The platform
One system for the whole lease — not a portal bolted onto a fleet back office.
Most novated leasing runs on spreadsheets, email and a fleet-management system built for something else. Novate.it was designed for novated leasing from the first line of code: one calculation engine, one document set and one audit trail, shared by the customer, the consultant and the employer.
Design principles
What 'built for novated leasing' means in practice.
- 01
One number, everywhere
The figure the customer sees in the wizard is the figure on the Disclosure Pack, in the payroll file and in the funder's settlement schedule — because it is the same calculation, run once. - 02
Policy is enforced, not remembered
Employer limits, funder rules and the FBT thresholds are applied by the engine on every quote version. A consultant cannot accidentally price outside them. - 03
Pricing is locked for 30 days
Once a quote is confirmed it does not move. Catalogue price changes flag drafts as stale for re-pricing; a confirmed quote is never touched. - 04
Everything is versioned
Quotes, policies and documents carry a version and a history. The customer signs a specific version; the audit trail shows who changed what. - 05
Degrade gracefully
Every automated path — approvals, claims auto-approval, notifications — has a manual fallback a consultant can take over. Nothing blocks on a third party. - 06
Mobile is the default
The customer portal is a progressive web app. Claims, odometer readings and signatures happen on a phone in a car park, not on a desktop at home.
Customer portal
Everything a driver needs, from first quote to last payment.
Built mobile-first for employees at every stage of the lease: browsing, quoting, signing, driving and renewing.
- 01
Vehicle discovery
Browse the catalogue with filters, an EV/FBT-exempt badge on every car, a wishlist and three-way comparison with live repayment previews. - 02
Quote wizard
Four steps — vehicle, term and kilometres, salary and state, review — with the per-pay figure updating as you go. Drafts save automatically. - 03
Quote tracking
A status timeline from Draft to Active, the full cost breakdown, the Disclosure Pack, and a countdown on the pricing lock. - 04
E-signature
Sign the lease and novation agreement inside the portal. Your employer signs the same way. Executed copies land in your document centre. - 05
Order tracking
Nine delivery stages from order to handover, estimated delivery date, dealer contact, and a push notification at each step. - 06
Active lease dashboard
Per-pay amount and its pre-tax / post-tax split, lease dates, months remaining, residual, and running-cost budgets as live bars. - 07
Claims
Servicing, repairs, tyres, fuel, EV charging, registration, roadside and insurance — lodged with a photo, auto-approved within budget, reimbursed by EFT. - 08
Repayment & payroll history
Every pay period, every deduction, filterable by financial year, with PDF and CSV export. - 09
Documents
Lease agreement, Disclosure Pack, FBT declarations, receipts, insurance certificates and annual statements, viewable inline. - 10
Odometer & FBT declaration
Reminders at 60, 30, 14 and 7 days before 31 March; a guided declaration pre-filled from your lease, e-signed and sent to your employer. - 11
Financial insights
Tax saved to date, FBT position, EV exemption value and a year-on-year chart. Annual statement as a single PDF. - 12
End-of-term wizard
Renew, extend, pay out or return — with the numbers — triggered 90 days before expiry. Mid-lease vehicle swap requests with break-cost estimates. - 13
Support
A message thread with your consultant, searchable FAQ, support tickets with a four-hour acknowledgement, and emergency contacts that work offline. - 14
Install it
A progressive web app: add it to your home screen, receive push notifications, and lodge claims without a signal — they sync when you're back.
Claims on the go
Photograph the receipt, pick the claim type, submit. Within-budget claims are approved on the spot and reimbursed by EFT the next business day.
Consultant workspace
Price, review and settle — without re-keying anything.
Consultants work from a live queue, apply funder pricing with one click, and issue documents generated from the quote itself.
- 01
Live quote queue
Every open quote with age, SLA and status. Filter by employer, funder, consultant or vehicle. Nothing is lost in an inbox. - 02
Pricing engine
Funder rate cards and residual tables, employer policy, state on-road costs and the FBT rules applied automatically. Consultants adjust budgets; the engine does the arithmetic. - 03
Versioned quotes
Every change creates a new quote version with its own eligibility record and Disclosure Pack. The customer always signs the version they saw. - 04
Document generation
Disclosure Packs, lease agreements, deeds of novation and payout letters generated from the quote data — no templates to fill by hand. - 05
Approval routing
Quotes route to a manager and to the employer for approval where the employer's policy requires it, with a mandatory reason on rejection. - 06
Claims review
Repairs and tyre quotes queue for pre-approval; anything within budget is auto-approved. Receipts sit against the claim for audit. - 07
Restructures & extensions
Change term, kilometres or budgets on an active lease and issue the new schedule in minutes. - 08
Audit trail
Who changed what, when, on every quote, policy and claim. Exportable for compliance reviews.
- 01
Policy as configuration
Approved funders, mandatory and excluded services, EV exemption eligibility, maintenance uplift, price caps, body types, budget caps and per-employee limits. - 02
Two-gate approval
Optional line-manager and employer-administrator approval on every quote, both configurable, both with a full history. - 03
Payroll files
Deduction schedules exported in the format your system needs — Xero, MYOB, Micropay or custom CSV — weekly, fortnightly or monthly. - 04
FBT & reporting
Employee FBT declarations and odometer readings collected through the portal; reportable fringe benefit amounts and annual summaries ready for your return. - 05
Budget visibility
Total novated liability against your annual cap, in real time, with per-employee detail. - 06
Employee onboarding
Employees self-register with their work email; the platform matches them to your organisation and policy automatically.
Employer administration
Your policy, enforced on every quote.
Set the rules once. The platform applies them, records every change, and produces the payroll and FBT outputs your finance team needs.
Under the hood
Boring infrastructure, deliberately.
The platform runs on Microsoft Azure in Australian regions, with separate services for quoting and the vehicle catalogue, a relational database with a full migration history, and no shortcuts on identity or auditing.
- 01
Calculation engine
A single, tested library implements the on-road, residual, finance, running-cost, FBT and ECM steps. Every formula branch has an automated test. - 02
Vehicle catalogue
Its own service and database. Price and eligibility changes publish events that flag affected draft quotes as stale — never confirmed ones. - 03
Documents
PDFs are generated server-side from quote data and stored in encrypted blob storage with versioning. Nothing is edited by hand. - 04
Identity
Single sign-on for employers that want it, multi-factor authentication for everyone, four distinct roles — customer, consultant, employer administrator, system administrator. - 05
Notifications
Push, email and in-app, driven by lease events: quote ready, claim approved, odometer due, lease ending. - 06
Integrations
Vehicle data (JATO), e-signature, payroll exports, funder settlement APIs and CRM sync — each behind an interface with a manual fallback.
Assistants, with guardrails.
Natural-language vehicle search
"An electric SUV under $70k with a tow bar" — turned into catalogue filters, with results ranked and explained.
Quote explanation
Plain-English notes on why a quote looks the way it does: the FBT treatment, the residual, the budget assumptions.
Receipt extraction
Photograph a receipt and the claim form pre-fills — provider, date, amount — for you to check and submit.
Our rules for these features: the model never does the arithmetic — the calculation engine does; it only ever reads your data, never writes it; nothing is auto-approved; and every assisted path falls back to the ordinary one. Each feature ships behind a flag that is off until an employer opts in.
See it with your own policy loaded.
We'll set up a sandbox with your organisation's rules and walk your HR, payroll and finance teams through it in thirty minutes.