Fleet Management Software

Who it's for

Fleet managers at companies with 10-150 vehicles You manage vehicle assignment, maintenance, and bureaucratic deadlines for a mixed fleet (cars, vans, heavy vehicles). Today you do this with an Excel sheet and memory: you know that sooner or later something will slip, and when it does, it costs.

Operations directors at distribution and logistics companies Your drivers cover 150-300 km per day. Fuel is the second largest cost after personnel. You have no real-time visibility of where vehicles are, whether they follow optimal routes, or how they drive. Consumption data per km arrives at month end, when you can no longer intervene.

Service company owners with field technicians Do your technicians use company vehicles for private trips too? Can't separate professional from personal km? Every mileage reimbursement is an approximation. Tax authorities may consider assigned vehicles as undeclared benefits in kind.

Fleet managers at dealerships and automotive companies You manage demo vehicles, courtesy cars, and loan vehicles. Availability must be updated in real-time, mileage tracked for every handover, and damages documented photographically on return.

Procurement managers renewing the fleet You need objective data to negotiate with automakers and long-term rental companies: actual mileage per vehicle, total cost per km, maintenance history, and failure frequency. Without this data, you negotiate blind.

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Problems it solves

Fuel costs are out of control Without telematics, you don't know if the driver consuming 30% more than others is driving aggressively, taking non-optimal routes, or using the vehicle outside working hours. The system detects driving behaviors (harsh acceleration, sudden braking, sustained speed) and correlates fuel data with driver habits. Data-based behavioral coaching reduces consumption by 10-18% within 3-6 months.

Reactive maintenance costs 3x more than preventive When a vehicle stops unexpectedly, the cost isn't just the mechanic: it's the service downtime, the replacement vehicle, the lost driver hours. The system tracks mileage in real-time and sends automatic alerts when a service, tire replacement, or any scheduled maintenance is approaching. Unplanned breakdown rate drops by 40-60% in initial installations.

Missed bureaucratic deadlines have costly consequences An unpaid road tax generates interest and penalties. An expired inspection exposes the company to administrative sanctions and, in case of accident, aggravated civil liability. An insurance policy expired for a single day can invalidate coverage. The system manages an automatic calendar of all deadlines with configurable alerts at 30, 15, and 5 days before expiry.

Vehicle assignment is a manual, opaque process Who has the car key? Who took it yesterday? Why has that van been parked for three days? Without a booking and assignment system, vehicles are used sub-optimally — some overworked, others idle. The fleet booking module manages reservations, tracks the assignee, and records departure/arrival mileage for every use.

Separating professional/private km isn't documentable For vehicles with mixed use, tax authorities require documentation of professional km to correctly calculate benefits in kind. The system automatically generates route logs separated into professional/private (the driver activates/deactivates private mode from the mobile app), producing the tax documentation required by the revenue authority.

Driver road safety isn't monitorable Health and safety regulations impose specific obligations on employers regarding safety of workers using vehicles for work. The system detects speeding, extended nighttime driving, and trips outside authorized geographic areas, generating compliance reports for safety managers.

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Key features

Real-time fleet dashboard Interactive map with live position of all vehicles, engine status (on/off), instantaneous speed, and 24-hour route history. Filters by driver, vehicle type, geographic zone. Desktop and mobile access.

Telematics and OBD2 module Integration with cellular GPS boxes (Teltonika, Queclink, Ruptela) and OBD2 dongles for reading vehicle diagnostic data: fuel level, engine error codes, mileage, operating hours. 4G data SIM communication with 2G backup.

Maintenance and deadline management Centralized calendar with all deadlines for every vehicle: services by mileage or date, government inspections, road tax, insurance, certifications, tire checks. Automatic email/SMS alerts to managers. Complete history of all interventions with costs and suppliers.

Driving behavior analysis Driving score per driver based on: harsh acceleration (>0.3g), sudden braking, sustained speed over the limit, high-speed cornering, and extended coasting. Weekly report per driver compared to fleet average. A coaching tool, not a surveillance device.

Fuel and refueling module Automatic refueling tracking via company fuel cards (integration with DKV, UTA, Eurowag) or manual entry. Average consumption calculation per vehicle and per driver, with automatic anomaly alerts (excess refueling vs tank capacity, abnormal consumption).

Fleet booking and vehicle assignment Internal booking system where employees request a vehicle for a date and time. Manager approves, system records assignee, departure mileage is automatically acquired from GPS. On return, driver completes digital vehicle checklist (fuel level, visible damage, cleanliness).

Incident and claim module Immediate incident registration from driver's mobile app: automatic GPS position, damage photos, other vehicle data, witness names. Module automatically generates a digital accident report and alerts the insurance manager.

Digital document management Digital archive for every vehicle: registration document, insurance policy, inspection certificate, rental contract. Automatic notification before each document expires. Immediate app access during roadside checks.

Reporting and cost analysis Monthly fleet economics report per vehicle: total cost of ownership (TCO) or cost per km (for rentals), breakdown by fuel, maintenance, tolls, insurance. Comparison between vehicles to identify the least efficient fleet members.

HR and reimbursement integration Route logs automatically feed the calculation of mileage reimbursements for employees using personal vehicles, with automatic application of official mileage tables. Professional km for company vehicles are automatically separated from private km for benefit-in-kind calculation.

Zone management and geofencing Define authorized geographic zones for each vehicle or driver. Automatic alert if a vehicle leaves the perimeter outside working hours. Useful for fleets operating in defined delivery zones or to ensure company vehicles aren't used for unauthorized transport.

Driver mobile app iOS and Android app for drivers: view daily assignment, record shift start/end, toggle professional/private mode for km tracking, vehicle checklist, report breakdowns and incidents. Simple interface, usable during breaks.

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Typical workflow

7:30 AM — Fleet briefing Open the dashboard from your computer. The map shows 18 fleet vehicles: 12 already moving toward first destinations, 4 still at base, 2 at the garage for maintenance. A yellow alert signals that van 7 has its service due in 320 km — you book it for Saturday morning directly from the panel.

8:15 AM — Urgent vehicle assignment A technician needs a van for an emergency. From the fleet booking module you see in real-time which vehicles are available, where they're parked, and their fuel level. You assign van 4 in 2 minutes; the technician gets confirmation on the mobile app.

10:00 AM — Consumption anomaly alert The system notifies you that vehicle 11 made a refueling of 65 liters but its tank holds a maximum of 55. You check the log: the refueling was done at a non-contracted station. You open the driver's file and contact them for clarification before processing the reimbursement.

12:30 PM — Monthly report ready At month end, the system has already prepared the fleet economics report with costs per vehicle. Vehicle 3 costs €0.38/km against a fleet average of €0.29/km — you find it has had 3 unplanned maintenance interventions in the last quarter. You evaluate whether to advance its replacement.

3:00 PM — Return and checklist Drivers returning to base complete the digital checklist from their phone: fuel level, cleanliness, any dents. If they report damage, they upload photos and the system automatically records the event with date, time, and assigned driver.

5:30 PM — Deadline planning The system automatically sends the weekly alert with upcoming deadlines in the next 30 days: 2 inspections, 1 insurance renewal, 4 services. You delegate bookings to the contracted garage directly from the panel, which sends confirmation via email.

Month end — Reimbursements and benefits in kind The system automatically exports route logs separated by professional and private km, with automatic calculation of benefit in kind for each mixed-use vehicle and mileage reimbursements for employees who used their personal vehicle. The file is already formatted for import into the HR management system.

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Integrations

Fuel cards (DKV, UTA, Eurowag) Automatic integration with leading fuel card portals. Every refueling is automatically imported with date, liters, amount, and station. Elimination of the manual receipt reconciliation process.

ERP and management systems (SAP, various) Fleet costs (fuel, maintenance, tolls, insurance) are automatically recorded in the correct cost center of the company ERP. Fleet budget is monitored in real-time.

HR and payroll systems Professional and private km data automatically feed the benefit-in-kind calculation in the HR system. Mileage reimbursements for employees with personal vehicles are calculated and validated automatically.

Long-term rental platforms (Arval, ALD, LeasePlan) Integration with major NLT company portals for automatic synchronization of contract data, deadlines, and contractual vs actual mileage. Automatic alert when approaching the contractual km limit.

GPS boxes (Teltonika, Queclink, Ruptela, Webfleet) Compatibility with leading telematics hardware brands. If you already have GPS boxes installed, the system integrates with existing ones without hardware replacement.

Access control systems Integration with company access control system for automatic comparison between on-site presence logs and vehicle usage logs. Automatic identification of out-of-hours usage.

Navigation applications (Google Maps, Waze, HERE) Integration for optimal route calculation and comparison between planned and actual driver route. Automatic calculation of highway tolls by cost line.

Contracted maintenance workshops Supplier portal for contracted garages: manager books the intervention, garage confirms availability, quote is approved digitally, invoice is automatically reconciled with the work order.

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Custom software vs off-the-shelf

For a fleet of 30 vehicles, standard fleet management solutions typically cost €450-1,200/month (€15-40/vehicle/month), or €5,400-14,400/year, indefinitely. A custom system with equivalent features requires a one-time investment that pays back in 18-36 months, with zero subsequent recurring software costs. For fleets over 50 vehicles, break-even is often reached within the first year.

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Timeline, budget and process

Phase 1 — Analysis and mapping (weeks 1-2) Fleet census (vehicle types, usage, current processes), mapping of required integrations (ERP, HR, fuel cards), definition of key KPIs, and selection of GPS hardware compatible with the vehicles.

Phase 2 — Hardware installation (weeks 3-5) GPS box or OBD2 dongle installation on vehicles, data SIM configuration, and signal reception testing. For fleets >20 vehicles, we coordinate installation with your service center or a certified installation partner.

Phase 3 — Platform development (weeks 6-14) Frontend development (dashboard, mobile app), backend (GPS data management, alert engine, functional modules), and integrations with existing systems. Load testing to ensure performance with the entire fleet connected.

Phase 4 — Configuration and testing (weeks 15-17) Fleet parameter configuration (alert thresholds, geofencing zones, usage policies), historical vehicle data import, and training for fleet managers and drivers.

Phase 5 — Progressive go-live (weeks 18-20) Activation in vehicle batches (first 5, then all), with intensive monitoring in the first week. Alert threshold optimization to reduce false positives.

Indicative investment range: For a fleet of 10-30 vehicles, the complete system (software development + GPS hardware + integrations + training) typically falls between €12,000 and €35,000. For fleets of 30-100 vehicles, the range is €30,000-70,000 depending on integration complexity and number of modules required. GPS hardware cost (box + SIM) is borne by the client: approximately €120-180 per vehicle one-time plus €5-8/month for the data SIM.