Managing a fleet, whether that’s a few vans or a nationwide network, can be complex. But with Fleet Management Made Simple’s software, you can keep track of all your company vehicles with ease. Thanks to an easy-to-use interface and in-depth insights, you can keep track of your fleet, improve operations, and save money. We cover everything from standard fuel cars and electric and hybrid, to vans and LCVs, get in touch to find out more about our fleet management services and what they mean for you.
Fleet management vs. Business leasing
Business leasing and fleet management are both key elements when it comes to implementing everyday transport for your company. But there is a difference.
- Business leasing is about getting vehicles
- Fleet management is about running and maintaining them efficiently once you have them
Business leasing is a financial agreement that allows companies to drive their chosen cars or vans more affordably, over a fixed term of about 2-5 years. Business leasing allows businesses to drive company cars or vans, without the cost that comes with buying outright. A business lease deal typically includes vehicle use, mileage limits, and maintenance coverage.
Fleet management is a solution that oversees a company’s vehicles. It’s used to enhance efficiency within the business, reduce costs and improve safety. Fleet management is a great choice for companies that have multiple cars or vans they need to keep track of. Fleet management takes care of tracking, maintenance, driver and compliance, including MOTs, tax and insurance.
Key features of fleet management
What should you expect when it comes to fleet management? Here are some of the key features:
- Flag warning system alerts: With our built-in reporting suite, you can stay up to date with any changes or actions required throughout your fleet. This includes repairs and maintenance, and can help to streamline reports such as your P11D report. You can export your reports quickly and easily to analyse the data further.
- Reporting suite: Our built-in reporting suite helps you manage your fleet more effectively. It’s user-friendly, so you can stay up to date with expenditure, repairs, maintenance, mileage reports and fines quickly and easily.
- Mileage management: Track and manage your fleet mileage more efficiently with our mileage overview, allowing you to detect patterns and minimise excessive costs. You’ll be able to generate predictive reporting and access historic data for improved fleet planning.
- Potential insurance savings: Using our fleet planning system, you may be able to negotiate lower insurance premiums by showcasing your commitment to safety and compliance.
Data security: Our fleet management platform adheres to the strictest privacy guidelines to ensure your data is protected at all times. Your fleet data is stored on premium, secure servers, ensuring maximum protection.
Benefits of modern fleet management
There are plenty of advantages that come with choosing to implement fleet management for your company, some of which include:
- Fleet maintenance and repairs: A fleet management system reduces the risk of unexpected downtime within your fleet and helps to extend the vehicle’s lifespan. You’ll also receive automated reminders of MOTs, servicing and renewals.
- Mileage management and cost control: This can help to reduce overall fuel costs through efficient planning and prevent over-mileage charges. With real-time tracking and forecasting, you can plan more effectively.
- Fuel efficiency: You can identify fuel wastage through data insights and optimise routes to reduce unnecessary mileage.
- Improved driver safety: Driver analysis also means you can encourage better driving behaviour, as well as tracking fines to avoid legal issues.
- Quick reporting and data: The user-friendly interface allows you to report from and export data, providing detailed insights you can use to your business’s advantage.
How fleet management works
Fleet management doesn’t need to be difficult. Find out more about how our fleet management works:
Initial fleet audit: The process begins with an audit of your existing fleet, should you have one, which allows us to import all relevant information into the system. This includes vehicle registrations, service history, MOT status, driver’s licences, and insurance details. This foundational step ensures accurate reporting and tracking from day one.
System setup: Once the above step is complete, we’ll tailor your new system to suit your company. We’ll set up custom alerts around MOTs, servicing and insurance. We’ll also define user roles, from fleet admins to finance managers, to ensure everyone has access to the system and can take care of their responsibilities.
Launch & onboarding: Once set up is complete, it’s time to onboard your team. We’ll provide training at all levels so the team is comfortable using the fleet dashboard, and drivers will then be asked to join the platform for mileage submissions, to view key dates, and log issues directly.
Ongoing use: Once your fleet management service is set up, you can view your fleet in real-time via the dashboard. From here, you can monitor your vehicle’s status, upcoming service events, fines and more. Alerts will be automated to ensure nothing is missed.
Review & optimisation: Our monthly reports mean you can review how your fleet is operating with ease. The insights from your fleet management platform will allow you to fine-tune your fleet strategy over time for a more efficient and cost-effective operation.
Who is fleet management for?
Whether you’re an SMB or you have over 50+ vehicles on the road, we’ve got you covered with a solution tailored to your business needs. Here are a few ways we can tailor fleet management systems to suit you:
SMBs (1-10 vehicles)
Small businesses are less likely to have a dedicated fleet manager, so access to user-friendly data is essential.
- A simple dashboard makes it easy to gain a clear view of all vehicle statuses, with no-nonsense interfaces for a clear view of what’s going on – without technical expertise.
- Automated reminders for MOTs, insurance and servicing help to avoid potentially expensive oversights and can also help to reduce admin work.
- We’ll get your business up quickly with minimal disruption so you can spend time on other important areas of the business.
Mid-Sized Fleets (10–50 Vehicles)
As fleet size grows, so does the complexity of managing costs, compliance, and performance, so here’s how we focus on fleet management for mid-sized fleets:
- Structured reporting means mid-sized businesses can generate monthly insights into mileage trends, as well as maintenance and fuel costs to help with decision-making.
- Linking existing tracking systems means you can monitor real-time vehicle location, driver behaviour, and route efficiency.
- Driver & Vehicle Monitoring allows you to track who’s driving what, flag risky driving, and optimise schedules or usage based on data.
Large Corporates (50+ vehicles)
Larger businesses must have strategic oversight and reporting so they can remain compliant and cost-effective.
- Full Compliance Management means companies can make sure all vehicles and drivers meet regulatory requirements, including licence checks, health and safety protocols, and real-time MOT/insurance tracking.
- Internal and external auditing tools allow large businesses to maintain records that support reviews and audits, which is crucial for sectors like logistics, construction, and public contracts.
- Streamline procurement with historical data and usage trends that support competitive vehicle tenders or leasing negotiations.
Electric and low-emission fleets
Many drivers, including business fleets, are making the switch to electric, plug-in hybrid and hybrid cars to reduce emissions and future-proof operations. If electric and low-emission fleets sound like an option for your business, here are a few ways fleet management can help:
- Mileage and charging: Monitor electric range usage, gain insights into charging behaviours and get smart alerts and reminders to set charging cycles so your fleet cars are always ready to use.
- Lower emissions: Track vehicle emissions across your fleet, and compare between ICE, PHEV and EV cars. For mid-sized to larger businesses, report on your sustainability targets and flag underperforming vehicles that need to be replaced.
Book a demo with Fleet Management Made Simple
Want to know more about how you can integrate fleet management into your business? Contact us on 01753 871 975 or Book a demo with Fleet Management Made Simple to see how it could change your fleet for the better.
FAQs
If you can’t find the answers to your questions above, read our FAQs for more information on fleet management for your business:
How can fleet management software help with the transition to electric vehicles (EVs)?
Fleet management software provides real-time data to help track costs and emissions, helping businesses make informed decisions about which vehicles to replace and when, and ensuring a smoother, data-led shift to cleaner transport.
What size fleet is your management system suitable for?
Our platform is fully scalable, whether you manage 2 vehicles or 200+. Small businesses benefit from simplified dashboards and time-saving alerts, while larger organisations gain access to powerful reporting tools, compliance tracking, and policy enforcement features tailored to their complexity.
What’s involved in setting up the system for our business?
Setup is straightforward: we begin with an initial fleet audit, importing your vehicle and driver data. We then configure custom alerts, assign user roles, and guide your team through onboarding. Drivers receive invites, and your fleet manager gets a live dashboard to start monitoring performance immediately.
How does your software help reduce operating costs?
Our system identifies cost-saving opportunities across mileage, maintenance, fuel, and vehicle utilisation. You’ll get predictive reports, alerts to avoid penalties, and insights into under- or over-used vehicles, helping you optimise routes, cut unnecessary spend, and make smarter leasing or replacement decisions.
