Getting started

What is Aqael?

Aqael is a web app that keeps every vehicle's records and money movements in one place: renewal reminders, expenses, transfers, and approvals between you and your partners. It is built for car owners and drivers, not for accountants.

Do I need to install anything?

No. Aqael runs in the browser on your phone or computer. Open it, sign in, and everything is saved to your account.

What does the free plan include?

The free plan covers one vehicle and two partners with all the core features. Paid plans raise those limits when your fleet or your team grows. See the pricing page for current plans.

Can I use Aqael in Arabic and English?

Yes. Switch the language anytime from the sidebar, and the whole interface flips direction, including tables and forms. Your data stays exactly the same.

Vehicles

How do I add a vehicle?

Open Vehicles, press New Vehicle, enter a name and an optional description, then save. The vehicle appears in your list right away, and you can add reminders and expenses to it.

What should I put in the description?

Anything that helps you recognize the vehicle later: plate number, model, year, or who usually drives it.

What does a vehicle page show?

The vehicle page collects its reminders and its ledger in one place, plus a cost summary for the range you choose and the list of participants who can see or edit it.

How do I control which partners can see or edit a vehicle?

Open the vehicle, choose Participants, then set Can see or Can edit for each partner you add. Remove partner takes the access away.

What happens when I delete a vehicle?

The vehicle is hidden and no new expenses can be added to it, but its history is kept so past transactions and reports stay intact.

How do I filter vehicles by cost?

Use the cost range on the Vehicles page: type From and To, then press Apply, or press This month. Clear range resets the filter.

Reminders

How do I create a reminder?

Open Reminders and press Reminder, or add one from a vehicle page. Give it a description and an event date, and optionally link it to a vehicle or a partner.

What are Safe, Warning, and Danger?

They are the three alert times before the event. Choose how many days, weeks, months, or years ahead each one fires; the form shows the exact date each reminder will appear.

What is the difference between one-time and recurring reminders?

A one-time reminder ends when the event passes. A recurring reminder repeats: set Every a number of days, weeks, months, or years, and completing it automatically schedules the next one.

Can I link a reminder to a vehicle or a partner?

Yes. Use the Link field and choose a vehicle or a partner. You can then set whether that partner Can see or Can edit the reminder.

How do I mark a reminder done?

Open the reminder and mark it done. If it is recurring, Aqael creates the next occurrence with the same details.

Can I see what changed on a reminder?

Yes. Open the reminder menu and choose History to see who created or edited it and what changed.

Ledger and approvals

What is the difference between an Expense and a Transfer?

An Expense records money spent on a vehicle, a partner, or general costs. A Transfer records money moving between you and a partner, in either direction, without tying it to a specific cost.

What does "Assign to" do?

It decides what the expense belongs to: a vehicle, a partner, or General. The cost then shows on that vehicle's or partner's page.

Who can approve a transaction?

A transaction is approved when the book owner and both sides of the payment have signed it. Until then it stays pending approval.

What do the statuses mean?

Pending approval means signatures are still missing, Approved means everyone signed, Cancel approval requested means someone asked to cancel and needs confirmation, and Cancelled means it no longer counts.

Can I fix a mistake after adding an expense?

Yes. Open the entry and choose Edit to change its details, or request cancellation to remove it. Balances and reports update right away.

How do categories work?

Categories label expenses so you can group them. Choose one when adding an expense, or open Manage categories to add, rename, or remove them.

How do I find a specific transaction?

Use the ledger filters: Status, Partner, and Vehicle, then sort by newest, oldest, or amount. Clear filters resets everything.

Partners

How do I add a partner?

Open Partners and press Add partner. If the person already has an Aqael account, paste their invite token and use Add user as partner. If not, use Add partner without user to create an unlinked card now and link it later.

What is an unlinked partner?

A placeholder for someone without an account yet. You can record transactions with them immediately; when they join, the card is claimed and the history stays.

What is a claim code?

A one-time code for an unlinked partner. Share it with the person, and when they enter it, their account is linked to that card.

Where do I see what I owe or am owed?

The partner card and the partner page show You owe, Owed to you, and Net. Zero — settled means the balance is clear.

What happens when someone requests a partnership?

The request appears on Home under Partnership requests with the current balance. Accept links the accounts; Decline removes the request.

Account and plans

How do I change my name?

Open the profile block at the bottom of the sidebar, edit your name, and save. The new name appears everywhere it is shown.

How do I change the theme?

Use the Theme selector in the sidebar. Your choice is saved to your account and follows you across devices.

What is the account token for?

The token links your account to a partner and can be shared safely with people you trust. You can copy it, or refresh it to invalidate the old one.

What are the plan limits?

Each plan sets a maximum number of vehicles and partners. When you reach a limit, Aqael asks you to upgrade before adding more.

How do I archive a partner?

Open the partner, choose Edit, and turn on Delete partner. The partner is hidden and no new entries can be added, but the ledger history is kept.