10 Things Fleet Managers Should Consider Before Choosing the Best Fleet Management Software

Fleet management software is the best tool fleet managers can use to track and manage maintenance, costs and operations. Before making the upgrade to software to help manage your fleet, it’s important to consider what features your software should have to achieve success as a fleet manager.


Choosing the Best Fleet Management Software

As fleet technology continues to grow at a rapid rate while improving processes across industries, many fleet managers are seeing the value of using fleet management software to manage operations. Spreadsheets and antiquated processes have long been the norm, but they tend to be inefficient, causing downtime and communication gaps.

Fleet management software provides users with a mobile-first platform that automates operations and houses all fleet data in a central location. The best fleet management software enables fleet managers to tailor the user experience to things that are most relevant to their fleet. 

When making the decision to take your fleet operations mobile, it’s important to consider your current processes, what works, and what can be improved. Think about what benefits you’ll get out of tracking your assets on a mobile platform and the type of data you’ll leverage. Here are ten of the most important benefits to look for when choosing fleet management software.

1. Ease of Use

Some fleet managers can be apprehensive when making the switch to an improved system due to concerns over change. Fortunately, a strong fleet management software is intuitive, as the interface is intuitive and often feels familiar.

One of the best ways to start using your fleet management software is by bulk importing your vehicle identification numbers (VINs) into a VIN Decoder. This allows you to instantly retrieve over 90 specifications on each of your assets. From there, you can start using the features that matter, like completing a vehicle inspection or entering an oil change.

Though most fleet management systems are easy to use, there are often questions along the way. A software with a strong support team and robust training resources is essential to ensure you achieve success.

2. Simple Implementation

One of the benefits of implementing a web-based fleet management software, like Fleetio, is that you can easily start using the product immediately, as there’s no on-site implementation. As soon as an account is created, set-up and onboarding is a breeze.

While fleet managers can get started on their own, quality fleet management software provides live support and educational resources, like training videos and webinars, to guide you through implementation. Fleetio also offers Professional Services Packages to accelerate the onboarding process and offer feature-based training.

3. Mobility

Your fleet is mobile. Your management system should be, too. The use of outdated paper-processes inhibits communication and doesn’t provide a clear look at your fleet in real time.

A mobile-first fleet management software enables fleet managers to stay connected to drivers, maintenance supervisors, mechanics and their assets with a native mobile app. The use of an app to handle fleet management tasks enables users to log and upload accurate data instantly, keep the lines of communication open and maintain vehicle uptime.


4. Scalability

All fleets are different and range considerably in size. Whether you have 10 or 10,000 mobile assets, the best fleet management software is scalable and caters to your fleet’s specific needs.

Scalable fleet management software, like Fleetio, offers simple pricing based on the number of assets in your fleet. This pricing model enables fleet managers to pay for what they need, determine what plan’s features work best for them and easily scale as their business grows.

5. Integration Options

Many fleets, even ones not currently using fleet management software, currently use some form of technology to streamline processes. Tools like telematics devices and fuel cards aid fleet management and offer large amounts of data to track and analyze.

While these tools are useful on their own, combining them with fleet management software augments value by allowing you to track all fleet data in one place. Fleetio not only integrates with many of the top telematics devices and fuel cards but also provides Maintenance Shop Integration, allowing you to manage external repair orders and consolidate billing.

6. Reporting

The success of your fleet is all in the numbers. Having hard data on every aspect of your fleet helps you make the best decisions for maintenance and operations. 

While spreadsheets may have the data, they can be difficult to surface, read and analyze quickly. Instead of tracking down the right information to send to stakeholders, fleet management software provides robust reporting capabilities for you to analyze and improve your fleet.

In addition to having easy-to-read data at your fingertips, the best fleet management software allows for flexible, configurable reporting for you to get the most out of your data. You can also subscribe to reports you need regularly, or export them to PDFs to share with other stakeholders.

7. Expense Management and Total Cost of Ownership

A fleet manager can spend hours, days, even months crunching numbers to try and determine their fleet’s true total cost of ownership (TCO). What if this was automatically calculated?

To get a true look at your TCO, fleet management software offers comprehensive expense reporting that provides a detailed look at your operating costs. Not only does this allow you to gain insight into expenses, like fuel and maintenance, but it also helps identify overspending and enables budget tracking.

8. Performance Metrics

The past can teach us a great deal about the future. Tracking the history of your fleet’s performance helps identify patterns and trends across your assets that will help improve your fleet’s future. 

The best way to track performance across your fleet is by measuring real-time performance metrics like asset utilization, service history and fuel trends to discover areas of improvement and determine the best course of action for the future of your fleet.

9. Automation

With the busy schedule of fleet managers, it’s hard to find time to key in data, much less analyze it. One of the top benefits of fleet management software is the ability to automate processes and data collection.

Software like Fleetio automates everyday operations, like inspections and preventive maintenance, to streamline fleet management and collects virtually all fleet data in real-time, eliminating manual data entry and organizing all data in an easy-to-search platform. Instead of trying to track down information across multiple spreadsheets, you can spend more time analyzing it.


10. Return on Investment

While it’s true that fleet management software can have a return on investment (ROI) just through its use, the best fleet management software can help generate ROI for your fleet as a whole. 

Eliminating paper-based processes like vehicle inspections can help your team save time and address issues immediately, thus reducing downtime. Fleets who outsource maintenance can save at in-network shops, approve repair orders instantly and consolidate billing.

The best fleet management software easily demonstrates the value and ability to maximize your fleet’s ROI. Try Fleetio’s ROI Calculator to get an idea of what your fleet can achieve.

Start your free trial of Fleetio or request a demo to discover how software can improve your fleet’s operations!

About the Author

Laura Flowers
Content Marketing Specialist

Laura Flowers is the Content Marketing Specialist at Fleetio. When she’s not blogging, you can find her reading on the couch with her cat or in the studio tap dancing.

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