What is fleet management software and what does it do?
Fleet management software is an application that centralises the data about a company's vehicles, instead of spreadsheets and paper. There are two families: with GPS tracking and administrative, without GPS.
Short answer
- It keeps vehicles, drivers, documents, servicing, fuel and costs in one place.
- It warns you before RCA, ITP or other vehicle papers expire.
- It calculates the total cost and the cost per kilometre of each vehicle.
- The GPS version adds real-time tracking; the administrative version, like 4fleet, has no GPS.
The two product families
Differences between the two families
| Criterion | With GPS (telematics) | Administrative |
|---|---|---|
| Problem solved | Where the vehicles are, how they are driven | Papers, servicing, costs, trip sheets |
| In-vehicle equipment | Yes, GPS device | No |
| Data entry | Automatic, from the device | By the team, in the app |
| Suited to | Transport, deliveries, dispatch | Fleets of cars and vans |
What fleet administration software tracks
- Documents: insurance, inspection, vignette, service, seasonal tyres, lease payments.
- Servicing: work with labour and parts lines.
- Fuel and trip sheets, with normed consumption calculated on every sheet.
- Costs: total and per kilometre, for each vehicle.
- Drivers: car assignment and licence expiry date.
Advantages and limits
- Advantage: you no longer remember dozens of deadlines and do not lose trip sheets or fuel records.
- Advantage: the real cost of each vehicle becomes visible.
- Limit: administration software does not locate vehicles or read the tachograph.
- Limit: the data is what the team enters; its quality depends on the team's discipline.
How 4fleet helps
- 4fleet is fleet administration software, with no GPS and no equipment in the car.
- Public prices, from €1 a month.