Fleet Management Software

What Is Fleet Management Software?

Fleet management software is an application that assists in tasks related to the acquisition, operation, and maintenance of an organization’s vehicles.

Fleet management systems primarily help manage and maximize the lifetime performance of cars, vans, trucks, buses, and other vehicles. Most systems keep track of:

• vehicle metadata (make, model, VIN, etc.)
• vehicle history (miles, repairs, etc.)
• drivers (insurance, performance, etc.)
• predictive maintenance
• route optimization
• purchasing, leasing

How Much Does Fleet Management Software Cost?

Price varies by product, but typically is dependent on required features and number of managed vehicles.

Typically premium features like GPS tracking, route planning, or condition monitoring increase costs. Most systems are priced per vehicle, per month. Enterprise on-premise systems can be purchased for a higher upfront fee, but a lower monthly vehicle cost.

Prices range from $15 to $150 per vehicle, per month. Typical use cases average $35 per vehicle, per month.

Advanced Functionality

Basic systems allow for simple asset tracking. Other features associated with fleet management solutions also include:

• Driver records. Management of driver information such as insurance information and driving history. This is useful for risk management.
• Service management. Create alerts for scheduled maintenance. Maintain a historical list of maintenance performed.
• Parts database. For those that maintain their fleet internally, track parts and materials used for maintenance.
• Mapping. Mapping systems can include GIS mapping and turn by turn instructions. View a map of all your assets to see their locations. This is handy when you need to find the closest capable driver.
• Vehicle location history. View animated vehicle history trails. Not only create a route for the vehicle but also see where the vehicle has been down to each turn, each stop and time at each stop. Decrease route times and hold your drivers accountable. The mapping function also allows you to see when your drivers are driving faster than posted speed limits.
• Route optimization. Route optimization will help your and your drivers to create the best and most efficient route that allows you make the most out of every driver. Also allows you to re-route drivers or technicians if needed.
• Maintenance. Whether you manage your fleet maintenance in house or you outsource to a third party, entering and tracking the data from those service calls is very important.

In-House Maintenance

Managing your fleet internally takes a lot of resources. Managing your fleet internally with the right software, can help you take some pressure off of those resources. Managing staff, scheduling work, managing parts and maintaining records takes a software program with right software can streamline your review process.

• Parts management. Track inventory of commonly used parts including filters, oil, and fuel. Also maintain an inventory of other parts that may not be used as frequently but also track what is on hand by make, model and year. Track usage of inventory and set up alerts to notify you when you are running low. Because you are scheduling your service work, it is easier to maintain a small inventory and order just before the maintenance is scheduled. This allows you to keep a small number of items on hand.

• Scheduling. When managing a small fleet, scheduling of work may not seem too difficult. When you are managing dozens of vehicles, scheduling becomes more important. You want to make sure you have the staff on hand to complete the work, the parts available and make sure you are able to get the vehicle back into service and back on the road.

Outsourced Maintenance

If you outsource your maintenance to a dealer or repair shop, it is still important to track the work completed. You need to keep a service history of those items and then associated the cost of the repair to the asset. Additionally, use the service history to determine when the vehicle needs to go in for scheduled maintenance. Have employees in multiple states? No problem. Have the driver mail or scan the invoice and service record into the system where the document can be stored with the vehicle for better records management. Gather records from different repair facilities and store those records in the software.

Taking the Next Steps

If you are at the point where you are ready to find which fleet management software options are right for you, we can help. Through a brief phone call, our software specialists will look to better understand your business and software needs to help you locate a handful of solutions that can address the issues you are currently experiencing. Get started today!