Home / Case Study: H2A Wheels

Running a vehicle finance dealership from one dashboard.

H2A Wheels sources and finances vehicles for South African workers on H2A visa contracts nationwide. AIXperts built the system that runs their entire back office — every application, invoice, follow-up, and rand of profit, in one place.

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The Challenge

Spreadsheets and WhatsApp don't scale.

A growing finance broker outgrowing manual tracking.

H2A Wheels was processing a steady flow of vehicle finance applications for H2A visa workers, but tracking each deal's status, documents, and follow-ups by hand was starting to break down. Deals were getting lost between chats. Nobody had one place to see what was in progress, what needed a document, or what money was actually owed.

  • No single view of which applications were in progress, approved, or stuck
  • Follow-ups tracked manually — easy for a deal to go cold unnoticed
  • Invoicing done separately from the deal pipeline, with no link between the two
  • No visibility into monthly targets, profit per deal, or where revenue actually stood
  • Staff access was all-or-nothing — no way to give a bookkeeper or referral partner limited access
The Build

One dashboard, every part of the dealership.

We built a custom PHP admin panel from scratch — no off-the-shelf CRM bolted together, no monthly per-seat licensing. Just the exact system H2A Wheels needed to run.

H2A Wheels admin dashboard showing 230 total applications across in progress, approved, completed, declined, lost, and no-deal stages
The Applications view — every deal's status at a glance, filterable by month, staff member, or applicant name.
📋
Application pipeline
Every application tracked through Progress, Approve, Validations, Docs Required, Decline, Lost, No Deal, and Complete — with one-click status changes and a full history log per deal.
💰
Financial overview
Monthly target, invoiced-to-date, year-to-date profit, and average profit per deal, calculated live from the same data as the application pipeline — no separate spreadsheet to reconcile.
🔔
Follow-up system
Set a follow-up date and note directly on a deal. A calendar view and reminders mean no application goes cold because someone forgot to call back.
🧾
Invoicing built in
Completed deals that haven't been invoiced yet are flagged automatically. Invoices generate straight from the deal record — no retyping client and vehicle details.
👥
Per-user access control
Staff, referral partners, and finance-house contacts each get exactly the access they need — some can see invoices, some can't; some see only their own notes. Set per user, editable any time.
📊
Live analytics
Website traffic, page views, session data, and conversion tracking pulled into the same dashboard — no separate GA4 login needed to see how the business is performing.
In Practice

What it looks like day to day.

H2A Wheels financial overview showing monthly target, deal pipeline breakdown by status in a donut chart
Financial Overview — monthly target and the full deal pipeline visualised as one chart.
H2A Wheels analytics dashboard showing historical web traffic, page views, sessions and bounce rate
Analytics — website traffic history alongside the deal data, in the same login.
The Result

Since going live: a business that runs itself.

Numbers pulled directly from the live H2A Wheels dashboard.

230
applications tracked
32
deals completed
R250k+
2026 profit tracked YTD
1
login for the whole business

George Leonard, who runs H2A Wheels, no longer needs to cross-check a spreadsheet against a WhatsApp thread against an invoicing app to know where the business stands. Every application, every follow-up, every rand of profit lives in one system — built specifically around how H2A Wheels actually operates, not forced into a generic CRM template.

Let's Talk

Want a system built around how you actually work?

Book a free consultation and we'll walk through your operations, identify where a custom system beats a generic tool, and show you exactly what's possible.

Book Free Consultation Call +27 82 619 2893
info@aixperts.co.za +27 82 619 2893 Mon–Fri, 8am–6pm SAST