; ask the seller to clear it and re-check, or drop the candidate and return to S2.
CSDD refuses registration (documents, debt)Read the refusal reason; fix the named document or settle the named debt; ⚠ verify the late-registration fine at csdd.lv if the deadline has passed.
Seller issued the invoice to an employeeDo not accept it; request a corrected invoice to the company before the month closes (money.process-incoming-invoice).
Vehicle needed before registration finishesArrange OCTA cover for the transfer drive and do not use it for company work until registered; record the dates.
Lease buy-out terms differ from what was approvedDo not sign; take the changed terms back to the owner in S4 — the approval was for those terms, not these.

What each step leaves behind

  1. S1a one-paragraph requirement exists in the task and the owner has not objected to it.
  2. S22–4 candidates are listed with total monthly cost each, not just the sticker price.
  3. S3each surviving candidate has a written note: pledge check result, inspection result, seller identity.
  4. S4the owner has named one vehicle, one seller and the max price in writing (message or decision record).
  5. S5a signed contract exists and payment is made from the company account.
  6. S6the registration certificate shows the company as owner and the plates are issued.
  7. S7the policy is valid from the handover date and the policy number is recorded.
  8. S8the vehicle exists in the vehicles module with its details and the OCTA and inspection reminders are set.
  9. S9the driver confirms receipt and the task is closed with links to contract, certificate, policy and fleet entry.

Evidence to keep

Signed contract · payment record · registration certificate copy · OCTA policy number and expiry · CSDD receipt with fee paid · fleet list entry id · the owner's approval in S4 (who, when, max price).

How this playbook improves

After every 5 runs ask: days from ask to a registered, insured vehicle, and which step waited longest (usually CSDD booking)? Did any vehicle get used before OCTA started? Did any invoice arrive with the wrong buyer? A new version changes the step that caused the wait or the miss, and says so in its change note.