Fuel is the biggest line in a company fleet, yet it is often unclear which vehicle burns more than normal or whether a fuel card is being used for more than the tank can hold. Inspection, insurance and servicing dates slip through spreadsheets, and traffic fines cause arguments because nobody knows who was driving. In the system we build, fuel card statements are matched to vehicles automatically, and mileage entries show consumption per 100 km and deviations. Alerts arrive as inspection, insurance, tyre and service dates approach, and fines and toll charges are linked to whoever was driving at that time.
Problems fleet managers face
- Fuel misuse going unnoticed
- Inspection and insurance dates being missed
- Traffic fines not being traced to drivers
- Total cost per vehicle being unknown
Modules
Vehicle record
Registration, insurance, roadworthiness test and lease contract details.
Assignment and driver
Handover and return forms for the vehicle, with a photo damage check.
Fuel analysis
Fuel card statement import, consumption and unusual-purchase alerts.
Servicing and tyres
A servicing plan by mileage and date, and summer-winter tyre tracking.
Fines and tolls
Traffic fines and road-toll charges matched to the driver.
Cost report
Total cost of ownership per vehicle, department and kilometre.
How it works day to day
- 1
The vehicle is handed to the driver with a photo form.
- 2
The driver enters weekly mileage in the app.
- 3
Fuel statements are imported and deviations are flagged.
- 4
Tasks open as servicing and document dates approach.
- 5
A vehicle and department cost report is produced at month end.
Integrations
Off-the-shelf software or custom-built?
When off-the-shelf is enough
For companies with a few vehicles, the fuel card provider’s reports and a simple spreadsheet may be enough.
When custom software pays off
For mixed fleets of owned and leased vehicles running to dozens, a custom system that combines fuel, servicing, fines and assignment makes costs visible and reduces misuse.
How the budget is built
We launch the workflow that saves you the most time first, then add modules based on real usage. The full scope below is calculated with 16 screens and 8 modules; the final price follows a free discovery call and a written scope.
Maintenance and improvements (optional): €400 / month. Hosting, SMS, WhatsApp and app store fees are listed separately.
Frequently asked questions
Can mileage be taken from our GPS device?
Mileage and location are pulled automatically from tracking providers that offer a data feed.
How does fuel card data arrive?
Statement files from fuel companies are imported, or pulled through the service they provide.
Are leased vehicles tracked too?
Yes, lease term, mileage limit and return dates are tracked separately.
How do drivers use the app?
Mileage entry, damage reports and receipt photos take just a few taps.
