SmartFleet

Complete Fleet Visibility and Control

Manage your entire vehicle fleet from a single platform. Track fuel consumption, schedule maintenance, assign drivers, monitor costs, and ensure every vehicle in your fleet operates at peak efficiency.

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Core Features

Everything You Need to Run Your Fleet

From daily operations to long-term cost optimization, SmartFleet covers it all.

Vehicle Register

Comprehensive database of all vehicles with make, model, year, VIN, license plate, purchase date, and current value. Attach photos, documents, and insurance details.

Fuel Tracking

Log every fuel fill-up with date, quantity, cost, and odometer reading. Automatic fuel efficiency calculations (km/l or mpg) help identify vehicles with abnormal consumption.

Maintenance Scheduling

Schedule maintenance by date or odometer intervals. Track service history, parts replaced, and costs. Automated reminders ensure no maintenance is missed.

Driver Assignment

Assign drivers to vehicles with license verification, assignment history, and driver performance metrics. Track which driver has which vehicle at any point in time.

Insurance & Registration Alerts

Track insurance policies, registration renewals, and inspection dates. Automated alerts notify you well before expiration so you are never caught off guard.

Cost Analysis

Total cost of ownership per vehicle including fuel, maintenance, insurance, depreciation, and miscellaneous expenses. Compare vehicles side by side to optimize your fleet.

Trip Logging

Record trips with start/end locations, distance, purpose, and passengers. Business vs. personal trip classification for tax reporting and cost allocation.

Odometer Tracking

Automatic odometer tracking via fuel entries and trip logs. Mileage-based maintenance triggers ensure service intervals are based on actual usage, not calendar estimates.

How It Works

Fleet Management in Three Steps

Get your fleet digitized and under control fast.

1

Add Your Vehicles

Register every vehicle with its details, assign drivers, and set up insurance and registration tracking. Import from a spreadsheet for quick setup.

2

Set Up Schedules

Define maintenance intervals, configure alert thresholds for insurance renewals, and set fuel efficiency benchmarks for each vehicle type.

3

Track & Optimize

Drivers log fuel and trips. The system tracks costs, flags maintenance due dates, and provides analytics to optimize fleet utilization and reduce expenses.

See It In Action

Your Fleet, At a Glance

SmartFleet
+ Add Vehicle Log Fuel Log Maintenance
Total Vehicles
24
Fleet size
Active
19
79% utilization
Active Alerts
3
1 critical
Monthly Fuel Cost
$4,820
+8% vs last month
Vehicle Status
Active (19) In Maintenance (3) Retired (2)
Fuel Consumption (L/week)
W1
W2
W3
W4
W5
W6
Upcoming Alerts 3 active
BA-234-KM - Insurance expires in 3 daysCritical
SA-567-JK - Oil change due (12,000km)Warning
TZ-891-AB - Registration renewalWarning
Top Vehicles by Cost
VW Crafter
$890
Ford Transit
$720
MB Sprinter
$610
Toyota Hilux
$445
FAQ

Frequently Asked Questions

How does fuel cost tracking work?
Every time a vehicle is refueled, the driver or fleet manager logs the date, odometer reading, fuel quantity, and cost. SmartFleet automatically calculates fuel efficiency (km/l or mpg) and cost per kilometer. Trends are displayed in dashboards to identify vehicles with deteriorating efficiency.
How do maintenance reminders work?
You set maintenance schedules by calendar interval (e.g., every 6 months) or by mileage (e.g., every 10,000 km). SmartFleet monitors both triggers and sends email or in-app notifications when service is approaching or overdue. A maintenance calendar shows all upcoming services across your fleet.
Can I manage driver assignments and history?
Yes. Assign drivers to vehicles with start and end dates. The system maintains a complete assignment history showing who drove which vehicle and when. Driver profiles include license details, contact information, and driving record notes.
Does SmartFleet support GPS integration?
SmartFleet supports integration with popular GPS/telematics providers via API. When connected, vehicle locations, trip routes, and mileage are updated automatically, reducing manual data entry and improving accuracy.
Can I track total cost of ownership?
Absolutely. SmartFleet calculates total cost of ownership (TCO) for each vehicle by aggregating fuel costs, maintenance expenses, insurance premiums, depreciation (via SmartAssets integration), and any other logged expenses. TCO reports help you make data-driven decisions about fleet replacement timing.
Does SmartFleet integrate with other SmartERP modules?
Yes. Vehicle depreciation syncs with SmartAssets. Fleet expenses flow into SmartBooks for accounting. Trip logs can be linked to SmartProjects for project cost allocation. Driver records connect to SmartHR employee profiles.

Ready to Optimize Your Fleet?

Start your free 14-day trial. No credit card required. Full access to all SmartFleet features.

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