Fleet Management Software Keeps Fleets Well-maintained and Minimizes Costs

2 min read

With the advanced fleet management solutions available today, it is easy to manage a fleet without having to rely on certified fleet specialists. Fleet managers are able to leverage technology to manage costs, people, assets, and tasks in order to maintain fleets. Comprehensive fleet management solutions help track fuel costs, conduct maintenance, optimize asset utilization, and ensure driver safety.

fleet management software
fleet management software

Below are a few salient features of fleet management software –

Minimized Costs

One main objective of fleet management is to keep the fleet on the road without overspending or costly downtime. In order to manage costs and limit vehicle downtime, modern fleet managers are moving beyond spreadsheets and other outdated technology and towards cutting-edge best fleet management software like TomTom Telematics, which enable users to automate important processes while collecting valuable data with ease. With these solutions, users have access to all information relevant to fuel & maintenance management, vehicle inspections, work orders, vehicle history, and parts inventory. By gathering real-time fleet data from vehicles and drivers, fleet managers can make data-driven financial decisions quickly and accurately with an aim to maximize profits.

Accurate Total Cost of Ownership (TCO)

The total cost needed for a fleet to operate is one of the most significant metrics for fleet managers. However, it is not easy to derive this amount accurately using traditional solutions, especially on a ‘per vehicle’ basis. Fixed fleet costs, such as taxes, licenses & permits, insurance, and loan & lease payments, as well as variable costs, such as fuel, maintenance, parts, and toll, are both easily managed using fleet management software such as DonlenDriver. Fixed costs, which are typically due at predetermined intervals, are taken care of by features like automatic payments and configurable alerts. Fleet management software can automate the calculation as well as the collection of all fleet costs.

Fuel and maintenance, generally the two largest operating costs for fleets, require focused attention in order to prevent fraud and other leakages. With fleet management solutions, these costs can be determined easily—fuel cards can be integrated with the software with an aim to transfer fuel purchase information in real time, removing the dependency on paper receipts that are difficult to keep track of and easily forged.

Efficient Maintenance

Fleet management solutions like Ctrack offer a handy overview of numerous important workflows, streamlining the management process tremendously. A key feature of this software is preventive maintenance—these solutions create accurate service schedules that do not rely solely on inputs from drivers, but rather make use of comprehensive data to predict the need for maintenance. With fleet management tools, managers are notified when assets need maintenance and can assign work orders to technicians electronically with only a few clicks or taps.

Managers who rely on third-party repair shops for fleet maintenance can also use this software to manage all their maintenance workflows from a single window. These managers can create repair orders electronically, either according to preventive maintenance schedules or as and when issues present themselves. Moreover, all maintenance activities in the shop can be reviewed and approved individually or in groups in order to ensure that users are only paying for the services that they want. Finally, managers have the option to consolidate billing across vendors and pay them at the end of a predetermined duration.

Easy Vehicle Inspections

Regular vehicle inspections are an efficient way to gain a thorough insight into fleet health. Some health check parameters include tire checks, fluid level checks, and the presence of structural damage—data that can be entered into a fleet management portal such as Teletrac Navman in order to generate electronic vehicle inspection reports. These solutions enable drivers to use mobile applications for uploading vehicle details from the field and immediately transmitting them to the fleet software dashboard of the management team. These solutions enable drivers to complete inspections quickly and without errors. With real-time information on fleet health, managers can initiate work orders to address potential issues before they turn into expensive downtime.


The fleets of today are technologically advanced and have undergone digital transformation. As fleet management solutions evolve, they make the daily lives of drivers, managers, clients, and all other stakeholders easier while also minimizing cost, fraud, downtime, and other negative byproducts of traditional spreadsheets.

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