Company Car Leasing Software
End-to-End Lease, EMI, Eligibility & F&F Settlement Management
The Need for Automated Car Lease Management
Many organizations offer company cars as a competitive
employee benefit, enhancing compensation packages and
supporting workforce mobility. However, managing these lease programs manually creates significant operational challenges that impact both efficiency and employee satisfaction.
Manual calculations for EMI schedules, depreciation tracking, and settlement amounts are prone to human error, leading to disputes during exit and frustration across HR, Finance, and employees. Without a centralized system, there’s no single source of truth for outstanding balances, asset values, or payment histories.
The complexity intensifies during Full and Final (F&F) settlement when employees exit the organization. Finance teams struggle to calculate accurate outstanding amounts, apply foreclosure charges, and coordinate buyback or resale decisions. This creates delays in exit processing and potential compliance risks.
A modern, automated solution is essential to bring transparency,
accuracy, and efficiency to company car lease management while
reducing administrative burden and improving the employee
experience.
A Comprehensive Leasing Platform
Centralized Management
Single platform consolidating all car leasing operations, from initial eligibility assessment through final settlement, eliminating data silos and manual spreadsheets.
End-to-End Coverage
Comprehensive functionality spanning eligibility rules, EMI calculations, depreciation tracking, payroll integration, and F&F settlement processing.
Rule-Based & Transparent
Policy-driven automation ensures consistent application of eligibility criteria, interest rates, and settlement rules with complete audit trails for compliance.
Self-Service Enabled
Employees access lease statements, EMI schedules, and settlement projections while HR and Finance maintain policy control and approval workflows.
Role-Based Access & Responsibilities
Employee
- Submit car lease requests with supporting documentation
- View real-time EMI schedules and payment history
- Download lease statements and tax declarations
- Track settlement projections during exit process
HR Administrator
- Configure grade-based eligibility policies and rules
- Review and approve lease requests based on criteria
- Manage policy parameters and interest rate structures
- Generate utilization reports and policy analytics
Finance Team
- Process monthly EMI deductions and payroll exports
- Track depreciation schedules and asset book values
- Calculate F&F settlements with foreclosure charges
- Maintain accounting records and audit compliance
Approval Chain
- Reporting managers validate business justification
- HR approvers confirm policy compliance
- Finance approvers verify budget and EMI capacity
- Multi-level workflow ensures proper governance
Intelligent Eligibility & Policy Engine
The policy engine automates eligibility decisions based on configurable business rules, eliminating manual reviews and ensuring consistent, transparent decisions across the organization
Grade & Band Validation
Automatically verifies employee grade and organizational band against configured eligibility matrix
Tenure Assessment
Validates minimum service period requirements and probation completion status
Financial Limits
Enforces maximum car value caps and monthly EMI thresholds based on grade
Lease Parameters
Applies allowed lease tenure ranges and applicable interest rates per policy
Instant Decision
Delivers immediate eligibility determination with clear reasoning for decisions
Comprehensive Lease & EMI Management
The platform handles complete lease lifecycle from initial calculation through monthly payroll deductions, ensuring accuracy and transparency at every step.
Cost Capture
Records on-road price including base vehicle cost, accessories, insurance premiums, and registration charges
EMI Calculation
Computes precise monthly installments based on principal amount, applicable interest rate, and selected tenure
Payment Schedule
Generates detailed amortization table showing month-wise principal, interest, and outstanding balance
Payroll Integration
Maps EMI deductions to payroll system with downloadable lease statements for employees
Asset Depreciation & Book Value Tracking
Depreciation Methods
Supports both Straight Line Method (SLM) and Written Down Value (WDV) approaches based on company policy and asset classification
Automated Tracking
Calculates and records monthly depreciation automatically, maintaining accurate historical records for audit purposes
Real-Time Valuation
Provides instant visibility into current book value at any point in the lease lifecycle for settlement planning
Accounting Support
Generates depreciation schedules and asset registers compatible with accounting systems and audit requirements
Seamless Payroll & Monthly Operations
Deduction Calculation
System automatically computes monthly EMI amounts for all active leases, accounting for new leases, exits, and payment holidays
Payroll Export
Generates formatted export files in Excel or CSV compatible with major payroll systems, including employee IDs and deduction amounts
Exception Handling
Tracks missed deductions due to leave without pay, insufficient salary, or system errors for manual intervention
Audit Trail
Maintains complete transaction history with timestamps, user actions, and adjustment reasons for compliance review
Full & Final Settlement Processing
Exit scenarios require precise calculation of outstanding amounts, foreclosure charges, and asset disposition decisions. The platform automates this complex process while maintaining flexibility for different settlement scenarios.
Outstanding Calculation
Automatically computes remaining principal balance, prorated interest, and any missed EMI amounts as of exit date with precision
Foreclosure Charges
Applies policy-based early closure fees, prepayment penalties, and administrative charges based on remaining lease tenure
Asset Disposition
Supports employee buyback at current book value or company resale options with flexible approval workflows
Net Settlement
Calculates final recovery amount or payable balance for inclusion in F&F statement with supporting documentation
Approval Workflow
Routes settlement proposals through Finance and HR for approval before finalizing exit clearance and asset transfer
Comprehensive Reports & Analytics Dashboard
Data-driven insights enable proactive management of the car leasing program with real-time visibility into key metrics, financial exposure, and policy effectiveness.
Active Lease Portfolio
Real-time view of all active leases with total outstanding amounts, EMI obligations, and maturity timelines across the organization
Exit & Settlement Analytics
Track all pending and completed F&F settlements, recovery amounts, write-offs, and average settlement timelines for process improvement
Employee Deduction Summary
Individual employee reports showing lease details, monthly EMI deductions, payment history, and current outstanding balances
Policy Utilization Insights
Analyze adoption rates by grade, average lease values, popular tenures, and budget consumption to optimize policy parameters
Asset Register & Depreciation
Comprehensive asset tracking with car-wise depreciation schedules, current book values, and projected values for accounting
Compliance & Audit Reports
Generate audit-ready reports with complete transaction trails, approval histories, and exception summaries for governance review
Phased Implementation Roadmap
A structured rollout approach ensures rapid value delivery while building toward comprehensive functionality. The modular architecture supports parallel development and seamless integration with existing systems.
Phase 1: Core Platform
Timeline: 4–6 weeks
Scope: Eligibility engine, lease request
workflows, EMI calculation and
scheduling, payroll deduction processing,
basic F&F settlement module
Outcome: Operational platform handling
end-to-end lease lifecycle with manual
workarounds for advanced features
Phase 2: Advanced Features
Timeline: 6–10 weeks
Scope: Automated depreciation tracking,
vendor management portal, HRMS and
payroll system integrations,
comprehensive reporting dashboard,
mobile access
Outcome: Fully automated platform with
enterprise integrations and advanced
analytics capabilities
Scalable Architecture
Foundation: Cloud-native, API-first design
supporting multi-entity deployments,
third-party integrations, and future
enhancements
Integration Ready: Pre-built connectors
for major HRMS, payroll, and accounting
platforms with flexible configuration
options