Fleet Maintenance Management Software

Fleet management software is an easy-to-use solution that can help your fleet be more productive and efficient. It provides visibility into your vehicle program, helping you to make better decisions on how to optimize your operations by reducing costs, improving productivity, and minimizing downtime.

In this guide, we review the aspects of Fleet Maintenance Management Software, vehicle fleet maintenance software, vehicle maintenance software open source, and what does fleet management software do.

Fleet Maintenance Management Software

Fleet management software is a solution that can help improve the effectiveness of any fleet. It provides visibility into your vehicle program, helping you to make better decisions on how to optimize your operations by reducing costs, improving productivity and minimizing downtime.

How to use fleet management software

You can get started by logging into your account, which will be available for purchase through our website. Once you’ve purchased the software, log in and select the option to “import from Excel” or “import from Quickbooks Pro” depending on whether you have an existing spreadsheet or accounting program.

Once you’ve chosen a method of importing data, select the appropriate file format for export (e.g., .xlsx) and upload it to our site. We’ll take care of the rest!

What is fleet maintenance software?

Fleet maintenance management software is a cloud-based system that enables you to manage your fleet of vehicles. The software allows you to keep track of your vehicle usage and maintenance, as well as schedule preventive maintenance services, generate reports and more. Let’s take a look at what this solution can do for you:

Types of fleet maintenance management software

  • On-premise software: This type of fleet maintenance management software is installed on a company’s own servers and is used to manage the company’s vehicle, equipment, and machinery.
  • Cloud-based software: This type of fleet maintenance management software is hosted by the cloud provider in a remote location (usually the internet). It can be accessed via desktop or mobile apps. The data it stores are accessible from anywhere and can be shared with other users within your organization or externally with any relevant parties involved in delivering services related to your vehicles, equipment or machinery such as third party providers like insurance companies that help you manage risks associated with your vehicles etcetera.

What to look for in fleet maintenance management software

Before you buy, ask yourself:

  • Does the software support multiple platforms?
  • Can it generate real-time data analytics?
  • How well does it integrate with other business software you use? For example, if your company uses QuickBooks to manage finances, would the fleet maintenance management software be compatible with it? If so, will it be easy to transfer information between the two programs.
  • How customizable are reports and dashboards? Do they give you enough flexibility to create reports that are relevant to your business needs. For example, can you filter out specific data points or highlight certain metrics in order to identify problems early on and prevent them from happening again in the future.

Fleet Maintenance Management Software Solutions from Chevin

Chevin is a leading provider of fleet maintenance management software solutions that enable you to manage your fleet in an efficient and effective manner. Our portfolio of solutions includes:

  • Fleet Maintenance Management Software
  • Vehicle Health Management (VHM)
  • Fuel Management Software (FMS)
  • Fleet Tracking and Monitoring Software

Fleet maintenance management software can help you manage and monitor your entire vehicle program.

  • Save money. The average fleet vehicle has a useful life of about 130,000 miles, and most companies operate between 10 and 100 vehicles at any time. If you’re running a small business with just one or two vehicles in your fleet, then it’s easy to see how the savings from using fleet maintenance management software can quickly add up over time.
  • Improve efficiency. Even if your company doesn’t have many vehicles in its fleet, you may still benefit from using an online system for managing your vehicle program because they allow you to combine tasks that would otherwise be performed separately—such as ordering parts and tracking expenses—into one streamlined process that saves time and effort on the part of both employees who manage the program and customers who use it every day as part of their jobs (or hobbies).
  • Reduce risk: When employees are able to easily access all relevant information regarding a particular item right when they need it instead of having to wait until later in the day when someone else finishes processing paperwork or filing accounts payable before handing off responsibility for completing certain tasks related specifically towards those items being purchased through this means gives everyone involved peace-of-mind knowing that everything will get done correctly without any mistakes being made along along way during either purchasing process.”

vehicle fleet maintenance software

Fleet Inventory Tracking

Organize fleet assets and track all the data you need to effectively manage your fleet. Enter an UNLIMITED number of assets ranging from cars, trucks and trailers to heavy construction equipment, machinery, tools and more.

Preventative Maintenance

Define any number of preventive maintenance tasks to be tracked by date, mileage, kilometers, hours, or fuel consumption. Automated maintenance due notifications are provided on screen, by e-mail, or within comprehensive reports.

Repair Maintenance

Keep on top of unexpected repairs by logging and tracking repair requests from start to finish. Monitoring the frequency and cost of repairs can also help you decide whether to keep or retire a fleet asset.

History Recording

A detailed history of maintenance performed is automatically logged so you can analyze costs. Monitor trends in wear, neglect, and abuse. A thorough maintenance history helps you make effective decisions.

Fuel Tracking

Record fuel transactions so you can monitor fuel expenses and economy, catching potential issues with efficiency or abuse. An optional fuel import module can use exported data from your existing fuel card system, saving manual data entry time and effort.

Parts Inventory

Itemize and track usage of your parts when maintenance is performed. The Shop Edition provides a full inventory management system for stock tracking, reorder notifications, purchasing, and more.

Work Orders

Generate work orders based on preventive maintenance due or repair requests. Monitor your work order’s status from beginning to end and easily indicate parts and labor involvement.

Flexible Reporting

Print, email, or export from a wide range of reports ranging from simple fleet listing reports to detailed cost analysis reports. Need something specific? Use the optional report editor to adjust any report to meet your needs.7

vehicle maintenance software open source

The innovation of fleet management technology has strengthened the capacity of the owners to manage a variety of fleet vehicles. Most fleet owners, these days, rely on different applications that help track the geo-positioning system of their cars, check fuel utilization and its efficient management, improve driver’s abilities and efficiency and analyze fleet reports, bills and other transactions.

In this world of changing mobility, it is critical for all vehicle agencies and transportation companies to invest in fleet management software solutions that help them in acquisition, operation, and maintenance of their vehicles.

The primary intention behind using fleet management software is to reduce associated risk, increase the productivity of the vehicles, improve their efficiency, and to ensure their compliance with the legislation.

This article focuses on the best fleet management software solutions available in the market, and the way businesses can utilize them efficiently for their growth and sustainability in the long run. 

Fleet Management Technology

Whether you have 10 or 10,000 vehicles, you need some sort of assistance to track, analyze, and improve the fleet operations. Electronic programs supported by advanced fleet management applications take a complete record of your fleet assets and help you run them efficiently.

Fleet management software provides a link between real-time asset tracking, routing & scheduling intelligence and managing your fleet business accordingly. The software enables you to check your real-time delivery schedules, get alerts for any route deviation or any late running issue, identify recurring inefficiencies, and alert your customers about updated arrival time.

Fleet Management Software – An Integrated Solution

Fleet controlling system provides standard interfaces with ignition settings, and real-time tracking data linked to the software. It puts a check over fuel usage and reminds about the maintenance requirements for any part of the damaged vehicle. A fleet manager can quickly retrieve all the relevant information from the fleet management software as to how the fleet have been performing at a specific period. This sophisticated database covers numerous applications that help in recording and reporting vital key attributes that have a significant role in improving efficiencies and driving costs down.

Fleet management software programs can generally integrate with almost any third-party software application or data provider for streamlining several functions including, fleets order management, arranging the delivery of goods, and payments. Such integrations help remove the lengthy administration process and makes way for efficient operations with facilities like; virtual inspection, organized spreadsheets and customized reports. After all, an array of fleet technologies at your disposal will eliminate the need for pain-stacking data entry that mainly remains prone to error.

Above all, the advancement of mobile apps adds more convenience to mobility.

Key Challenges Faced by the Fleet Managers (without any fleet management software in place)

Similar to the responsibilities of an asset manager, there are five crucial areas for which a fleet manager is responsible, i.e.

Standard Features of a Fleet Management Software

Fleet management software helps the fleet owners and managers to deal with the following tasks;

Types of Fleet Management Software

Though, the fleet management platform has a variety of functionalities, they can be designed in-house or installed on-premise by your vendor. All of them come to meet the specific needs of the users. Here are different types of fleet management software solutions that are available in the market;

Fleet Forecast for the Year 2019-20: Latest Trends to Watch

The trends and changes in the automotive industry significantly impact how fleets are shaping. The fleet managers and owners today can experience the significant changes brought by the ‘telematics technology’ and expecting them to speed up this year too. So, let us check what the fleet forecast is for the Year 2019-20 and what more is expected from this industry.

Managing Fleets using Automated Cars for Reducing Congestion

The National Science Foundation in the USA researched that AI-based advanced control systems and fleet management software programs installed in vehicles are capable of reducing congestion by influencing the traffic flow.

The Automated Driving (AD) with real-time speed & position tracking is the new-age fleet management practices. The number of road casualties is likely to reduce with the automation of the fleet system, as per International Transport Forum.

Advanced Fleet Management Software for ‘Connected Vehicles’ – A Telematics Scenario

According to automotive and fleet industry experts, telematics is rapidly becoming an integral part of all vehicle fleets. Most fleet businesses are realizing the benefits of telematics technology as it leads to resolve most of the vehicle issues automatically along with providing required reports.

The autonomous cars with advanced fleet management system installed can soon be seen automatically contacting the repair shops when the maintenance alert is triggered, or when a reminder on the fleet maintenance appointments flashes. Or else, they can automatically drive to the nearest fuel station within a certain radius that charges lowest fuel cost, when their fuel is running low.

Increased Usage of Smart Devices for Fleet Operations

Deeper integration of the smart devices into vehicles facilitates users with hands-free connection and interaction. It syncs the wireless connection of vehicle data with mobile devices. The vehicle data includes a vehicle’s health, performance, and mileage. Mobile devices have become imperative for fleet owners to know how drivers are handling their fleet tasks.

Now, check out the list of best free and open source fleet management software solutions that are ruling the fleet management market.

List of Top 7 Fleet Management Software Solutions

Fleet owners and controllers always look for some easy-to-go and quick-result oriented software systems with less complicated user integration and design. Let us compare these systems through a detailed comparison chart below that will help you to find the best suitable software for your fleet business.

Check out all of these software solutions in detail.

Odoo is a suite of free and open source software applications, and fleet management software is one of the unique software programs among them. The company owns 3 million users who are growing their business with it. It is a fully integrated and customizable open source-software that also serves in the sectors like inventory management, accounting, CRM, and other business needs.

Fleetco is a free, web-based fleet management system licensed under GNU general public license. It is written in PHP with MySQL database. Version 1 and Version 1 of the software is available to download and Version 3 is ready to launch. It is easy and intuitive fleet management software that can be accessed from any computer without needing any installation and network configuration.

FleetBip software is specifically designed and developed for fleet management and also to handle the asset management, inventory management, preventive maintenance and work order management responsibilities for a fleet business. FleetBip Company provides bug free native mobile apps to its 350+ satisfied customers and 1200+ installations. This cost-effective, reliable and scalable software is highly efficient and comes with proprietary license.

One of the industry-leading fleet management software solutions, FleetWise VB is used by the private, government and industrial participants quite frequently. It can handle an unlimited number of vehicles and equipment. The uniqueness of this software is the availability of different kinds of software for different types of requirements. For example, SafetyWise VB is for Safety System, and FleetWise Lite is to maintain a fleet management system for smaller fleets.

what does fleet management software do

Managing a pool of commercial vehicles can be a challenge at the best of times. Add to this external influences that a fleet manager faces but has little control over such as legislation changes, car market uncertainty and spiralling costs and the task can soon become overwhelming. the relevant software can play an enormous part in coordinating fleet management activities. So, what is fleet management software and how does it support the role of the fleet manager?

What is the purpose of fleet management?

Any organisations that incorporates vehicles for use within the business requires some form of professional fleet management. The purpose of such is to control the entire lifecycle of commercial vehicles alongside reducing associated risk, improving efficiency, increasing productivity and ensuring compliance with legislation. Private vehicles used for work purposes, known as they grey fleet, should also be included in this process.

Companies with fleets are extensive. Hauliers, couriers, sales, service, utilities, public transport and the emergency services all have fleets that need managing. Having a grasp of the processes required to run a fleet enables company to control associated costs, remain competitive in the market place and help deliver on customer service expectations.

Fleet management can be carried out within the business, usually by the appointment of a fleet manager, or outsourced to an external fleet solutions provider.

What are the challenges faced by fleet managers?

Similar to the level of responsibilities of an asset manager, a fleet manager is accountable for five key areas of fleet – vehicle acquisition, fuel management, vehicle maintenance, health and safety and compliance. We take a look at each of them in turn.

Evaluating changes to vehicle legislation such as WLTP and RDE2, determining purpose and suitability of vehicles, negotiating deals with vehicle manufacturers all sit with the fleet manager. Fuel consumption, tax and insurance costs in addition to employee expectations need to be considered too when selecting the right fleet vehicles. Add to this a consideration towards end of life and vehicle resell value and it soon becomes clear why the role can be such a challenge. Budget allocations need to be met and savings are always there to be made.

Probably one of the biggest cost saving challenges for a fleet manager is the ever increasing rise in fuel costs. Fluctuations in market price and the external factors that influence prices are beyond the control of a fleet manager but there are options to help reduce fuel consumption and costs.

Once the fuel of choice, the popularity in diesel vehicles is in decline following the Volkswagen emissions scandal and well publicised negativity on harmful NOx emissions. The government response of adding a surcharge to tax has understandably had an impact on sales. Despite this, an effective fleet manager needs to evaluate the options to see if they still deliver the greatest cost savings. Petrol remains the market leader but margin is decreasing due to the growing popularity of electric and hybrid vehicles.

Fleet managers can carry out a cost benefit analysis on fuel options as a way of determining the most suitable for the vehicles in their charge. Considerations should go to a higher purchase price of electric and plug-in hybrid vehicles against lower running costs and performance to determine suitability.

Fuel card choice is paramount to any fleet by selecting the best value deal to meet needs. Alongside this, telematics can play its part in remotely observing driver behaviour and the effect on fuel management in addition to an ability to track vehicles and determine the most cost effective routes.

Overseeing the maintenance programme of vehicles within the fleet can be internally resourced through own resources or outsourced depending on the size of the cost benefit analysis. Fleet manager responsibility is to ensure that vehicle checks are carried out to comply with legislation. This includes driver daily walk round checks, pre-purchase vehicle inspections, regular maintenance checks and to ensure that reported defects have been rectified.

Should the unfortunate occur and a driver has an accident, the responsibility of the fleet manager is to ensure that this is actioned accordingly. Robust fleet reporting procedures need to be in place to enable drivers to deal with an accident by following insurance reporting procedures correctly so that claims can be handled quickly and efficiently with the necessary repair work carried out.

Needless to say, a fleet manager will be responsible for both the development and implementation of the health and safety policy in addition to making sure that driver training records are up to date to minimise the risk of accidents occurring within the fleet in the first place.

5. Meeting compliance requirements

Daily checks, inspection sheets, driver checks, defect, reporting, MOT’s, insurance…the list goes on. Compliance and fleet risk management is an essential part of the role and all aspects need to not only be carried out but also documented. This ensures that a full trail of information is available for each vehicle for both auditing purposes and in the event of an accident should a claim or investigation need to be made.

Vehicle legislation is changing apace, particularly with the move to the WLTP vehicle testing structure. This means that it is imperative that fleet managers are aware of changes to legislation that could have a direct impact on their operation and act accordingly.

Controlling and reducing costs is always a priority for any business and fleet management is no exception. Fleet Managers are required to analyse the relevant information about their fleet and realise the areas that can be improved. This can include reducing vehicle purchase costs, reviewing fuel consumption and analysing driver behaviour – achieving more for less.

7. Avoiding information overload

Fleets generate a lot of data that a fleet manager can review, some of which may be useful but a lot of it probably not so. Trawling through such vast amounts of information is time consuming and runs the risk of missing important, relevant information. Updating such information has administrative time and money implications too. Fleet management software can help sort through the unnecessary information and generate reports on only the areas that you need or having the information but not knowing what to do with it or analysing it correctly.

8. Expanding role of the fleet manager

The role of technology is evolving apace which will lead to expansion of a fleet manager’s role too. Mobility management, asset management and the a level of responsibility for measuring and controlling the environmental impact of a business will begin to fall under the remit of the fleet manager. Incorporating fleet management software will become paramount in helping to deliver this.

What is fleet management software?

Fleet Management software allows a fleet manager to have relevant information on the performance of their fleet at their fingertips. In effect, it is a sophisticated database with numerous applications that enables the recording and reporting of the key attributes that can help improve efficiencies and drive down costs. They do this by reducing downtime and improving productivity.

In summary, incorporating a software system into fleet management improves the management of:

Fleet management solutions integrate with almost any third-party data provider or software application to streamline processes such as ordering. arranging delivery and making payments autonomously. Such integrations remove the lengthy administration processes and improve employee time management too. And the addition of supporting mobile apps to carry out the tasks and input relevant data within the field further enhances the benefits of implementing such a system.

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