The dates a Kenyan fleet must not miss
Company cars, pickups, lorries and public service vehicles each carry their own paperwork. These are the dates that usually cause trouble when they are kept in a drawer or a notebook.
Third-party motor insurance
Every vehicle that runs on a public road needs at least third-party cover under Kenyan law. Enter the expiry date of each policy and attach the certificate to the vehicle, so it is ready at a roadblock or after an accident.
NTSA inspection
Commercial vehicles and public service vehicles must pass periodic inspection at an NTSA-approved testing station, at the interval set for their class. Record the date of the last pass and the next due date on the vehicle's file.
Logbook
The NTSA logbook must match the vehicle's registration and ownership. Keep a scanned copy in the vehicle file and note any change of owner or transfer as soon as it happens.
Driving licences
Each driver needs a valid NTSA driving licence for the class of vehicle they drive. Keep the licence class and expiry date on the driver's record and renew before it lapses.
Servicing
Service each vehicle to the manufacturer's schedule and record every visit with its parts and labour lines. Many fleets service more often on rough roads, so set the account interval to the shortest schedule you actually follow.
VAT and expense records
Keep fuel, repair and service invoices linked to the vehicle they belong to. Matched invoices make the input VAT and expense claims easier to support when your VAT return is prepared.
How to get started with 4fleet
Add your vehicles
Enter each vehicle's number plate, chassis number, make, model, year and current odometer reading. A fleet of ten usually takes less than an afternoon.
Assign drivers and dates
Link each vehicle to its driver, with the licence expiry date. Then enter the insurance, NTSA inspection and logbook dates and attach the documents. Reminders appear in the app before each date.
Record costs as they happen
Add garage invoices line by line, fuel fill-ups and trip sheets. 4fleet works out fuel consumption, cost per vehicle, cost per kilometre and total cost of ownership.
What 4fleet does today, and what it does not
What you get today
- A register of vehicles and drivers, with each driver's licence expiry date.
- A list of documents and service dates, with file attachments and reminders inside the app.
- Maintenance lines, fuel logs, trip sheets, cost per vehicle, cost per kilometre and total cost of ownership.
What it does not do
- No GPS or telematics: 4fleet does not locate vehicles and does not read data from any tracker.
- Reminders stay inside the app. No e-mail, SMS or push notification is sent.
- No link to accounting, invoicing or tax systems, and no odometer-based service alerts: the service interval is one number of months for the whole account.
Monthly plans for fleets of every size
Start
1 €EUR / month
Plus
2 €EUR / month
Pro
4 €EUR / month
Premium
8 €EUR / month
Questions Kenyan fleet managers ask about 4fleet
How do the expiry reminders work?
When an insurance cover, NTSA inspection, logbook item, driving licence or service date comes close, 4fleet shows it on the dashboard and in the deadlines list. No e-mail or SMS is sent, so check the app regularly, for example once a week.
Does 4fleet track vehicles by GPS?
No. 4fleet is a management tool for vehicles, drivers, documents and costs. It does not locate vehicles and does not connect to any tracker or telematics box.
Can I get service reminders by mileage?
No. The service reminder uses one interval in months, set once for the whole account. It is not set per vehicle and it does not use the odometer. Still record the odometer reading, because it is used for cost per kilometre.
How much does it cost?
4fleet has monthly plans, with prices in euro. The plans are shown in the pricing section above, and the full comparison is on the pricing page.
Do I need to install anything?
No. 4fleet runs in the browser on a computer or smartphone. Create an account and start entering your vehicles.
I keep everything in a spreadsheet. Where do I start?
Start with the vehicle register: number plate, chassis number and driver. Then add the insurance, inspection and licence dates. Fuel and service history builds up with each new entry.