Best Fleet Management Software Of 2024

By Tamoghna Das, technical content Writer at SelectHub

Ever wished you had multiple avatars in different places to manage your fleet of vehicles at once? The solution is fleet management software. It offers you effortless fleet management and control. Say goodbye to daunting operations, manual tracking and logistical nightmares.

Unfortunately, the “one size fits all” approach doesn’t apply to tech solutions. This buyer’s guide will help you research and find the right tool to support your fleet operations.

Executive Summary

• Fleet management software is an all-in-one platform that helps fleet managers track their fleets, equipment and drivers.
• Key features include dispatching and scheduling, routing, reporting and alerting, and employee and fuel management.
• Current and upcoming industry trends include telematics, AI and ML integration, and autonomous fleets.
• Prepare a list of questions you may want to ask vendors to clear any underlying doubts before you finalize a purchase.

What Is Fleet Management Software?

Fleet management software is a specialized all-in-one platform that helps fleet managers monitor inventory and shipments, streamline operations, optimize routing and dispatch, and minimize risk. The solution uses the global positioning system (GPS) to track and monitor vehicles and ensure optimal resource utilization.

Depending on your specific system or plan, standard features include vehicle tracking, vehicle dashcams, HOS, ELD, fleet, inventory, asset and project management, and safety and compliance.

Analytics is another vital offering that provides in-depth insights and tools. You can leverage data to gauge performance based on set KPIs and drive quantifiable success.

You shouldn't confuse fleet management software with fleet maintenance software. They might sound similar, but they’re distinctly different. While the former focuses on management and operations, the latter tracks the vehicle's health and repair issues.

Businesses relying on vehicles and assets can streamline staff workflows and boost operational efficiencies. Logistics service providers, fleet owners and truck operators primarily use fleet management software. However, eCommerce, courier services, retail and food delivery chains can also use these solutions.

Deployment Methods

The type of deployment is an essential factor when selecting a fleet management solution. The key distinctions are data storage, hosting methods and pricing models that vary accordingly. Current industry trends show that cloud-based models hold several advantages over their on-premise counterparts.

However, as businesses vary in operations, size and requirements, on-premise solutions can be more suitable for specific enterprises. Here’s everything you need to know about the deployment strategies available in the market to make an informed decision.

Cloud-Based

This deployment model requires you to host the software in a cloud platform and access it via the Internet. You don’t need to install any software module locally to use it. In most cases, the software vendor handles updates, maintenance and infrastructure development.

Generally, cloud-based software comes with a monthly or annual subscription model that includes support, maintenance and upgrades. Additionally, vendors may charge an upfront fee to support training and implementation; however, these charges are much less than on-premise models.

Additionally several vendors have launched mobile apps for their software for smartphones and tablets. Users can send real-time location updates on the go, streamlining communication and reporting.

On-Premise

In this model, you can install the software on the organization’s computing infrastructure or local servers. Unlike cloud-based models, your organization has to manage the software’s security, maintenance, updates and hardware requirements. This method typically requires more IT resources but offers greater control and customization.

Brace yourself to pay a hefty amount upfront, as this approach involves paying for infrastructure, hardware and software licenses. You may also have to regularly pay a certain percentage of license cost for support and overall maintenance.

Depending upon the complexity of the solution and your present human resources, you may require IT staff for support and maintenance.

Hybrid Cloud

If you are still stuck deciding which one to proceed with, you can go for a hybrid cloud approach. This way, you can have the best of both worlds without choosing a specific deployment model.

It manages some sensitive modules locally for data security and compliance and others on the cloud for scalability and better access.

Primary Benefits

Here are the top advantages of implementing a fleet management solution in your organization:

Optimize Operations

Fleet management software improves operational efficiency by ensuring better resource utilization, improving time management and reducing fuel wastage. It also automates reporting, alerts, time card creation and most day-to-day activities.

One of the most important advantages is constant communication between drivers and fleet managers. It ensures seamless interaction with all stakeholders for smooth operations and reduced downtimes. Data-centric reports also help you make informed decisions about operational intricacies.

Improve Routing, Navigation and Productivity

Plan the best routes in advance without manual intervention. Allows rerouting on the road according to changes in order schedules, weather and traffic updates. Smart automation and other technologies enable automatic order scheduling, which boosts flexibility and increases deliveries.

Navigation features provide drivers with turn-by-turn directions, best routes and traffic updates in real time. With access to fuel station points, toll locations and ETAs, these tools help optimize routes while carrying cargo or passengers.

Increase Customer Satisfaction

Ensuring best-in-business customer experience not only helps you retain customers but also boosts your business reputation. You can automate feedback analysis and complaint resolution. Fleet management solutions offer key metrics, including order information, dispatch ETAs, driver details and a live map view.

Fleet administrators and managers can use this information to optimize delivery schedules with better coordination and route planning, which leads to quicker services.

Promote Safety and Reduce Costs

The safety and security of your drivers and fleets is a crucial element of the well-being and profitability of your business. Vehicle breakdowns and accidents can cause order delays, while poor maintenance leaves you with fewer working vehicles. Fleet management software continuously monitors driver behavior and vehicle health to avoid foreseeable faults.

Save on unnecessary insurance claims, fuel charges and maintenance expenses using fleet management tools. Vehicle dashcams provide accurate collision descriptions and act as conclusive proof to mitigate false claims. Video footage helps coach drivers based on their behavior and issues.

Maximize Fuel Efficiency

Fuel costs contribute a major chunk to your fleet’s operating costs. To maximize profits, you must reduce fuel wastage and implement best driving practices.

Fleet management software can help you by identifying driver behavior, vehicle idling, overspeeding and poor route planning. Monitoring and analyzing these metrics can optimize expenses and maximize fuel efficiency.

Minimize Insurance Costs

By reducing the number of accidents, you can automatically lower your fleet’s insurance costs. Whether your business is multinational or local, reducing extra expenses can greatly impact your profitability. Fleet management software helps minimize the probability of accidents and push your company toward maximum profitability.

Implementation Goals

Fleet management software goes beyond scheduling routes and tracking drivers and vehicles. It is an essential tool that impacts your fleet operations. The right system can help you achieve the following goals:

Basic Features & Functionality

There are multiple fleet management solutions available online. Here are some core functionalities you can look out for to solve the pain points of your businesses. However, some desirable fleet management software may not include one or a few of these features.

Advanced Features & Functionality

Once you’ve decided on the basic features, it’s time to analyze all the complex functionalities delivered by modern solutions. Like the essential functions, you can ask vendors if these advanced features are a part of their fleet management software.

Current & Upcoming Trends

Artificial Intelligence & Machine Learning

Parallel with other technological disruptions, AI and its applications, like computer-based display systems, automated communication and machine learning, empower fleet operations. AI assists in several fleet management areas, such as live tracking, dispatch and routing, driver management, and fleet service.

Analytics and real-time reporting are other helpful features that AI brings to the table. Integrated data collected using AI with predictive analytics drives business intelligence and results in informed decisions.

Autonomous Fleets

Driverless autonomous fleets are rapidly gaining popularity in the past couple of years. Companies are increasingly implementing autonomous vehicle driver training programs. Although fully automated vehicles are still a few years away, you simply can’t ignore this trend anymore.

Fleet management software will be critical in managing autonomous fleets and ensuring minimum errors. This can significantly reduce accident and breakdown costs for your fleet business.

Telematics

The use of telematics in the fleet management industry has grown rapidly in the last couple of years. It provides fleet managers with live video footage for better visibility, prevents false alerts, and improves driver and vehicle safety. It also offers insurance assessments, maintenance updates and instructional updates on driving.

We expect telematics to thrive in the next few years. Additionally, AI is making notable advancements in various telematics domains, including asset management, predictive maintenance and inventory management.

Software Comparison Strategy

We understand that selecting the best fleet management software from an array of vendors in the market can be daunting. However, the comparison parameters mentioned below will help you select the best fit for your organization.

Geofencing Capabilities

Geofencing is an unavoidable feature that you must look for in your software. It ensures remote employees can join work from different business locations and allows fleet managers to keep track of the geographical boundaries of fleets during duty hours.

Fuel Card

If you’re a fleet manager and want to keep your fuel costs in check, your best bet is a fuel card. It allows drivers to pay for fuel digitally and helps you keep track of expenses.

Communication Modules

One of the most crucial things in managing your fleet operations is maintaining constant communication with your drivers and staying on top of performance issues. Ensure that the best communication modules, like hands-free, are integrated into your software.

While you are at it, make sure your software evaluation strategy includes features like simple integration with back-office systems, automated reporting, and easy-to-use user interface and dashboards. Mobile app support for Android and iOS devices is a great add-on. Follow the steps mentioned below for an effective software selection process.

Step 1: Define Your Requirements

As companies differ in operations, sizes and several other areas, your set of requirements will vary from your competitors. Analyze and audit your system’s current fleet management activities and identify the scope of improvement.

Based on your requirements, you can create two lists of features or goals of implementation — important and good to have. While you brainstorm to prepare this list, it’s advisable to keep stakeholders and IT staff in the loop.

Step 2: Shortlist Vendors

Based on the primary and not-so-important features list you have established, you should be able to create a list of vendors that could be a good match. Other than features, it's necessary to keep in mind the customer services, implementation support and deployment options those vendors provide. At this stage, you should also allocate a budget for the expected purchase.

Step 3: Reach Out to Vendors

Once you have a list of vendors that offer solutions most suitable to your objectives, it’s time to contact them. Explain your implementation goals and any additional requirements to them. You can also ask about the scope of customization that they are willing to provide.

It's a good idea to request a demo and free trial. You can expect a free trial of 14 to 30 days from some software providers. Finally, request a price quotation for a fair comparison.

Step 4: Conduct Final Evaluation

Lastly, narrow down your search to three to five vendors. You can ask them for references of their previous and current clients, preferably from your industry and of the same company size. Reach out to the clients and ask for their feedback and suggestions regarding the solution.

Cost & Pricing Considerations

Pricing is one of the essential factors you need to consider while curating a list of the best fleet management tools. It generally depends on customization, company size, implementation and the type of deployment. Fleet management vendors typically have a vehicle-based pricing model; however, some charge on a per-user basis.

Most software vendors in the market charge on a monthly basis. Fleet management software may cost you somewhere between $14 to $500 per month, depending on features and how many vehicles you have in your fleet.

The average cost for a fleet consisting of 10 to 15 vehicles for one year is around $3500 to $6500 per month.

You can consider the size of operations or the number of vehicles to arrive at a solution that’s easy on your budget. Also, note that premium or enterprise products cost more as they may offer additional tools, such as weather display, map integration, dedicated user support and white labeling.

You also need to understand that there is a lot more to the total besides the software price. The complete cost breakdown may involve:

• Set-Up Expenses: Includes the cost of initial installation and deployment of the system.
• Configuration Costs: Involves additional changes required to match specific organizational requirements.
• Analytics: You may need to export, collate and import any existing vehicle and equipment data to the new software.
• Employee Training: Employees might need additional training to use and adapt to the toolset. The level of training may vary depending on the extensive features and ease of usability offered by the solution.
• Support: Support services for your customers, clients, and in-office and on-field employees can add additional costs.

While comparing, evaluate and consider all these factors to arrive at the total cost for the solutions.

Questions To Ask Yourself

To determine the most compelling solution for your business, you first need to ask and discuss several questions with internal stakeholders.

• How many employees will use the software?
• What do we want to improve with the software?
• What are the top non-negotiable requirements for our organization?
• Do we have the technical support needed to maintain the system?
• What kind of training do our employees need?

Questions To Ask Vendors

By this stage, you should have picked three to five vendors, among whom you’ll make your final selection. Be ready with a handful of insightful questions about the product features and the vendor. You can use these questions as a starting point for conversations with vendors:

About the Software

• Which software integrations does the fleet management solution offer?
• Is it compatible with my current modules?
• What are the core features of the software?
• Does the package include an integrated ELD solution?
• What kind of automation does the software provide?

About the Vendor

• Do you provide any help in adopting and implementing the solution?
• What is the level of support and training assistance available for our employees and customers?
• Could you share references of those within my industry using the solution?
• Do you offer any tracking hardware?
• Do you allow customizations according to company-specific requirements?

Next Steps

Investing in appropriate fleet management software is the first step toward running a successful fleet business. Start by evaluating your business needs, company strength and software budget. You can also discuss with your peers or go through online reviews to get more information on the best solutions.

If you’re ready to get started, here’s our free comparison report of the top business leaders. It includes their modules, features, reviews and more to help you find the right fit. Good luck!

Product Comparisons

• Verizon Connect vs. Azuga
• Samsara vs. Azuga
• Geotab vs. Azuga
• Samsara vs. Geotab
• Samsara vs. Fleet Complete
• Geotab vs. Fleet Complete
• Geotab vs. Verizon Connect

Additional Resources

• Top Fleet Management Software Features
• What Is Telematics?