What is fleet management software?

Fleet management software helps businesses to keep up with their daily operations, in an automated and flexible way.

Whether you are in charge of a small fleet or overseeing a large-scale logistics business, with fleet management software you have more control over your own vehicles.

It also helps fleet managers monitor and optimize every aspect of their vehicles and drivers. Best of all, it’s all managed from one central platform.

Maybe you have been doing your operational planning manually, trying to track your vehicles in real time, planning efficient routes, and maintaining the fleet down to the last detail.

Manual planning is a time-consuming administrative task that can be outsourced to increase productivity drastically.

Technology can make your life easier, ensuring you focus on more important parts of running the business.

Whether you want to trim down your fuel expenses, ensure your drivers’ safety, or simply get things running smoothly, this article will answer all your questions.

What is fleet management?

Managing a fleet of vehicles might sound like a logistical headache, but fleet management software makes it way easier than you think.

You want to make sure your logistics operations are run like a well-oiled machine. 

Good fleet management can help you cut down on maintenance costs, fuel costs, and road time. It makes sure you keep to a regular routine maintenance schedule, plan the most efficient routes for deliveries, and manage vehicles’ fuel consumption.

What is fleet management software used for?

A solid fleet management system is almost like the backbone of your business. It keeps your operations running smoothly and boosts customer satisfaction. As a result, deliveries arrive on time and in the right delivery window. 

Steve Orenstein, CEO and founder of delivery software service Locate2u says this software can address the many concerns fleet managers may have.

“You might have different vehicles inside of your business, and you want to keep track of everything that’s happening in them. If you want to track the GPS location of the vehicle, you might also want to understand how that vehicle has been driven.

“Is the driver turning around the corners in a hard way? You maybe want to measure harsh braking or whether they are idling for long periods of time.”

4 Main benefits of fleet vehicle management

• GPS tracking to track vehicles’ locations in real time.

• Route optimization helps to choose the shortest or best route to reduce fuel consumption and travel time.

• Driver monitoring ensures vehicles are safe while on the road and drivers are complying with rules.

• Maintenance scheduling helps to minimize the downtime when vehicles are in for repairs.

This software is a must-have solution for businesses that rely on vehicles for deliveries, from small vans to long-haul trucks. Using this technology, a company can monitor their vehicles from a desktop or mobile application.

Key features of fleet management solutions

Most fleet management systems have three components: A hardware device to track each vehicle, a mobile app for drivers to use, and desktop software for managers to track vehicles, schedules, and dispatch cars.

Fleet management software helps to handle different models and sizes of vehicles and vans.

These are the key features:

Vehicle tracking

Vehicle tracking is one of the most important features of fleet management software. It uses GPS technology, allowing fleet managers to monitor the real-time location of their vehicles.

Some software also offers geofencing, a virtual fence around a physical location perimeter around a physical location. It sends alerts if a vehicle passes certain geographic boundaries you’ve set up.

Vehicle tracking is crucial especially to help drivers use optimized routes, they can easily be tracked this way. Indirectly it then also cuts fuel consumption, and make sure drivers are held accountable.

Most fleet management software provides a comprehensive map view, enabling managers to track vehicle movements and receive alerts for any unusual activities. This not only enhances operational efficiency but also improves overall fleet security.

Vehicle health and reminders

I bet you dread the days when vehicles are no longer reliable. It means fewer deliveries and less productivity. But maintaining the health of your fleet can just make your life easier. It reduces the downtime and extends the vehicle lifespan.

With fleet management software you won’t forget about vehicle maintenance anymore. You recieve regular reminders when the time gets close. It’s easy for fleet managers to set up alerts for routine maintenance tasks, track the condition of each vehicle, and receive notifications for any potential issues.

By proactively managing vehicle health, there won’t be any surprise breakdowns, exposing drivers to unsafe circumstances.

Cost control and reports

Everyone wants to save costs and increase productivity.

Cost control lets you keep track of operational expenses such as:

• Fuel consumption
• Maintenance expenses
• Overall operational costs

Fleet managers can analyze these reports to identify inefficiencies and make data-driven decisions to reduce expenses.

Who doesn’t want to save money and use it on improving customer service? If you have better control over the fuel expenses, impacted through driver behaviour and vehicle abuse, you can start implementing strategies to save money.

Types of fleet management software

Fleet management software comes in many forms, each designed to solve different business needs. The main types include:

• GPS tracking: Basic systems that provide real-time vehicle location data. This GPS tracking software knows exactly where the assets are at all times.

• Telematics systems: These offer more advanced features, like tracking driver behavior, fuel usage, and maintenance needs.

• Fleet maintenance software: Focused on keeping vehicles operational by managing service schedules, part replacements, and inspections.

• Integrated fleet management software: These all-in-one solutions often integrate with ERP, CRM, and accounting systems for end-to-end visibility and control over fleet operations.

How to find the right fleet management software? You will need to do your homework. Compare products. Don’t forget to also spend time looking at other users’ reviews.

Benefits of using fleet management software to reduce fuel costs

The advantages of fleet management software go far beyond just keeping an eye on your vehicles. Let’s go into detail how a business benefits from using the best fleet management software.

• Optimized routes, lower costs: Advanced software analyzes real-time data (think traffic, road closures, and driver performance) to work out the most efficient routes. This cuts fuel costs and reduces wear and tear on vehicles.

According to Juan Cardona, vice president of sales at Geotab, businesses that use fleet management software save significantly in fuel costs. He says using telematics brings almost immediate change. Fleet managers noticed up to 20% savings on their costs.

• Total visibility: With GPS tracking and data from telematics devices, you get a 360-degree view of your operations, from vehicle locations to driver habits. That’s more informed decision-making, less downtime, and better customer service.

• Safety first: Monitoring driver behavior in real-time helps flag risky actions like speeding or harsh braking. Studies by Fleet Complete show that businesses using fleet software see a 10-15% reduction in accidents and insurance costs.

• Enhanced compliance: Tracking the hours of service and when last a vehicle went for maintenance helps businesses to abide by local environmental laws and avoid paying any fines.

• Better customer service: With real-time tracking and faster response times, customer satisfaction improves.

Common challenges fleet managers face

Managing several vehicles not even driven by yourself daily is not always easy. Who keeps track of everything that needs to be checked, if you don’t spend the hours in the vehicle.

Here are the top challenges and how software can help you.

• Lack of visibility: Without knowing exactly where your vehicles are or how they’re performing, inefficiencies and high costs sneak in. Fleet management software gives you real-time tracking and insights, helping you act fast and smart.

• Compliance headaches: Staying compliant with ever-evolving regulations (think maintenance, inspections, driver hours) is overwhelming. But with automated reminders and compliance tracking, software keeps you ahead of the game.

• High fuel costs: Fuel is a major expense for fleet managers. According to the U.S. Energy Information Administration (EIA), fuel prices increased more than 30% between 2020 and 2021. Fleet software helps combat this by optimizing fuel usage and highlighting wasteful driving behaviors like idling.

How fleet management software boosts efficiency

Efficiency is key in fleet management. You want to ensure that your customers get the best service they deserve.

Using fleet management tools like route optimization and real-time tracking can boost your delivery time and reduce fuel costs.

Here’s how software takes productivity to the next level:

Route optimization

Route optimization takes into account traffic, road closures, and driver performance. It can reduce time on the road and minimize overall costs.

Better driver behavior

Do you know when your drivers are breaking suddenly at every traffic light, or speeding on the highway, or even idling waiting at the shops during lunch time? The software installed inside the car can help managers get accurate feedback from each vehicle to make it a safer space for drivers.

Automated maintenance

You can be notified about a potential breakdown and act before it’ll cost you more money. If you scheduled maintenance alerts, there is no way you can be caught off guard.

Fleet software keeps your vehicles in the best shape by automating these tasks. Studies show that businesses can spend nearly half of their operational budget on poorly managed maintenance schedules, if they are not careful.

Choosing the right fleet management solution

The size of your business determines what type of fleet management software you require. You also need to take into consideration the type of vehicles and what your company’s challenges might be. If you are a flower shop you need to make sure that the flowers are dropped off in cool conditions early in morning or late at night.

Size of your fleet: Larger fleets need a variety of features like telematics and in-depth reporting. But if you run a smaller company with one or two vans, you might benefit from something not so advanced and more cost-effective.

Specific needs: Whether you manage long-haul trucks or last-mile delivery vans. Each type of operation has unique challenges, so it’s essential to choose software that addresses those specific needs.

Implementing software to manage fleet

Implementing fleet management software is about more than just clicking “install.” You want to retrieve personalized data, develop a strategy to improve these pain points and train your staff to ensure the company’s success.

Firstly, you assess your current processes.

Where are your pain points? Whether it’s route planning or compliance, knowing what needs improvement will help you select the right software.

Secondly, you develop a plan.

Set clear goals, gather your stakeholders, and outline a timeline for rolling out the new system.

Thirdly, train your team.

If the people who are using the software don’t know what they are doing, it won’t be as effective as you hoped for. Here’s what you do: offer training. It’s easy to train one person and get the entire team on the same level.

Fleet management software price

Now, let’s discuss the cost of fleet management software. It all depends on the size of your fleet and the features you need. But we can work on average to give you a better idea of what you can bargain for with your budget.

Remember, costs are always negotiable.

Small fleets (under 10 vehicles): Expect to pay around $15-35 per vehicle per month.

Medium fleets (under 50 vehicles): Plans can range from $25-50 per vehicle per month.

Large fleets (more than 50 vehicles): Costs can reach $70+ per vehicle per month. The price is linked to teh level of customization.

The future of car fleet software

Fleet management software is evolving quickly. You have autonomous vehicles (AV), electric vehicles (EV), and even augmented reality (AR) for vehicle maintenance.

The Canadian software company Bright Order says the impact of AVs is far more than saving costs and streamlining operations. It also has the benefit of cutting labor costs and making deliveries more human error-free.

Fleet management software is adapting to handle the unique demands of AVs, offering even more precise control and oversight.

EVs now account for 16% of all new car sales in Europe. Why? It’s mostly because of concerns about the impact on the environment and also long-term owners save costs on fuel.

Will the software adapt to accommodate EVs? Yes, there are features like monitoring the battery life and telling the driver where the nearest charging station is.

AR is finding a place in vehicle maintenance, making fleet management software a central hub for more efficient and accurate repairs. With AR, mechanics can visualize components and diagnose issues faster, reducing downtime and keeping vehicles on the road longer.

The next step in your journey to manage your fleet

Fleet management software is more than a tool—it’s the key to unlocking smoother, safer, and more efficient operations.

By choosing the right software, like Locate2u, and making the most of its features, you can differentiate yourself from your competitors. 

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