Fleet Maintenance Software vs. Manual Tracking: Why Digital is Better

Let’s do a quick overview of what a typical day looks like for a fleet manager. 

They start by taking inventory of the vehicles and carefully inspecting each for scratches, damages or any needed repairs. They document their findings with a pen and paper or an electronic device to ensure no detail is overlooked. 

They oversee repairs and ensure preventive maintenance to keep the fleet in good working condition. They define maintenance requirements and choose optimal maintenance methods for each vehicle. It also means creating a maintenance schedule and allocating resources for all vehicles. 

Now remember that all of these must be done within a specific budget. How does that sound? Hectic? Stressful? Prone to mistakes? Easily alterable? Does this always have to be the case? Do all fleet managers have to go through this hectic routine? Or, can they simplify their life by using fleet maintenance software? 

Well, keep reading to find out! 

Understanding Fleet Management and Maintenance 

Fleet management is every activity, process, and procedure that ensures that a fleet runs effectively within a specified budget. Fleet management begins with the purchase of a vehicle and ends with its disposal. 

Moreover, fleet maintenance also entails meeting compliance requirements and lowering operational costs. Effective fleet management will lead to reduced cost, better customer service, increased output and efficiency. 

That said, fleet maintenance can either be done by manual tracking or with maintenance software. 

Manual tracking involves direct input and active recording of management data. Did you know that manual management is not limited to pen and paper? Actively computing data into an e-document or spreadsheet is also manual management. 

Manual management and maintenance is time-consuming and reduces efficiency in the long run. It’s also prone to errors, which can lead to significant loss of time, energy and resources. This is where fleet maintenance software comes into the picture - a simple tool to minimise the potential chaos associated with manual tracking. 

Fleet Maintenance Software - Features, Pros and Cons

Fleet maintenance software provides an automated approach to fleet management. It keeps track of data, maintains records, allows easy computing and has automated systems for compliance and cost control.

Notable Features

The following are some of the features of fleet maintenance software:

GPS Tracking: A fleet manager can access the location, route and activities of every vehicle in the fleet. This feature allows for thorough inventory, monitoring and accountability of every driver. 

Automated Maintenance: Fleet maintenance software can be used to set reminders and automate maintenance for repairs. In most cases, the automation is based on mileage, time or general vehicle workload. They also send alerts in cases of damage or malfunctions. This software also helps keep track of past maintenance and repairs on each vehicle for future use. 

Fuel Monitoring: Vehicle maintenance software allows a fleet manager to track the fuel use of every vehicle. It provides real-time fuel analytics and also indicates leakages, making theft almost impossible.

Advantages of Using Fleet Management System

How about we check some advantages of fleet management software - ready? 

Reduced Cost: The best way to run a business or even a private fleet is to save costs. You sure don’t want to have to buy a new car engine when maintenance software could have notified you earlier of damage somewhere. The fleet maintenance software also helps to save costs by reducing the need for human labour in manual maintenance. 

Safety: Nobody wants to be characterised by accidents or casualties. Any fleet manager or owner knows that the importance of the safety of the fleet, drivers and passengers cannot be overemphasized. Features like the repair and damage alert can save one, two, or many lives! 

Comprehensive Reports and Analytics: Who doesn’t like to see how their money is being spent? The fleet maintenance software gives a comprehensive report on expenses made on the car. It also provides real-time analytics like the fuel quantity, mileage covered, route, etc. This is one of the best advantages - what’s better than having a good grasp of your fleet as an owner or manager in real time?

Disadvantages of Using Fleet Management Software

Despite these mind-blowing features and advantages, fleet maintenance software has its downsides. 

Implementation: Fleet maintenance software is, in most cases, high-end software that may be initially difficult to use. Many people may have difficulty setting up and integrating into the software.

Initial Cost: Fleet maintenance software is all-encompassing and well-equipped to meet every need of a fleet. Hence, they may not come cheap at the initial installation. 

Privacy: The GPS and real-time analytics feature on the software may raise privacy concerns amongst users. Drivers and passengers, as the case may be, of any of the vehicles may not be comfortable being tracked.

Conclusion

Owing to the seemingly tricky implementation and initial cost, many fleet managers shy away from employing the software management method.

However, there are top-rated fleet maintenance software brands that can take the concerns off your shoulders. Best believe that you can find the perfect package for your budget that is easy to implement and does not compromise on privacy. 

We are nearing 2025, no one uses manual methods to carry out business activities. If you’ve not moved your fleet management to fleet maintenance software, you know what to do already!