Automated: Digital Driver Logbook

Is the team still writing or can we drive to the next task location?

An electronic logbook automatically documents every trip and records it in a tamper-evident way in a logbook, which in this case is a database system. The tracker, also called a telematics system or telematics box, works in every car. Trips are detected by turning the ignition on and off. The OBD connector is simply plugged into the OBD diagnostic socket. All trips and visits are automatically documented: arrival and departure times, distance traveled, and length of stay.

AREALCONTROL's electronic logbook has been in use by hundreds of companies and thousands of vehicles since 2008 and is regularly recognized by the tax office. The logbook(s) in large fleets and vehicle pools can be clearly created, supplemented, and saved as a PDF download. The records of all trips can be conveniently managed in the online portal. The tax savings resulting from taxing the non-cash benefit at the flat rate of 1% range from €1,800 to over €5,000, depending on personal income, tax rate, and the list price of the company car.

A smart, digital, electronic logbook is a very good foundation for optimizing, digitizing, and automating operational processes.

Fleet management is also supported digitally, including mileage, utilization rate, accidents, and history.

Ideal extension: ArealPilot 360° app for Android with PlanBoard in the portal for mobile order management, e.g., in the trades, facility management, and service fleets in many industries.

Tax Authorities | Data Protection | Works Council | GDPR compliant

Declaration of conformity | order processing | company agreement

Tax office: We are happy to issue you, as the manufacturer, with a declaration of conformity. Our electronic logbook (eFB) has been accepted in all properly managed fleets since 2008.

GDPR: Our customers include first-class companies, cooperatives, public corporations and hundreds of SMEs. A compliant agreement on order processing is a matter of course.

Works council + staff council: We are familiar with all relevant works agreements. We are happy to assist you with our experience.

Digital Logbook - FAQ

Is AREALCONTROL's digital logbook truly recognized by the tax office, and what evidence can I provide to my auditor?

Yes. As the manufacturer, we provide a declaration of conformity, and our digital logbook has passed hundreds of audits in Germany, Austria, Switzerland, and the Benelux countries since 2008. Our system automatically records the date, time, start/destination location, and the exact distance traveled, blocking each entry after the 7-day confirmation period. Because each trip is stored tamper-proof in the cloud, auditors accept it as tax-compliant proof. Continuous updates keep the logbook solution adapted to new tax laws and smartphone operating system versions, ensuring you remain future-proof without any additional effort.
We are happy to provide the legal basis, such as Federal Ministry of Finance decrees.

How much manual effort is required for drivers, and how is the traceability of the pool vehicles ensured?

An OBD connector (or a permanently installed telematics unit) triggers logging at startup. Stops, parking spaces, and trip types are recognized by the software, allowing the logbook to automatically populate the fields. Drivers can still manually edit details via phone or internet as needed—ideal for adding notes or correcting a purpose—but the tedious work is eliminated. With pool vehicles, users simply log in once via the mobile web app. This ties their ID to the vehicle and ensures full traceability without cards.

What tools does a fleet manager receive, and how affordable is the package?

In the portal, an intuitive dashboard displays current vehicles, pending confirmations, fuel data, and total mileage. With just one click, the fleet manager can export PDF, CSV, or DATEV files for the finance department. A REST interface transfers trips directly to TMS systems—eliminating duplicate entries and simplifying compliance documentation. Hardware is available starting at €129 per vehicle, and hosting starts at €14.95 per month. This regularly saves companies multiple times over in taxes and fleet costs, far exceeding the fee. Data is stored in Tier 3 centers compliant with ISO 27001. Each installation includes a GDPR processing agreement and best practice guidelines for works councils. Real-time mirroring of two data centers makes our private cloud solution disaster-proof.

What other advantages does the electronic logbook offer?

An electronic logbook enables simple and effortless management of master data. This includes, for example, contact details and important information about the respective driver. Vehicle data can also be found here. The web application is particularly convenient. All data can be accessed here thanks to the user-friendly application. A working internet connection is required. Since the system is not tied to a specific location, the data can be accessed anywhere and at any time. Furthermore, the data can also be edited directly in the program. In addition to basic data on drivers, vehicles, and the company, it is also possible to record mileage and fuel costs. This makes month-end analysis particularly quick and easy. An extension to comprehensive fleet management for large and medium-sized fleets is optionally available. This offers extensive automation of fleet and fleet management using AI (machine learning).

How are business and private trips differentiated, and what about pool fleets?

For permanent installation, which can also be removed without causing damage, a toggle switch is installed. Depending on the switch position, it is either a private trip without GPS data, but with the mileage, or a business trip. The intelligent OBD solution ensures cost-minimized rollouts. It also includes the booking tool for pool vehicles, enabling an overview and GDPR-compliant operation of a vehicle pool. All users see only the trips they have made themselves. The occupancy plan is clearly presented in a calendar view. It couldn't be easier! Additional features such as accident/crash sensors are included, as well as alarm notifications to any recipient via email or SMS.

Could the electronic logbook be the start of digitizing the entire fleet?

Yes, definitely! Even with the OBD system, error messages can be detected in the vehicle and real-time data from the vehicle can be obtained online. Our event-driven programming immediately detects when action or maintenance is required. This data is displayed clearly and highlighted in color on the fleet management dashboard. Upcoming inspections, MOT/ASU inspections, Tax, insurance, leasing, and tire change appointments can be automatically scheduled with your dealerships and workshop partners. The portal automatically informs all parties involved via email or push notifications via the app.

The ultimate challenge is automated planning and route optimization with order and workflow management for the technical field service. This is where the ArealPilot 360° app comes into play, offering extensive options, including chat, messaging, documents, pre-departure checks, and delivery tours with barcode scanning. All of this is already a reality for many of our customers.

If you've read this far, then you should definitely contact us. Non-binding, but professional. Access our expertise!