miya-bholat Miya Bholat

Sep 08, 2021


Managing a pool of vehicles without some kind of software is a headache waiting to happen. The data about your fleet is decentralized, it may not even be updated regularly, and it probably takes you 10 to 15 minutes to find what you were looking for in the sea of papers and sheets.

And while every fleet manager has their own way of working, it’s undeniable that a fleet management software can make you a lot more productive. Everything we’ve listed in this article is essential to proper fleet management. These are the tasks you’re facing every single day, and the fact is that they’re a lot more time consuming and inefficient if they’re done without the help of a software.

So, let’s look at the main challenges fleet managers face, and how a software like AUTOsist can help them,

1. Time Spent on Administration

Administrative tasks, like quoting, invoicing, dispatching and so on are some of the most time-consuming tasks you as a fleet manager face. And we can all agree that your time could be spent more wisely, on productive tasks that are actually generating revenue for your company.

The time you spend on administrative tasks is even longer if your business is still paper-based. It’s easy to misplace the documents, miss deadlines or scheduled maintenance.

Moving over to a fleet management software will make sure you’re running your business more efficiently, and it’ll give you time you can dedicate to activities that generate revenue.

2. Fuel Cost Management and Tracking

The prices of fuel have been fluctuating constantly, and you need to stay on top of the pricing to make sure you’re charging your services correctly.

However, by using a fleet software with fuel tracking features you can track fuel pricing, usage, driver behavior - all of which can help you make better decisions and estimates for your fleet. A software like AUTOsist can help you track this seamlessly. And you can also export various reports which can help you improve your fleet management.

3. Vehicle Maintenance

Vehicles are prone to breakdowns, no matter how big or small. Therefore, you need to make sure that you’re servicing them regularly. Sudden breakdowns can cause major delays and losses for your company, and you need to do everything you can to avoid massive repairs in the long run.

With fleet management software, you can automate maintenance times, and even set up alerts to notify you when there’s something wrong with your vehicles. This way, you’ll stay on top of your vehicles’ health, making sure your drivers are safe and customers are happy.

4. Managing Part Inventory

Just like with administrative tasks, managing your part inventory through sheets and paper is extremely inefficient. Additionally, you could easily find yourself in a situation where you have missing parts because you weren’t alerted on time.

This is yet another situation that causes losses and delays in your fleet. Luckily, you can put an end to it with a fleet software. You can track your inventory through AUTOsist, and get notified when you’re running low on any part. Once you get a notification, you can place and order and ensure you have the necessary parts before they run out.

5. Document Management

Fleet companies have no shortage of documents. From warranties, contracts, to vehicle registrations and insurance documents. Keeping track of all of these papers, and ensuring they’re up to date is a tedious task, which can be simplified with fleet management software.

With AUTOsist you can easily store and sort any important documentation. Anytime you need it, you can access it from any device, and make sure that everything is up to date.

6. Making Accurate Estimates

Your whole business relies on your relationship with your customers. And one of the key components of this relationship is your ability to finish projects on time, and communicate any potential issues in a timely manner. Additionally, when you’re in the negotiation phase, you need to provide accurate estimates to win the job.

Fleet management software collects the data about your vehicles, routes, drivers, and previous jobs. This makes it simple for you to pull out data and give your clients accurate estimates. It can also help you anticipate potential problems, and catch them in time.

7. Data Organization

Decentralized data that’s not easily accessible, managed and presented is a cause of many issues in a fleet company. But, fleet management software helps you deal with all the information you have in a simple way.

Usually, you’ll be able to filter out unnecessary information, and export the information you need in a presentable, easy to understand way. You’ll no longer have to review every single report by hand, you can set up alerts to let you know when something goes wrong.

In the long run, you can use these reports to make strategic decisions that are good for your business, save money, create better assessments, and find trends and patterns which can help your company grow.

Final Thoughts

Fleet management software is an investment, and it might look costly to you at the moment. However, the benefits of the software are numerous, and once you start using it, you’ll definitely see its extreme worth.

To recap, any challenges you have with administrative tasks, fuel management, vehicle maintenance, inventory, documents, estimates and data management are easily solved with a tool like AUTOsist. And after all, software is an essential part of any modern business, so you can easily fall behind your competitors if you’re not utilizing the modern technology to the fullest.

See how AUTOsist simplifies fleet Management

Schedule a live demo and/or start a free trial of our Fleet Maintenance Software