Fleet Management Software Comparison – What to Consider

Every company that has a fleet or a large number of company vehicles needs a functioning fleet management in order to be able to work economically.

In the form of fleet management software, digitalization offers  new opportunities to simplify processes and facilitate the daily work of fleet managers. – Provided that the software is tailored to the individual needs of the company, because the digital solutions on the market are equipped with different functions and have different characteristics. Some of them focus on smooth coordination and communication with drivers, while others focus  on vehicle management. Before purchasing software, the requirements should therefore be clearly defined in order to  be able to compare the available software solutions with each other at  the end.

Therefore, it is advisable to first create a requirement specification in which the fleet manager summarizes all requirements for the fleet. With a tailor-made  fleet software, the  fleet manager avoids manual errors, secures the legal basis and designs internal processes transparently and efficiently. Even if this step takes a little time at first, the work is worth it. A burden or duty aid serves as orientation in the entire search process. It gets to the heart of the various requirements of all parties involved and helps to evaluate the providers.

What does fleet management software do?

If you want to manage a vehicle fleet, you have to manage a large amount of data. The focus is on the collection and evaluation of fleet data. With the help of  fleet management software, for example, the fleet manager knows  where which vehicle is currently located and who is driving it. By accessing  the logbook, he learns in real time about difficulties on the routes and is informed about possible delays. Especially in the time-sensitive transport industry, this is crucial. Depending on the equipment, fleet management software can  also offer support in other areas, such as personnel administration, cost recording, compliance with official requirements or controlling. What a software solution can do in detail is explained in our article "What does a fleet management software do?" explained  in detail.

Criteria for vendor comparison of fleet management software

Even though the range of fleet management software offerings  is not as extensive as other IT solutions, there can be major differences between the individual providers. This is mainly due to the fact that it is a special area that requires optimally scaled solutions and must take into account the specific needs of B2B customers.

Which software is the right one depends on which functions and possibilities a company needs in order to be able to fully fulfill its tasks.

For example, the following criteria are relevant for a provider comparison:

  1. Web-based or local software solution
    Here you have to check whether it is a permanently installed software in the company or a pure web version, i.e. whether the software supports online and offline navigation. A combination certainly offers the highest level of comfort. You should also question whether there  are app solutions that can be used to keep employees up to date on the go and from different locations.
  2. Real-time GPS route monitoring
    For many companies, GPS route monitoring is  at the heart of good fleet management software. Above all, the answers to the questions "How is the data collected", "How is it subsequently analyzed" and "How convincing is the reporting" often decide on the evaluation of a fleet management software.
  3. Logbook function
    The electronic logbook is also one of the almost indispensable tools of fleet management software.
  4. Vehicle management
    Especially if the profitability of the fleet is to be evaluated, i.e. the utilization question is asked, in which one wants to know how stationary vehicles burden the company, a tool for vehicle management is needed.
  5. Repair overview
    An overview from which it can be seen which vehicles were repaired when, when inspections are due and whether there are abnormalities in individual vehicles can also be an important feature.
  6. Invoice Management
    This feature is often perceived as an extra, but is important in order to be able to evaluate the profitability of a fleet. Good software makes it possible, for example, to store and read out tank data and carry out repairs in order to identify cost guzzlers.
  7. Interface Compatibility API REST XML
    is often necessary  to link the data from the fleet management software with other data in order to facilitate certain workflows. This requires an interface that supports this function.

A careful fleet management software comparison is the first step in finding an optimal solution for internal fleet management. With the right software, the rising company costs can be kept in check and it makes the fleet manager's daily work easier.

Arealcontrol: Fleet management software for every fleet

We know that no two fleets are alike. That's why we offer digital, modular solutions for fleet management that respond to different needs and vehicle types. The  fleet management software from Arealcontrol offers a high degree of configuration capability and can thus organize, control and efficiently manage any vehicle fleet, whether cars, trucks, vans, construction, agricultural or forestry machines.

Let us advise you!