
As technology advances, more businesses turn to fleet management software to improve vehicle and asset utilization, plan maintenance, and lower ownership costs.
The role of the fleet manager is evolving. More businesses recognize the value of digital processes that automate and streamline manual tasks.
Uber Freight was launched by the company in 2017. It attempted but failed to disrupt the ride-sharing industry with the same disruption.
It was obvious that shippers and carriers needed to know more than the trucks location and characteristics. For cargo transport businesses, complex solutions are required: registration, tracking, maintenance scheduling, driver management, and operating costs are just a few of the many requirements.
Thousands of carriers work daily to improve their efficiency by implementing fleet management technologies. It makes sense to delve further into the subject.
This article will describe fleet management software (FMS), its core modules and functions, a review of major FMS providers, and commentary on current industry trends.
What Is Fleet Management?

Over the last ten years, fleet management has evolved as more businesses recognize the benefits of a well-managed fleet.
The scope of fleet management now extends beyond vehicle acquisition and maintenance. Compliance management, driver management, operational efficiency, and environmental impact are now all responsibilities of fleet management teams.
The roles of fleet managers are changing, and more teams are turning to fleet management software to help them keep track of the information they require.
With the right software, fleet managers can gain complete visibility into their operations. It will assist them in streamlining their day and identifying deeper issues that may affect fleet and business performance.
What is Fleet Management Software?

Fleet management software, whether cloud-based or standalone, assists businesses in making the most of their vehicles.
You will require more than just fleet management app development software. A telematics unit, which well review later, can be used with a human interface device.
FMS can monitor various vehicle data, such as speed, temperature, and engine block. This information is gathered from the vehicles sensors and presented to the manager.
The manager can track all vehicles in real-time and determine when they will arrive at their destination and how well the drivers have handled them.
The use of dedicated software to manage a fleet has multiple benefits:
- automates tasks (e.g.
Proper routing
- Automates related processes (e.g. Vehicle maintenance
- Provides real-time insight for better management of drivers and vehicles
- Connects vehicles
- Smart transportation is assured.
- enhances driver safety
- guarantees the consistent fleet performance
- Reduces costs
- Maintains compliance with all major commercial driving regulations. Hours of Service (HOS), International Fuel Tax Agreements (IFTA), Compliance, Safety, Accountability, and (CSA).
What is Telematics?
Telematics is the use of remote communication technology in conjunction with information technology. Fleet Telematics allows vehicles to communicate with one another and with central locations.
It is a small black box located beneath the dash. It connects to the bus or diagnostics ports (Controller Area Network). The telematics device records information about the vehicle using GPS and onboard diagnostics.
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What Does a Fleet Manager Do?

Fleet managers are in charge of vehicle service and maintenance to ensure that everything runs smoothly. This includes maintenance scheduling, reporting, and inspections.
Fleet managers must also establish organizational guidelines for vehicle retirement and purchase and goals and expectations for driver performance.
They must also pay attention to key metrics that provide useful information about individual vehicle/driver performance.
Fleet managers are responsible for fuel consumption, fuel costs, asset utilization, and route planning. The fleet manager oversees the companys telematics system and fleet management software.
A fleet manager is in charge of the following tasks:
1. Driver Safety
Fleet managers and fleet companies are concerned about safety. It can be difficult to ensure safe driving behavior when fleet managers live hundreds of miles from the vehicle.
Dash cams and vehicle tracking systems are among the tools available to fleet managers. These provide remote vehicles with real-time visibility and evidence or materials that can be used to train drivers.
2. Driver Retention
Trucking industry shortages are becoming a major problem. Fleet managers must always strive to increase driver retention and stabilize the trucking industry.
Fleet managers can use various approaches to ensure drivers are happy at work, whether theyre creating mentorship programs or improving the workplace.
3. Fleet Tracking
To ensure driver safety, fleet managers must always know each vehicles location. This may appear simple, but tracking the location of vehicles can take time, whether there are five or 5,000.
Fleet managers frequently use GPS technology and other GPS tracking devices to locate their vehicles and improve visibility into their operations and vehicle safety.
4. Compliance with Electronic Logging Device (ELD)
The ELD mandate, which Congress enacted, went into effect in December 2017. It requires commercial vehicle operators to record their Hours of Service electronically.
This mandate is meant to replace paper logs and reduce risky driving by tired drivers. This mandate requires fleet managers to implement ELD-compliant systems to record drive time accurately.
5. Total Cost Reduction
To create more cost-effective fleet operations, fleet managers must identify and eliminate unnecessary expenses, whether they are related to fuel management or lowering operating costs.
Fuel usage, maintenance, and operational costs can quickly add up. Whether implementing fuel efficiency programmes or tracking assets, the fleet manager is responsible for identifying cost-cutting opportunities and assisting a company in increasing productivity.
6. Vehicle Acquisition
A fleet manager must forecast the number and type of vehicles that a fleet will require to manage it effectively.
Although buying new vehicles as and when needed may seem simple, accurately forecasting the fleets vehicle usage is crucial in determining the best purchase strategy. A sound strategy for vehicle acquisition depends on the eligibility of employees, market timing, and vehicle lifecycle.
Why Do Businesses Use Fleet-Management Software

There are numerous advantages to using fleet management software. These include real-time visibility into the location and performance of the fleet, cost analysis, and improved driver behavior.
Modern fleet management software does more than track location. It also provides insight into vehicle performance and efficiency and data that businesses can understand.
Fleet management software is a tool that can provide objective information about driver safety. It can identify drivers who need more coaching and highlight dangerous driving behaviors such as speeding or hard braking.
Your fleet must comply with all federal and state regulations, including ELD, DVIR, and IFTA.
This technology can also be used to help with proactive maintenance. It enables fleet managers to use their assets best by implementing preventative maintenance plans.
Many businesses use mobile apps to access and transfer data quickly. This enables them to identify problems that may have gone unnoticed or escalated into larger issues.
Fleet Management Softwares Main Modules

Telematics units are easily integrated with other hardware (such as an electronic logging device and driver cameras).
Software, mobile apps, and software can be used to gain insight into various freight-related business operations. Combining hardware and software can result in a variety of functionalities.
Routing: helps you make logistic decisions based on vehicle GPS position, stop duration, speed, and so on.
Fuel Management: tracks fuel consumption tendencies to reduce idling and emissions.
Vehicle Maintenance: This streamlines diagnosing and inspecting vehicles and reminds you about routine checkups.
Drivers Management: stores personal profiles and hours of service to analyze productivity and behavior.
Shipment Management: Analyzes expenses, licenses, and other information to optimize delivery, dispatch and cargo placement.
Safety and Security Features: assist drivers with safety concerns on the roads.
Routing
The FMS routing module uses data from a telematics device. It provides a fleet manager real-time updates on vehicle location and miles traveled.
Status updates are available from anywhere.
Asset Tracking:
A GPS locator beacon is installed in the dashboard, allowing fleet managers to track the vehicles in their fleet maintenance.
Radio Frequency identification systems can track vehicles in areas with poor signal strength, such as underground or tunnels.
Active and passive tracking are both possible. It locates a vehicle while collecting ride data to analyze route optimization, driving speed, and idling tendencies.
Geofencing: This feature sends notifications about the vehicles location when it departs, leaves predefined boundaries, or operates during off-duty hours.
Route Planning & Optimization: The main factors to consider when optimizing a route are stop durations and vehicle and vehicle capacities.
Lunch breaks should also be considered. The system should also notify you of any road hazards. Route optimization software determines the most fuel-efficient and shortest route between each stop.
Combining route optimization and the fuel management module can save time and money.
Custom Mapping: Route planning can be enhanced by creating relevant maps for your business. Your maps are highly customizable concerning views, legends and zone shapes.
Fuel Management
The fuel management module monitors the fuel tank and produces fuel management reports. This enables fleet managers and drivers to plan and coordinate their driving routes.
This contributes to lower fuel costs.
Engine Idling
This is the most fuel-intensive habit. Trucks can idle for up to eight hours daily, increasing fuel and maintenance costs.
It is critical to track idle time and reduce fuel consumption to reduce fuel costs. Excessive engine idling is also bad for the environment. Many states in the United States have adopted anti-idling laws allowing a maximum of three to five minutes per day.
Fleet managers can set alerts in an FMS that will notify them when a vehicle is idle for a specified period. This enables them to track idle time.
It is also possible to obtain information about when drivers keep their engines running to manage driver behavior and prevent future idling.
Fuel cards: Fuel cards, a type of cashless payment, assist in keeping track of costs and identifying inefficiencies within the fleet assets.
Fuel cards provide numerous advantages, including secure purchasing, low wholesale prices, and close fuel consumption monitoring via dedicated fuel card accounts.
Remote Fuel Tank Monitoring:
The Engine Control Module collects data about the condition of your vehicle, including fuel quantity measurements.
The ECM displays the vehicles mileage per gallon/liter and flashes the fuel indicator to indicate it is time for a refill.
The fuel monitoring system can access its data using a telematics device to connect to the ECM. Thus, fleet managers can control fuel consumption.
The GPS-compatible software can be used to pinpoint points in journeys where fuel consumption spikes.
Fuel Management Reports: Every fuel purchase is detailed in this report. By monitoring this data, fleet managers can easily detect fraudulent purchases and set restrictions for each fuel card, such as the number of transactions, fuel type, and fuel quantity through fleet fuel management solutions.
IFTA Fuel Tracking: If you drive trucks across state lines, you must have an IFTA license. The IFTA module assists in calculating the amount of tax due and the tax credit for each state.
It also aids in the oversight of funds distribution. After registering your vehicle in a state, you must file quarterly fuel taxes with the base jurisdiction.
Fleet Emissions: As part of their procurement policies, many airlines must report carbon emissions.
Incorporating a software programme into fleet management can improve the monitoring of emission regulations. It includes a detailed analysis of each vehicles fuel economy, eco-driving habits, and emissions.
Vehicle Maintenance
The vehicle maintenance module will schedule routine checks and send alerts regarding any needed diagnostics.
Remote Diagnostics: The utilization analysis feature gives you insight into the performance of your vehicles and which ones require replacement.
This helps with planning for the year. FMS provides business insight, such as which vehicles need to be serviced.
Vehicle Inspection DVIR
Driver Vehicle Inspection Reports are logs that detail vehicle operations and safety issues according to FMCSA regulations.
During vehicle inspections, they must be completed using a telematics-enabled tablet.
Once a report is submitted, fleet managers can quickly identify, group, and monitor vehicles that require routine or emergency maintenance.
If a report indicates maintenance needs, DVIRs include mechanics notes and updated information. The DVIRs - reports on deficient vehicles, repaired vehicles, and those certified as repaired - provide excellent visibility into the fleets condition.
Service History Recording: FMS keeps a detailed record of the vehicles maintenance history. These data can be analyzed to make better fleet decisions by analyzing costs, wear patterns, neglect, and abuse.
Maintenance Alerts: FMS keeps track of service records, sends engine diagnostic alerts, and reminds drivers about oil changes and tune-ups.
If there is an engine problem, the system will notify the driver and connect them to a network of repair shops.
Read More: What Are The Elements of a Fleet Management System?
Drivers Management
This module tracks driver behavior and stores data.
Driver Profiles: FMS keeps driver records current, organized, and easy to access from one central location.
Fleet managers can check whether their drivers have valid drivers licenses and set reminders to renew them. They can also ensure that drivers have passed all medical exams.
Behavior Monitoring: Skilled drivers can help to reduce accident risks and save up to 12% on fleet costs.
Monitoring driver performance will undoubtedly make a difference. You can take immediate action if a driver is aggressive, tired, distracted, or otherwise acts in an unsafe manner.
An accelerometer is used by software to measure g-forces and analyze driving habits. A telematics device can be set up to provide feedback on driving parameters like acceleration, braking, and cornering.
Electronic Logs for Hours of Service: Electronic log devices (ELDs), which are attached to a vehicles engine, automatically record the drivers working hours - HOS.
The US ELD mandate, which went into effect in 2018, regulates the driving hours of commercial motor vehicle drivers. This law was enacted to improve road safety and to keep distracted or fatigued drivers off the road. Your E-log must satisfy all FMCSA requirements.
Shipment Management
The shipment management module oversees the fleets workflow, orders/delivery, and expenses. This reduces rework while increasing earnings.
Delivery Scheduling & Dispatch: Fleet companies require an FMS with strong scheduling and dispatch capabilities.
This will make dispatching more convenient and efficient. FMS enables fleets to complete more jobs by optimizing dispatch and increasing productivity.
Quotes and Rates Management: FMS is a tool that assists long-haul shippers in obtaining carrier rates and quotes.
Compliance Documents: FMS stores license and tax reports, fleet insurance, tax reports, and fuel transactions.
FMS also alerts you when a document is out of date or needs to be reviewed more closely. FMS automates the creation and filing of quarterly tax reports, simplifying fuel tax accounting and payment.
Cost Analysis: Aids in the management of expenses (cost registrations, fixed cost scheduling, cost/km, cost/hour ratios, and so on).
FMS makes administrative tasks easier. FMS also performs a cost analysis to provide a clear picture of your spending. FMS will monitor key metrics and compare them to industry benchmarks.
Managers can then use the results to reduce fleet expenses and implement cost management.
Cargo Optimization
This feature makes better use of resources and maximizes cargo space. FMS calculates the maximum load a vehicle can transport by considering the volume, weight, and dimensions.
This is especially true when shipping less than a truckload (LTL).
Fleet managers can use load optimization software and GPS tracking to find the most fuel-efficient loads for each truck in their fleet size.
Inventory Functionality
Inventory control capabilities include the ability to record, track, cost, cycle count, cycle count, automatic reordering, and automatic reordering.
This increases vehicle availability and decreases downtime. Inventory optimization and demand forecasting are basic features.
In addition, they offer a lot of traceability, reporting, analysis, and reporting. Shipment management is also a speciality of logistics management systems (LMSs).
Our dedicated article explains how LMS improves order fulfillment.
Security and Safety Features
Remote monitoring, vehicle theft alerts, emergency roadside assistance, and vehicle theft alerts are all features that safety management tools can provide to protect your vehicle and driver.
Fleet companies can protect themselves from fraudulent claims by tracking a drivers speed, arrival time, and other details.
Road Hazard Alert: Alerting keeps drivers up-to-date about the roads condition, weather conditions, and any last-minute changes to the route.
These services notify drivers automatically when they approach potential road weather hazards.
Remote Control: Vehicular controls allow tracking and gradual reduction of asset speed. This is especially useful when retrieving stolen vehicles.
Reporting and Accident Detection: If a driver is involved in an accident, fleet accident management software can collect the necessary data from the scene.
This allows for more claims support, repairs, and risk management. Fleet managers can monitor the progress of an accident and the cost of repairs. In addition, the software can analyze accidents and generate reports on potential risks and driver training requirements.
Roadside Assistance: Fleet drivers can ask for assistance via their telematics device, which has an integrated roadside assistance system.
This sends a request for service to the nearest provider and ensures a prompt response. The driver can track the vehicle as it drives to its location.
Dash Camera: A dash cam automatically takes photos, videos, and panorama thumbnail views. It can also record the entire event.
All events can be recorded using a dash cam integrated with telematics to provide visibility into driver behavior and incidents.
What Trends are Happening in the Fleet Management Industry?

The fleet management industry is transitioning into the Internet of Things era by implementing more efficient methods of driver-vehicle communications and vehicle-to-infrastructure connectivity.
Telematics will soon be standard equipment. As data volumes increase, a more sophisticated approach will be required. Prescriptive and predictive analytics are just two examples.
Behaviour Monitoring Solutions: More apps that provide driver scorecards will be created. The ability to track and measure driver behavior will improve decision-making and reduce safety and productivity costs.
Video analytics will be a hot trend in the industry this year. This technology necessitates GPS and 4G onboard computers, G-sensors, and IP cameras.
It can help reduce accidents and wasteful activities such as fuel consumption.
Cloud Computing: can offer a variety of benefits to FMS.
- Higher levels of data integration and system integration
- Highly customized solutions for fleet managers
- Increased data download speeds
- More mobile-centric operations
- Remote processing enhanced for fleet-related transactions and data.
Advanced Driver Assistance Systems (ADAS): are systems that use AI, deep learning and machine vision technologies.
It is expected that ADAS will continue to improve, which will lead to safer road usage.
One of the most recent innovations in this field is predictive maintenance. Predictive maintenance employs the vehicles onboard sensors to predict when repairs are required.
It can work with preventative maintenance systems that track maintenance tasks by date and mileage, hours, fuel consumption, or fuel consumption.
Business Intelligence: Intelligent analytics, based on historical trends and internal/external data, allows you to identify areas where money can be saved in fleet operations.
Autonomous vehicles: will increase efficiency by enabling self-driving capability. The vehicles will also improve road safety by incorporating car technologies such as forward collision avoidance.
Environment-friendly Logistics: As environmental consciousness takes new turns, fuel-saving measures have been increased.
Routing software is essential to avoid fuel loss.
More Mobile Apps to Fleet Operations: Mobile devices will be the primary tools for managing fleet tasks, enabling drivers to communicate in real-time.
What Should Fleet Managers Look For In Fleet Management Software?

Fleet managers must use a cloud-based fleet management software system. The cloud allows data to be accessed 24 hours a day, seven days a week, from any device or location with an active Internet connection.
This is especially useful for fleet managers who may need to spend a lot of time in the field but still need to monitor the fleet.
When switching to fleet management software development or purchasing for the first time, a company should look for the following core functions:
- Automation Tools - Drivers and fleet managers can be notified via in-cab notifications and custom alerts of vehicle deviations, route changes and other poor driving behavior in real time.
- Data Insights - Having data is only one thing. It is vital to be able to understand data and make decisions. Artificial intelligence provides a way to create custom dashboards and reports that can be customized. This allows you to identify and plan for potential problems.
- Safety Analytics - Safety is an essential component of any fleet management platform. Knowing where your vehicles are located and how they are being used is crucial.
- Performance Measurement - Vehicle utilization and performance are two of the most important aspects of controlling fleet costs. Fleet management software can help you make the most of your fleet investment, from routine maintenance to spotting potential problems before they become serious.
Conclusion
Managing a fleet can be difficult, no matter how large it is. 75% of fleet managers use fleet management app development services or vehicle telematics to support their day-to-day operations, according to Government Fleets annual benchmarking study.
Through predictive analytics and precise reporting, fleet management software gives fleet managers real-time visibility into their operations while increasing driver satisfaction and decreasing fuel consumption.