MARCH 21, 2024

Top 5 fleet management software for small businesses

This curated list is a guide to the 5 top contenders in the fleet software provider market, offering detailed insights into their functionalities, fleet management software costs, and user-friendliness specifically for your small business. By the end of this article, small business owners will have a trusted resource to navigate the fleet management software landscape, helping them streamline operations, optimize fleet performance, and reduce fleet management costs.

Best Fleet Management Software
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Written by

Nupur Kapadia

Running a small business with a fleet of vehicles presents unique challenges. Optimizing routes, managing fuel efficiency, and ensuring driver safety become crucial aspects of daily operations. Vehicle management software streamlines these tasks, offering valuable features to gain control and improve efficiency.

Managing Your Small Business Fleet

When we say small businesses, we mean not just the number of vehicles but also the nature of their work. Small businesses with limited resources require cost-effective fleet solutions to manage their fleet operations efficiently. Businesses such as small construction, landscaping, plumbing, pest control, cleaning services, taxi and vehicle rental companies, and contractors can be categorized as small businesses.

Traditionally, managing vehicle maintenance for a small business fleet involved paper trails, manual scheduling, and relying on driver memory for service needs. This approach is prone to errors and inefficiencies. Fortunately, Vehicle Fleet Maintenance Software, also known as fleet maintenance software, offers a digital solution to streamline these processes. These software programs automate tasks like keeping track of vehicle maintenance, generating detailed fleet service logs, and creating automated reminders for upcoming maintenance schedules. This empowers you to take a proactive approach to vehicle upkeep, minimizing downtime and unexpected repairs. With features like centralized data storage and reporting functionalities, these software solutions make it easier to identify trends in vehicle performance and optimize maintenance strategies. When choosing a solution, explore offerings from various fleet management services providers and fleet software vendors. Carefully consider the specific needs of your business and fleet size to find the software that best complements your operations.

Requirements of a Small Business

Requirements of a Small Business
It is essential that the fleet software works for a business of your size and aligns with your goals. You must choose Fleet Maintenance Software depending on your company's size, the number, and the type of vehicles you need to track.

Some businesses may not require specific features like telematics, fuel card integration, and inventory management, and you certainly must avoid paying for what you don't use. They need a highly dependable fleet with minimum downtime and the ability to track all the expenses and run cost analysis of all the expenses that go towards their vehicles effectively.
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 This can be attained with features like preventive maintenance scheduling, vehicle inspection, fuel tracking, reporting, expense management, and others at a reasonable cost and better fleet software ROI.

How we analyze and select Fleet Management Software for Small Businesses

As mentioned above we looked at over 10- 15 top tools and softwares from the perspective of small businesses and the value it provides for the cost of implementing the software. We also looked the their user interface and ease of use which affects the adoption rate by actual users. We looked at user feedback and reviews on the popular sites and have collated these top 5 small fleet management softwares.

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$200/yr

For 10 vehicles

Simply Fleet is not just a fleet management solution, it's a cost-effective investment for small businesses. With its user-friendly interface and affordable price, it's the ideal choice for businesses with tight budget constraints.

With a track record of over 200 businesses relying on Simply Fleet to streamline their operations, you can be confident in its effectiveness. Consistently rated over 4.5 out of 5 stars on the trusted fleet solution review platform G2, Simply Fleet stands out for its user satisfaction and proven value, giving you peace of mind that you're making a reliable choice.

Best for:

Small & Moderate fleet, with a tight budget

Key Features

Key Features

Preventive Maintenance Scheduling:One of the key features of Simply Fleet is its preventive Maintenance Scheduling. It sends you maintenance alerts based on mileage or time intervals, ensuring your fleet stays healthy and on the road.

Key Features

Digital Inspections: You can use the mobile app to create checklists for routine vehicle inspections. Capture notes, photos, and inspector signatures for a paperless and organized system.

Key Features

Work Order Management: Issue work orders for repairs directly from the app.Track their progress.Receive notifications when they are completed.Work order logs help streamline communication with mechanics and track your vehicles' service history.

Key Features

Fuel Management: Log fuel purchases and track fuel efficiency to identify areas for significant cost savings and potential fuel misuse. With Simply Fleet's AI scan feature, quickly scan your receipt to create a fuel record and track expenses

Key Features

Trip and Daily Mileage Tracking: Automatically monitor individual vehicle trips and daily mileage, simplifying expense reporting and helping optimize routes

Having these features readily available on a mobile app allows for fleet management on the go, saving time and ensuring all necessary information is easily accessible from anywhere.

Pricing

Simply Fleet offers a freemium model, perfect for budget-minded businesses! You can sign up for free, no credit card needed, to manage up to 5 vehicles and access all essential functionalities. This model allows you to try before you buy. It also has paid monthly and yearly subscription plans offering additional discounts for larger fleets.

Free

$0.00

upto 5 vehicles

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Essential

$2

per vehicle/month

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Advanced

$4.00

per vehicle/month

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Simplify your fleet maintenance with an easy to adopt tool

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What customers say about Simply Fleet

Fleet management Success for small businesses
Fleet management Success for small businesses
Fleet management Success for small businesses

2. Fleetio

$480/yr

For 10 vehicles

Fleetio is a cloud-based fleet management software that allows businesses to manage their vehicle fleets efficiently. 

It offers a range of features that include maintenance tracking, fuel management, asset management, and driver management. Fleetio also provides real-time reporting and analytics to help fleet managers make informed decisions. 

Best for:

Medium fleet, moderate needs & moderate budget

Pros

Pros:

  • Fleetio offers a broader range of features, which may be important for larger fleets or those with more complex needs
  • Easy to use and intuitive interface.
  • Integrates with popular fuel cards and GPS tracking systems.
  • Good customer support
Cons

Cons:

  • Fleetio doesn't offer a Free pricing plan. Also apart from the essential plan, all other plans need a yearly commitment, which would be challenging for smaller fleets with budget constraints
  • Fleetio's platform might have a steeper learning curve due to the broader range of features and can be overwhelming

Pricing

Fleetio offers tiered subscription plans that scale with the size of your fleet. There's no free plan, but the starting price point is low at $4 per vehicle/month (billed annually).  
Higher tiers, priced at $7 and $10 per vehicle/month (billed annually), unlock additional features such as unlimited custom fields, service task management, and tire tracking.
However, it's important to note that these plans may be relatively costlier for small businesses with 15-30 vehicles.
For instance, the Essential plan for a fleet of 15 vehicles costs $75 per month or $720 annually. It's worth mentioning that, despite the monthly display, Fleetio charges fees on an annual basis during the purchase. 

3. AUTOsist

$600/yr

For 10 vehicles

AUTOsist is a web-based fleet management software designed to help businesses manage their vehicle fleet and maintenance operations. Its features include vehicle tracking, maintenance scheduling, expense tracking, and fuel tracking. 

It offers a range of features that include maintenance tracking, fuel management, asset management, and driver management. Fleetio also provides real-time reporting and analytics to help fleet managers make informed decisions. 

Best for:

Small & Medium fleet, moderate needs & moderate budget

Pros

Pros:

  • All basic fleet management like fuel, services, maintenance reminders, and work orders are available in the lowest plan at $6 a vehicle per month
  • Easy to use and intuitive interface.
  • Integrates with popular fuel cards and GPS tracking systems.
  • Good customer support
Cons

Cons:

  • The web application could be more intuitive than other competitors. A more modern and user-friendly interface could enhance the overall experience.
  • No GPS¬†integration options available to other popular softwares
  • Setting up data within the application can be cumbersome, potentially slowing down the initial implementation process.

Pricing

AUTOsist comes with a 14-day trial period after which you could choose a Basic plan starting at $5/vehicle/mo (billed annually), while the Premium plan costs $27/vehicle/mo and $54 with safety cameras. Despite its competitiveness, the pricing may pose challenges for small businesses with fewer than 30 vehicles.
For instance, with the Basic plan, AUTOsist charges $90 monthly or $900 per year for managing just 15 vehicles.
Moreover, the Premium plan necessitates a minimum fleet size of 5 vehicles, and the Basic plan comes with a minimum purchase cost of $59.

4. Geotab

$3600/yr

For 10 vehicles

Geotab is a leading telematics company that helps businesses improve their operations and save money. 

Geotab's offerings include features such as scheduling vehicle maintenance reminders, providing visibility into fuel consumption, and driver start and end times to simplify payroll. Additionally, Geotab's solutions create safer drivers and reduce collisions.

Best for:

Medium to Large fleet, complex needs & high budget

Pros

Pros:

  • Reviewers appreciate Geotab's ability to grow with their businesses, accommodating larger fleets and evolving needs.
  • The open API allows for customization and integration with other systems, a major advantage for businesses seeking a flexible solution.
  • Geotab's data analysis tools are praised for providing valuable insights to optimize fleet performance and reduce costs.
Cons

Cons:

  • Some reviewers mention a steeper learning curve due to the wider range of features compared to simpler solutions. This might require more training for users.
  • Device is sold via third party, device malfunctions and may need frequent maintenance

Pricing

The cost of acquiring this fleet management system can vary depending on the type of arrangement. Buying to own a hardware unit may cost around $80 to $120 per unit, whereas renting both hardware and software from a third-party service may cost between $30 to $40 /vehicle/mo. It offers free installation and a demonstration but does not have a free trial.
Additionally, the company requires a minimum of a three-year contract commitment and provides a 15-day notice of cancellation, which is less than the 30-day notice period usually required by most fleet management services.

5. Driveroo

$600/yr

For 10 vehicles

Driveroo is a fleet management software solution that helps companies track the condition of their vehicles and equipment, and ensures that they are safe and roadworthy.

It offers a range of features that include maintenance tracking, fuel management, asset management, and driver management. Fleetio also provides real-time reporting and analytics to help fleet managers make informed decisions. 

Best for:

Medium fleet, moderate needs & moderate budget

Pros

Pros:

  • Driveroo simplifies maintaining compliance with safety regulations by providing digital inspection forms and automating tasks,
  • Driveroo facilitates scheduling and tracking maintenance tasks, leading to preventive maintenance
Cons

Cons:

  • Without a free trial, it's difficult to assess the user interface, workflow, and overall fit for your specific needs.
  • Most basic fleet maintenance and management tools like preventive maintenance, fuel management is only available in the higher version of Pro Package starting at $7 per asset/mo
  • Some users have mentioned that there are too many features and it can get overwhelming
  • Some users have mentioned a learning curve when initially setting up the software with custom graphics and processes.

Pricing

Driveroo offers tiered pricing for its fleet management software. The Reveal plan starts at $5 per asset per month. This basic plan focuses on inspections, providing features like visual inspection technology, digital inspection reports, and basic API access for integrating with other software.
If you need more functionalities for managing your fleet, the Pro plan bumps the price to $7 per asset per month.  This adds work order creation and tracking capabilities to streamline maintenance tasks, along with the ability to generate up to five custom reports for deeper insights into your fleet's health.

Conclusion

Choosing the right fleet management software can be overwhelming for small businesses.  While several solutions offer robust features,  Simply Fleet emerges as the best bet for many due to its unique combination of affordability, user-friendliness, and core functionalities.

Here's why Simply Fleet stands out:
Budget-Conscious:
Starting at $2.5 per vehicle per month, it's a cost-effective solution, especially with a free plan for up to 5 vehicles. Tight budgets don't have to limit essential fleet management.
‚ÄćUser-Friendly Interface: Compared to some competitors, Simply Fleet offers a more intuitive and easier-to-learn interface, minimizing the learning curve for busy small business owners.
Focus on Core Functionalities: Simply Fleet understands the needs of small businesses, providing essential features like vehicle & asset data tracking, fuel management, maintenance tracking, inspections and work orders without overwhelming users with complex functionalities.

For small businesses prioritizing affordability, user-friendliness, and core fleet management functionalities, Simply Fleet offers a compelling solution.  However, if your needs extend to real-time GPS tracking, advanced route optimization, or managing a large fleet, exploring other options like AUTOsist or Geotab might be necessary.

Ultimately, the best choice depends on your specific needs and budget. Consider factors like the number of vehicles, required features, budget constraints, and user comfort level with technology.  Take advantage of free trials when available to get a hands-on experience before making a decision.  For many small businesses seeking a budget-friendly and user-friendly solution to manage their fleet, Simply Fleet stands out as a top contender.

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