Fleet Software

Select a fleet management system that supports informed decision-making. While very small fleets may be managed using spreadsheets or other basic tools, dedicated fleet management software is generally the most effective way to track costs, schedule maintenance, and manage vehicle lifecycles.

A fleet management system should maintain information by vehicle make, model, class, department, and asset number. At a minimum, it should track preventive and scheduled maintenance, repairs, fuel usage, mileage or hours of operation, downtime, and operating costs for each vehicle. Where practical, the system should integrate with fuel management systems, telematics, GPS, purchasing, and accounting software to reduce duplicate data entry and improve reporting.

The primary objectives of a fleet management system are to improve efficiency, reduce downtime and in-service breakdowns, extend vehicle life, lower the total cost of ownership, optimize parts inventory, and support data-driven purchasing and replacement decisions. The system should be capable of producing reports on vehicle utilization, maintenance history, downtime, cost per mile or hour of operation, mechanic productivity, parts inventory, and direct and indirect labor costs. This information should be used to evaluate fleet performance and guide equipment replacement and purchasing decisions.