Good morning, Dylan
Here's what's happening across your fleet today.
Fleet Status
Today's Schedule
Action Needed Today
0Outstanding Invoices
Expiring Soon
Month-to-Date Financials
Top Clients This Month
Quick Actions
Services
What this company offers.
AI Copilot Insights
Daily improvement suggestions based on your conversations & operations
Notes & Reminders
Upcoming Reminders
QuickBooks Desktop Feed
Fleet Fuel This Month
No previous chats.
Drop files to attach
Images, PDFs, docs, spreadsheets
Tap the sparkle to auto-polish your message before sending. All answers reference your approved company documents.
Documents
Company records organized by category and access level.
Created Documents
(in-browser drafts — not saved between sessions)| Title | Last edited | Actions |
|---|
| Document | Category | Status | Access | Updated | Actions |
|---|
Rates & Pricing
All approved rate schedules — Jan 2026. Exchange rate: USD 1 = JMD 158. All charges subject to 15% GCT.
- • Min 4 hours for cranes up to 70t
- • Min 8 hours for 100t – 225t
- • Min 16 hours for 250t – 300t
- • Min 24 hours for 301t – 400t (incl. Demag AC 350/6)
- • Min 40 hours for 401t – 600t (Demag AC 500-8)
- • Part of an hour counts as a full hour
- • Based on minimum 160 hrs / month
- • If operator is released the day before, no standby charge
- • Minimum call-out once on site: 4 hours
- • Supervision quoted separately when required
- • Rates are bare crane + operator (assistants not included)
| Crane Capacity | Short-Term JMD/hr | Short-Term USD/hr | Long-Term JMD/hr | Long-Term USD/hr | Min Hrs | Min Call-Out (Short) | Min Call-Out (Long) |
|---|
| Destination | 30T Crane | 50–60T Crane | 100T Crane | 150–225T Crane | 250–600T Crane |
|---|
| Destination | Container | BB1 | BB2 | BB3 | BB4 | BB5 | BB5-XL |
|---|
| Equipment | Hourly / Daily (JMD) | Hourly / Daily (USD) | Monthly (JMD) | Monthly (USD) | Mob Code | Terms |
|---|
Per-location escort rate from the Master Rate Sheet (Pilot Vehicle Rates). The same rate is used for both the Pilot Vehicle line and the Police Escort line in estimates — they appear as two separate line items at the same price. Triggered when a job involves any 100t+ crane and/or any BB3/BB4 haul. One pilot line + one police line per estimate, in their own ESCORT SERVICES section between Equipment Blocks and Auxiliary Charges. Each line: 1 × per-location rate × 2 trips.
| # | Destination | Pilot Rate (JMD) | Police Escort (JMD) | Pilot Rate (USD) |
|---|
Break Bulk Classification
DME Limits of Liability
BCMG Insurance Confirmation (Nov 2024 – Nov 2025)
Road Call / Service Truck Rates
- Look up the BB5 mob rate for the destination (Container & BB Haulage tab)
- Add: 2 labourers × hours worked × JMD 3,500
- Add GCT (15%) to total
Common Road Call Scenarios
- • 2 container moves (in + out)
- • Mount & Ground — US$32
- • Chassis rental — up to 5 days
- • 2 hrs waiting time (Kingston area)
- • Extra waiting: US$50/hr
- • Shipping line chassis fee: US$20
- • Flatbed surcharge: US$55/day
- • GCT 15% on all charges
- • Max width: 8 ft
- • Max length: 40 ft
- • Max weight: 50,000 lbs
- • 20ft & 40ft ISO containers
| Destination | Package (USD) | Package (JMD) | Notes |
|---|
Office Unit Specifications
Delivery & Setup Charges
Lessee Responsibilities
- • Cleaning and maintenance from delivery date
- • Care and security of unit until returned
- • All electrical connections at lessee's cost
- • Keys and AC remote must be returned — failure results in extra charges
- • Any damage, misuse or loss charged to lessee
Jobs Pipeline
Request → Quote → Accept → Schedule → Work → Invoice → Paid → QuickBooks.
| Job | Description | Customer | Location | Equipment | Date / Time | Price (JMD) | Estimate | Stage |
|---|
Jobs Completed
Archive of all completed and fully paid jobs — with all documents.
Dropbox Files
Browse and open files from your Dropbox account.
To connect, you need a Dropbox access token. Follow these three steps:
- Go to dropbox.com/developers → App Console → Create App
- Choose Scoped access → Full Dropbox, give it any name
- On the app page, scroll to OAuth 2 → Generate access token and copy it
Enter the exact Dropbox folder path, e.g. /DM Equipment. Leave blank only if you want to browse your entire Dropbox.
Recycle Bin
Deleted items are held here for 30 days before permanent removal. Restore anything you deleted by mistake.
Approvals & Escalations
Requests that need management review before the AI can act.
Users & Roles
Role-based access control. Only the Managing Director can grant access.
| User | Role | Department | Permissions | Status |
|---|
Permission Model
Job Calendar
All scheduled jobs across the fleet. Color-coded by equipment.
Staff Calendar
Vacations and time-off for operators, drivers, and staff members.
License & Certification Status
| Staff Member | Certification | Expires | Status |
|---|
Reminders
Everything expiring, overdue, or scheduled — in one feed.
Invoices
Billing, aging, and direct QuickBooks export.
| Invoice # | Customer | Job | Description | Issued | Due | Amount | Status | QB |
|---|
Safety Protocols
Pre-lift checklists, JSAs, cargo rules, and incident response.
Incident & Near-Miss Log
| Date | Type | Description | Status |
|---|
Maintenance Scheduler
Service schedule and current garage status for your fleet.
Currently in Garage
Place a unit in the garage
Maintenance Costs
| Unit | Date | Type | Description | Amount (JMD) | QB |
|---|
Scheduled Service
| Unit | Service | Interval | Last Service | Next Due | Status |
|---|
Contract Review
AI-summarized contracts with key terms, risk flags, and renewal tracking.
| Ref # | Title | Client | Linked Quote | Start | Expires | Value | Status |
|---|
Inbox
Read emails and let the AI draft replies for you.
Conversations with customers, drivers, and operators. AI drafts replies on request.
Finance Overview
Read-only reporting view — QuickBooks Desktop is the source of truth. Use the to push records.
Quotations & Estimates
Formal quotes you can send to customers. Click any quote to download a branded PDF.
| Quote # | Customer | Title / Description | Issued | Valid Until | Amount | Status | QB | Actions |
|---|
Security Center
Account, access, and data protection for your DM Co-Pilot.
Access Controls
Active Sessions
| Device | Location | Signed in | Status |
|---|
Recent Security Events
| Time | Event | User | Severity |
|---|
Audit Log
A running record of every action taken across the system — organized by area.
| Time | Section | Event | Detail |
|---|
Settings
Manage your profile, company, access controls, integrations, pricing rules, and notifications.
Profile
Change password
Company details
Used on all quotations and invoices.
Access Controls
Only the Managing Director can change these.
Users & roles
| Name | Role | Status |
|---|
Users
Approve account requests and manage who has access to DM Co-Pilot. Only MDs see this tab.
Pending approval
0| Name | Position | Requested | Assign role |
|---|
Active users
0| Name | Position | Role |
|---|
Integrations
Connect Email and WhatsApp so the AI can read, draft, and send on your behalf.
Notifications
AI Assistant behaviour
Controls how the AI answers and what it is allowed to do automatically.
AI Assistant Configuration
Connect the AI assistant to a real language model. The built-in assistant uses scripted responses; connecting an API gives fully intelligent, context-aware answers.
sfc-proxy.js local server (Node.js, 5 lines) or point to a Cloudflare Worker. OpenAI also requires a proxy. Select "Local Proxy" and run the proxy script included in the Smart Fleet folder.
Stored only in this browser (localStorage). Never sent to any third party.
Run node sfc-proxy.js in the Smart Fleet folder. The proxy forwards requests to Anthropic/OpenAI securely.
QuickBooks Desktop — Account Mapping
These account names must exactly match your QuickBooks Desktop Chart of Accounts. They are written into every IIF file you export. Edit them here once and they apply to all future exports.
Revenue Accounts
Expense Accounts
Fleet:Fuel.
Data & Backup
Export all Smart Fleet data as a JSON file you can restore later, or import a previous backup. Works for both companies.
Exports fleet, jobs, documents, maintenance records, contracts, quotations, invoices, and settings for both companies.
Select a previously exported Smart Fleet backup file. This will merge with existing data — duplicates by ID are skipped.
Real-time sync across all your devices. Data is stored in your own private Supabase database — free forever at this scale. Sign up at supabase.com, create a project, then paste your credentials below.
Step 1 — Run this SQL in your Supabase dashboard (click to expand)
-- Paste this in Supabase → SQL Editor → New Query → Run
create table if not exists smart_fleet_state (
id text primary key,
company text not null,
state jsonb not null,
updated_at timestamptz default now()
);
-- Allow read/write (anon key access)
alter table smart_fleet_state enable row level security;
create policy "Allow all" on smart_fleet_state for all using (true) with check (true);
-- Storage bucket for document uploads
insert into storage.buckets (id, name, public)
values ('documents', 'documents', true)
on conflict (id) do nothing;
create policy "Public documents" on storage.objects
for all using (bucket_id = 'documents') with check (bucket_id = 'documents');
Step 2 — Paste your credentials from Supabase → Project Settings → API:
Pricing & Master Rate Sheet
This is the single source of truth for every rate the app uses — exchange rate, diesel, mobilization, hourly hire, supervision, pilot vehicle, escort, container and breakbulk. Every rate is read from the uploaded Excel workbook (e.g. May 2026 Rates and Mileage - Rebuild.xlsx). Customer-facing prices come from the Published Rate column. The file is remembered between sessions — re-upload only when you've changed the spreadsheet.
- • Inputs — exchange rate (JMD per USD) and diesel price
- • Locations — master destination list with one-way distances
- • Crane Rates — per-destination mob rates (30T, 50-60T, 100T, 150-225T, 250-600T) and the hourly rate table
- • Container Rates — Published Rate per destination
- • Breakbulk Rates via Published Rates Summary — BB1, BB2, BB3, BB4, BB5
- • Equipment Rental Rates — forklifts, manlifts, scissor lifts, generators, skid steer, light tower
- • Pilot Vehicle Rates — per-location pilot vehicle and police escort rate
- Open the Rates and Mileage Rebuild workbook in Excel.
- Edit the relevant sheet (Inputs for FX and diesel; Crane Rates for mob and hourly; Equipment Rental Rates for daily/monthly; Pilot Vehicle Rates for escort).
- Save the file.
- Re-upload it in the drop zone above. The app re-reads every rate from the new file.
Quote Builder
Build estimates for crane lifts, transportation, and equipment rental — with auto crane selection, road legal checks, and PDF export.
Job & Estimate Details
DM Fleet — Crane Reference
| Model | Class | Rate/hr | Min Hrs |
|---|
* Derating applied based on radius. All rates in JMD. Mobilization charged separately.
Site Inspection
Look up any job site in satellite view, Google Earth, or Street View before mobilising.
Enter a street address, landmark, or paste GPS coordinates (lat, lng). No API key required.
Pre-Inspection Notes
Evaluate Site for Lift Plan
Build a 3D lift plan KML overlay using the crane's GPS, the load drop point, and a calculated boom bearing — view it on real terrain in Google Earth.
After downloading the KML: in Google Earth Web click ☰ → Import KML file. In Google Earth Desktop use File → Open.
Type any address or paste GPS coordinates, then click Locate. You'll get one-click buttons to open Google Maps satellite view, Google Earth 3D, and Street View — all pinned to that exact site. Use the checklist below to log your remote inspection notes, and press Evaluate Site at the bottom to build a Google Earth lift plan with auto-calculated boom bearing.
Fuel Log
Track every fill-up across the entire fleet — by vehicle, driver, and date.
| Date | Vehicle | Plate | Driver / Operator | Litres | Rate (JMD/L) | Total (JMD) | Notes | QB |
|---|
No fuel entries yet.
Click Log Fuel to record the first fill-up.
Log Fuel Fill-Up
QuickBooks Desktop Feed
Export fuel logs, invoices, and expenses into QuickBooks Desktop — no manual re-entry.
How the QB Desktop feed works
Every fuel entry, invoice, and expense logged in Co-Pilot is queued here for export. Click Generate IIF File, then import it into QuickBooks Desktop via File → Utilities → Import → IIF Files. Phase 2 will automate this push via the QuickBooks Web Connector — the same method Fleetwise uses.
Auto via
QBWC
Pending Export
Export History
Sent to QB DesktopQB Account Mapping
Match Co-Pilot categories → QB Chart of AccountsEnsure these account names match exactly what is in your QuickBooks Chart of Accounts before importing IIF files. Phase 2 will make these configurable in Settings.
Phase 2 — QuickBooks Web Connector (Automatic Push)
Phase 2 installs the QB Web Connector on the Windows machine running QuickBooks Desktop — the same method Fleetwise uses. Co-Pilot registers as a QBWC app and pushes records automatically on save, no IIF import needed.