Technology is revolutionizing every aspect of the global economy and combating disruptions brought on by the pandemic. Companies that deal in fleet operations can stay agile in the face of adversity with cutting-edge fleet management software features.

From GPS-powered vehicle tracking to maintenance scheduling, a fleet management tool can help take care of it all. Whether you are here to gain more information on fleet management software features or planning to invest in a solution, it’s imperative to focus on the key functionalities of a fleet management tool.
This Article Covers:

• What Is Fleet Management Software?
• Primary Benefits
• Key Features
• Questions for Software Vendors

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What Is Fleet Management Software?

Fleet management solutions use technology like GPS, geofencing, AI, machine learning and predictive analytics to help businesses run smoothly and boost productivity. Some common fleet management features include fraud reduction, digital transformation, tax compliance and reporting, route optimization and tracking.

We’ll discuss more features in detail later, but first, let’s do a quick run-through of the benefits of a fleet management system.

Primary Benefits

Adopting a fleet management tool can solve numerous challenges and enhance your daily operations:

• Lower fleet labor expenses.
• Eliminate vehicle theft and facilitate quick recoveries.
• Reduce maintenance expenditure.
• Enhance customer experiences.
• Improve driver safety and retention.
• Reduce fuel expenses.
• Avoid unnecessary manual administration.
• Boost business profitability.
• Optimize driver and employee productivity.

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Key Features

Now that you understand fleet management systems better, let’s delve deeper into some crucial fleet management software features.

1. Fleet Vehicle Tracking

Real-time visibility is essential for prompt decision-making. GPS support through cellular or satellite technology lets fleet administrators track vehicles, equipment and inventory.

Modern solutions go one step further and offer turn-by-turn and dot-based location map charting.

A dashboard view of fleet vehicle tracking.

Ideally, fleet vendors provide hardware trackers and devices that require one-time installation with the asset you intend to track. Once installed, the device integrates with a professional telematics system that offers accurate insights about its location. Sensors can detect open doors while driving, fuel and engine oil levels, and other pre-set aspects.

You can track after-hours usage or use geofencing alerts and alarms to get notified if a vehicle crosses a geofenced area. Here are some valuable insights on how you can utilize geofencing to boost your fleet’s efficiency.

• Customizable Alerts
• Real-Time Location Tracking
• Route Optimization, Re-Routing and Scheduling
• HOS Tracking

2. Fuel Management

As a fleet manager, efficient fuel consumption is one of your top priorities. Fuel cost constitutes a significant part of overall expenses and can lead to financial challenges if not kept under control. Fleet management systems can help you monitor fuel levels in real time. This visibility gives you in-depth insight into the time and duration of refueling and drains.

You can also identify thefts, fuel leaks and frauds while setting up alarms to warn drivers.

The state government has released new regulations on vehicle fuel economy standards.

As per the US Department of Transportation, “The new Corporate Average Fuel Economy standards require an industry-wide fleet average of approximately 49 mpg for passenger cars and light trucks in model year 2026, the strongest cost savings and fuel efficiency standards to date. The new standards will increase fuel efficiency 8% annually for model years 2024-2025 and 10% annually for model year 2026.”

• Fuel Cost Management
• Fuel Leakage Alerts
• Fuel Fraud Detection
• Automated Fuel Reporting
• International Fuel Tax Reporting

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3. Fleet Maintenance

Fleet maintenance is essential to successful operations. It optimizes fleet performance, reduces labor costs, maximizes ROI, and extends asset lifespan and resale value. The system identifies and notifies the driver and fleet administrators in case of vehicle malfunctions.

A dashboard reflecting fleet fitness and incident count.

Repairs and malfunction insight allow you to act on issues before they turn into major problems or cause accidents. The tools share automated reminders for routine checks and maintenance schedules that are evenly spaced between duty hours and break times.

Receive notifications about vehicles and equipment that drain resources for frequent repairs and part replacements. It enables you to right-size your fleet and sell off vehicles that harm efficiency.

• Vehicle Service Scheduling
• Predictive Maintenance Checks
• Service Reminders and Alerts
• Fleet Maintenance Reports

4. Alerts and Notifications

Customizable alerts are another must-have feature. You can custom set alerts, text and frequency while scheduling notifications whenever you need a reminder. You also receive live updates about driving behavior and performance.

Prompt alerts help identify risky driving practices and eliminate them. For instance, you can set an alert for disoriented driving behavior that notifies you if a driver is drowsy on the road.

Other vital alerts can be odd-hour driving (say, from 10:00 p.m. to 8 a.m.), long idle times, sharp turns, risky overtaking and speeding.

• Instant Messaging
• Driver Performance
• Vehicle Alerts

5. Driver Behavior, Performance and Retention

Driver management capabilities tackle tedious administration tasks and analyze driver behavior and performance in quantifiable figures. This fleet management software feature assists you in establishing precious KPIs, SLA and other metrics relevant to your business operations.

A comprehensive view of distance traveled, driver details and a scoreboard.

Typically, driver management features include an earnings calculator, RBAC (role-based access control), and driver and delivery scheduling. Fleet managers can chalk out customizable driver training programs using real-time dashcam footage and driver reports.

Advanced tools help streamline and optimize operations with performance and payroll management.

• Electronic Logging Device (ELD) Capabilities
• Driver Behavior Monitoring
• Centralized Dashboard View with RBAC
• Automated Scheduling, Dispatch and Payroll Processing

6. Fleet Alarms

Having fleet alarms is important if you want to cultivate a stress-free fleet and stay on top of productivity challenges. They can help you take proactive control of problems before they turn into major issues.

You can use alarms that connect with temperature sensors to maintain appropriate temperature and humidity levels for perishable and sensitive cargo. Keep customers happy with timely services and cargo that stays within appropriate conditions and temperatures.

• Smoke and Carbon Monoxide Detection
• Temperature and Humidity Control
• Fire/Spillage Support

7. Full Integration and Scalability

If you are already using a handful of tools and technologies, choosing fleet management software that offers seamless integration is a must. Ideally, you’d want a system that integrates with CRM tools for single-dashboard access to your customer contacts from anywhere.

Your solution should integrate with your existing HR, performance, time and attendance, TMS and supply chain management software. Consolidating all of your insights and capabilities gives you greater control over decision-making.

A solution you adopt today should be able to serve you two years down the line. Choose a vendor that offers robust customization, preferably on-demand. This level of scalability helps your business expand its locations, users, orders, fleets and drivers.

• Integrated Fuel Level Sensors
• Dash Cams
• Integrated In-vehicle and Road-Facing Cameras
• Fleet and Contractor Onboarding

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8. Machine Learning

In this fast-paced modern world, businesses have to stay on their toes and correct missteps as soon as possible.

You can use machine learning with historical data to track vehicle uploading, traveling and dispatch durations. With a detailed understanding of specific tasks that take the longest and their underlying challenges, you can bring more efficiency into your operations.

Data insights can help you understand the gaps within your fleet operations and bridge them. They help make informed decisions, speed up deliveries and enhance customer satisfaction with prompt deliveries and access to live dispatch status.

• Historical Insights
• Vehicle Status and Maintenance History
• Repair Predictions
• Task Automation

9. Trips and Mileage

Mileage tracking supports paperwork, compliance functions, your CSA score, tax filing and deduction calculations. It calculates mileage for individual vehicles and your fleet as a whole.

Fuel usage, fleet savings and safety reports.

To receive the complete benefits of IRS mileage deductions, you must have a clear record of the following:

• Trip purpose.
• Starting mileage.
• Ending mileage for every trip.
• Starting point.
• Destination.
• Date of trip.
• Toll charges and other trip-related expenditures.

• Documentation Retention
• Cloud-Based Mileage and Trip Data Access
• Fuel Expense, Receipt, Stop Location and Maintenance Receipt Logs

10. Digital Documentation

Electronic document management is a must-have feature. Digital documentation allows drivers to add, save, consolidate and share client/customer signatures, receipts, proof of delivery and other useful documents.

Managers and fleet administrators can centralize, update and share important documents while adding them to the system database. Not only does this capability allow you to safely store and manage documents, you can also refer, update and delete them as needed.

• Customer Detail Sharing
• Roles and Rights
• Data Import and Export
• Electronic Information Management
• Information Safety and Security

Needs Analysis

It’s extremely important to be aware of everything before going ahead with a vendor. Use these questions as a starting point for your discussions around the software and its capabilities.

• How accessible is the user interface?
• Can you name a few businesses that are currently using your system? Ask for contact details of past and current clients that have benefitted from the vendor.
• How scalable is your tool? Is it well-equipped to support operations in the coming months?
• What are your pricing models and billing cycle?
• What is the frequency of your updates? What training and support do you offer to get equipped with the addons?

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Bottom Line

Selecting the right set of fleet management software features can be daunting, especially with so many vendors to choose from. Start with preparing a requirements list and then check which vendors fit your needs.

Use our free requirements template to create the list of your requirements and jumpstart your selection process.

Did we miss out on any essential fleet management software features? Let us know in the comments below!