One record, one truth
The same litre is never counted twice, counters never run backwards, and a closed record’s figures never change. The field and the report agree.
Construction equipment management softwareEvery machine on site, on one screen in the office.
Orbivia brings machine cards, preventive maintenance, breakdowns and repairs, daily counter and fuel entries, site tanks, stock, documents, warranties and reports together. The field team scans QR labels with the Orbivia Field phone app and records work even without a connection; the office completes, approves and reports on the same data.
- Web application
- Android field app
- Works offline
- 7 languages
12
ready-made reports, plus budget vs. actual tracking
5 + 8
roles and ready-made job templates, with approval limits
5
stock valuation methods: FIFO, LIFO, averages, actual cost
AEMP 2.0
ISO 15143-3 telematics; GPS and fuel card statements
7
interface languages; one account for web and phone
WHY ORBIVIA
One record instead of spreadsheets, paper forms and chat groups.
Counters, fuel, maintenance, breakdowns and stock are tied to the same machine; you always know where a number came from.
Fast in the field, exact in the office
The field is never asked for prices; work is logged on the phone as a draft. Materials, prices and approval are completed in the office and the figures are final on closing.
Everyone sees their own job
The fuel attendant only dispenses fuel, the head mechanic never sees prices, a site manager runs only their own site. Permissions are checked on every screen.
Alerts find you
Machines due for maintenance, expiring documents, critical stock and external services waiting for approval land in the bell, the morning summary and the Cockpit.
MODULES
All the work of a fleet, in six areas.
Every module writes to the same machine card; a record entered in one feeds the reports of another.
01
Fleet Management
Machine and attachment records, machine card and report card, QR labels, transfers, telematics location, shifts, staff and machine documents, rental contracts.
- Machine card
- QR labels
- Location & geofence
- Documents
- Rentals
Maintenance, Breakdowns & Repairs
Counter-based preventive maintenance, per-part change intervals, warranty protection, workshop planning, breakdown timeline, root cause and external service approval.
- Preventive maintenance
- Warranty
- Workshop plan
- Downtime
- Service approval
Fuel, Tanks & Inventory
Daily logs, site tanks, fuel reconciliation by dip count, five stock valuation methods, site transfers, stock counts and purchasing.
- Daily log
- Site tank
- Reconciliation
- Valuation
- Purchasing
Reports & Integrations
12 ready-made reports and budgeting; telematics, GPS and fuel card data, accounting export, e-invoice matching and an API.
- Machine cost
- Machine scores
- Carbon
- Telematics
- Accounting
Orbivia Field
Android field app: machine card via QR, end-of-day entry, breakdowns, draft repairs and maintenance, fuel dispensing, daily checks — even without a connection.
- QR
- End of day
- Daily check
- Dispense fuel
- Offline
Administration & Security
Five roles and job templates, approval limits, two-step sign-in, tamper-proof audit log and personal data tools.
- Roles
- Approval limit
- Two-step sign-in
- Audit log
- Data privacy
COCKPIT
Start the day at a glance.
The Cockpit opens right after sign-in and summarises the selected site on a single page. Nothing is entered here; every line opens the relevant list, already filtered, so you see where work is waiting.
- Five summary cards: Machines, Attachments, Broken down, Maintenance overdue and Maintenance due.
- Pending Work: external services awaiting approval, drafts from the field, repaired breakdowns with no repair record, budgets exceeded.
- This month’s costs: maintenance, repair and fuel, with a budget bar if a budget exists; 12-month trend charts.
- Alert strips: expiring documents, integrations not sending data; warranties about to expire, critical stock.
APPROVALS
Everything waiting for your approval, in one list.
Repairs and maintenance with external service, purchase requests, high-value stock issues and rental contracts all gather on the Pending Approvals screen. You only see requests within your approval limit, oldest first.
- Approval limit: approve up to the amount (excl. VAT) in your job template; above it the request moves to the next approver and finally to the Company Administrator.
- The 10% rule: if the service total exceeds the approved amount by more than 10%, the record goes back for approval.
- No self-approval: if the company chooses, the requester cannot decide on their own request even with approval rights.
- My requests: the status of what you sent, who decided and when, with their note. Decisions arrive in the bell and on the phone.
FROM FIELD TO OFFICE
The field records, the office completes, the figures are final.
Orbivia doesn’t turn your field crew into accountants, nor leave the office waiting on the field. The journey of a breakdown or a service:
-
01 · FIELD
Scan the QR label
The phone opens the machine card: open breakdowns, next service, warranty and documents on one screen.
-
02 · FIELD
Record the work, no prices
End of day, breakdown, draft repair or service — with photos and receipts. No connection? The record waits on the phone.
-
03 · OFFICE
It lands as “To complete”
The draft appears in the bell and the Cockpit. The office adds materials, prices and location; stock is deducted right then.
-
04 · APPROVAL
External service is approved
A record with a service amount goes to approval automatically — with limits, a 10% tolerance and reasoned rejections.
-
05 · REPORT
Closed and reported
A closed record’s figures are final; machine cost, maintenance compliance and machine scores update.
ROLES AND PERMISSIONS
The role says where you work; the job template says what you do.
Every user has exactly one role. Site roles only see the sites assigned to them — lists, Cockpit, reports and pick-lists included.
01
Company Administrator
Company-wide, all sitesDoes everything in the company; manages users, sees the audit log, sets valuation periods.
02
Head Office Operator
Company-wide, all sitesSets up definitions, approves external services, sees reports; sees site data but does not enter it.
03
Site Manager
Assigned sites onlyEnters and corrects data for their sites; closes repairs and maintenance, sees reports.
04
Site Operator
Assigned sites onlyEnters and corrects data for their sites; no access to reports or definitions.
05
Viewer
Company-wide, all sitesReads everything, definitions and reports included; writes nothing.
Ready-made job templates
A template replaces the role’s permissions; one person can hold several. Companies can also write their own (“Greaser”, “Tanker Driver”).
- Equipment Supply / Site Manager: everything on the site; approval limit 250,000.
- Machine Engineer / Maintenance Lead: maintenance, breakdowns, repairs and closing; approval limit 50,000.
- Workshop Lead / Head Mechanic: records breakdowns, repairs, maintenance; never sees prices.
- Storekeeper: stock receipts and issues, purchase prices, stock cards.
- Fuel Attendant: only dispenses fuel from tanks and dips them.
- Timekeeper / Site Foreman: end-of-day counters, shifts, attachments, fault reports.
- Site Viewer (Project Manager): reads their own sites and costs; writes nothing.
- Accounting / Cost Control: company-wide reports, costs and movements; writes nothing.
ADMINISTRATION AND SECURITY
Who changed what, and when — always on record.
Each company’s data lives in its own closed space; every change is tracked and no trace is ever deleted.
Two-step sign-in
A 6-digit code from an authenticator app; mandatory by default for Company Administrators. Eight one-time recovery codes.
Attempt limits
Shared by web and phone: 10 failed attempts in 15 minutes lock the account for 15 minutes.
Tamper-proof audit log
Every insert, change and delete is logged with old and new values, to the second, with IP. Entries can’t be edited or deleted; passwords are never logged.
Personal data tools
Users download their own data in one file and can request erasure. When approved the account is anonymised; work records remain under “Deleted user”.
Company and site walls
Each company sees only its own data, site roles only their assigned sites. Typing an address by hand doesn’t bypass the permission check.
Device and API control
Field phone sessions and API tokens can be revoked centrally; a token can only use the capabilities chosen for it.
EVERYDAY USE
Quick, even in a busy fleet.
7 languages
Türkçe, English, Deutsch, Français, Español, Русский, 中文. Numbers and dates follow the chosen language.
Import and export
Every list exports to Excel, XML, YAML or JSON with its filters; template imports skip faulty rows and save the rest.
Keyboard-friendly
Alt + N new record, Alt + S save, Ctrl + / global search: machine code, plate, serial number or NC code.
Ready master catalogue
Machine types, makes and models, engines, oil, filter, tyre and parts catalogues are ready when the company is set up.
SCREENS
A look inside Orbivia
Each module is covered in detail on its own page.
Who is Orbivia for?
For companies running construction machinery, attachments and site fuel tanks. It works the same way for a small team with a single site and for organisations spread over many sites and projects; each site sees its own data and head office sees them all.
What sets Orbivia apart from other equipment tracking software?
Orbivia doesn’t just track location or maintenance; it builds a single flow from the field to the office. The field crew enters price-free drafts on the phone and the office completes and approves them. Fuel is kept in two ledgers so the same litre is never counted twice, and stock is costed with five valuation methods. The field app works without internet, and ISO 15143-3 telematics, GPS and fuel card data arrive without manual entry.
Is it suitable for a plant / equipment department?
Yes. The ready-made “Equipment Supply / Site Manager” job template covers all site work, technician definitions and reports, with a configurable approval limit. Machine cards, transfers, maintenance and breakdowns, fuel, stock and purchasing are managed in one place; head office sees every site, a site manager only their own.
Does it need installing?
The web application runs in the browser. The Orbivia Field app is currently Android-only; the installation file is provided by your company’s administrator and users sign in with their web account.
What if there is no internet on site?
End-of-day entries, breakdowns, draft repairs and maintenance, fuel dispensing, daily checks and barcode stock issues are written to the phone first. They are sent automatically when the connection returns; a record sent twice is processed once, and a rejected record is never silently discarded.
Can we import our existing machine and stock data?
Yes. Machines are bulk-loaded with a 21-column template and matched by serial number; definitions, stock cards and movements import from Excel, XML, YAML or JSON templates. Fuel / counter and repair log files are previewed and only written once you approve them.
Does it work with our telematics or vehicle tracking system?
It supports ISO 15143-3 (AEMP 2.0) telematics, vehicle tracking reports from providers such as Arvento, Mobiliz and Infomobil, fuel card statements from distributors such as Opet, Shell, Petrol Ofisi, BP, TotalEnergies and Aytemiz, tank automation files and signed webhooks. Incoming records are matched to machines and pass quality rules; a manually entered counter always takes precedence.
Does it replace our accounting software?
No. Orbivia is neither accounting software nor an e-invoice integrator. It exports costs as journal vouchers or invoice lists that programs such as Luca, Logo, Mikro and Zirve can import, and matches incoming e-invoices downloaded from your integrator to its records.
Which languages are available?
Turkish, English, German, French, Spanish, Russian and Chinese. Language is chosen per user; notifications and monthly report e-mails arrive in the user’s language too.
How do we get a demo?
Just fill in the demo request form and a demo is opened for your company. You can also talk to our sales team with any questions.
See it with your own fleet.
Leave a demo request and try Orbivia with your own machines, sites and projects.