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How To Overcome Fuel Usability With Marine Fleet Management

Marine Fleet Management Systems are designed to track, monitor, analyze and report the overall performance of a fleet of vessels. The key performance indicators for operational efficiency and profitability of the fleet are effective fuel and engine management.


The consumption and usage of fuel in ships is the basic factor that has a direct impact on the operational efficiency of the fleet. Marine fleet management systems provide a clear and transparent understanding of fuel usage.

Marine Fleet Management System

The marine fleet management system is a specialized platform that automates the entire fleet operations from procurement of vessels and fuel, tracking of the fleet and accessing market information. The system analyzes individual vessel performance and overall marine fleet management performance.

The system allows the fleet managers to track the actual fuel usage and compare this with the work performed by each vessel. The system collates the information to provide an understanding of how efficiently the vessel uses the fuel. This data on fuel consumption forms the yardstick for assessment of the quantity of fuel that would be required for each vessel in the fleet for specific voyages.


The vessels are not equipped with any in-built gadget that can measure the level of fuel and the usage while sailing. The traditional manual methods of measuring fuel tank levels are impractical considering the large volumes of fuel used by the marine vessels. The inaccuracy of the data is another deterrent to using dipsticks and sounding for measurement of fuel levels.

The on-board system ensures that sensors are installed in the fuel tanks to continuously monitor the level of fuel when taken onboard. Gauges and flow meters are installed on the fuel transfer lines to measure the quantity of fuel taken in or off the vessel.

The system has the ability to monitor fuel burn rates for each engine and generator onboard the vessel. The fuel tank levels along with these burn rates provide the crew with a clear picture of the engine performance. This data will help them in making informed decisions to improve efficiency.

Monitoring Of Fuel Consumption

Factors impacting fuel usage

Vessel Idling: Fuel is consumed when the vessel is traveling and while idling at the ports. During idling, considerable fuel is burnt and causes pollution to the surrounding environment. The docking time at the ports can be optimized to reduce fuel usage.

Size and Load: The quantity of fuel consumed by the engines and generators at the port or starboard differs. The fuel levels consumed while transporting oil, cargo, passengers and other heavy material also differ. The fuel consumed depends on the ship size and the load transported. A standard rate of usage cannot be derived as the load impacts the fuel burnt.

Crew Usage: The fuel consumption is directly related to the way in which the vessel operator uses the engine’s throttle. The consumption varies with different sets of crews operating similar vessels and voyages.  

Speed: Vessel operators reduce engine speed to save on fuel. Reducing engine speed reduces the speed of the vessel. Fuel consumption drops at lower cruising speeds. Reducing vessel speed does not always guarantee lesser fuel usage as it is dependent on other engine parameters.

When vessel speeds are lowered the shipping time increases. The longer shipping times might affect the fleet’s viability in the delivery of goods that are time-sensitive.

Lowering speeds to increase fuel efficiency will result in the underutilization of engine capacity.  The engine will have to be modified to operate at lower speeds. This will involve adjustment of valves, fuel injection timing and change of mechanical components in the engine.

Hull Condition: The condition of the vessel’s hull and propulsion system impacts the fuel consumed. Weather conditions like winds and currents put pressure on the engine’s performance. A workflow calculation, on the operating system under changing conditions, tied to fuel usage will help in arriving at optimum vessel speeds.


The marine management system can compile all the data, perform the calculations and provide recommendations to the captain of the vessel while on the voyage. These prompt suggestions will help the operator to be proactive.

Fuel accounting

The flow meters fitted on the fuel transfer lines measure the accurate volume of fuel taken on board. The sensors detect the actual fuel levels in the tank. This coupled with the data on the actual fuel consumed by the engines and generators and the distance traveled will give the managers an explicit picture of fuel usage.

This information addresses the concern of fuel theft that happens on the high seas while sailing and docking at ports. Diverting or siphoning of fuel from the storage tanks or pipelines can cause pollution or accidents. After consideration of all variables, any variance in the volumes detected by the system will point to fuel theft.

Fuel spills happen at times when refilling fuel tanks. The system can be configured to sound audible alarms when a spillage occurs.

The international regulations for the prevention of pollution of the seas provide guidelines for reporting accidental marine fuel spills from ships. The fuel management system will help the management to detect fuel spills that go unreported unrecorded.

It is important to know how a vessel uses fuel between different points on a voyage. This knowledge helps the fleet operators in fixing shipping rates. The burn rates can be linked to actual costs allowing the shipper to bid competitive rates to ensure adequate profit margins.

Benefits of a marine fleet management system

Process automation

The system streamlines the complete marine fleet operations. It eliminates the need for manual processes and extensive use of spreadsheets. The system is cloud-based with no hardware. This assures lower maintenance costs.

Fleet Monitoring

The operators can continuously monitor the movement of the fleet on the sea from the shore. The on-board management system is integrated with the on-shore system. Easy access to data helps the operators to plan ahead. The facility to set up alerts permit them to respond quickly and extend timely support to the vessel masters in cases of emergency. Prompt actions will help to reduce catastrophes and the associated expenses.

Fuel Purchase

The system helps in making well-informed decisions in the procurement of fuel. This enables the vessels to maintain high fuel reserves and to avoid the under-filling of fuel tanks. The optimal tank capacity is configured by the system. Requests for re-fuelling at ports on a voyage become effortless.

Fuel prices can be compared and advantages in price can be availed. The best supplier can be chosen. There are lots of types of fuels in the market. A comparative study on the suitability for each vessel can be done with ease.

Vessel Voyages

Optimal routes for the entire marine fleet can be designed to ensure fuel efficiency. The start and end ports, expected dates of arrival and departure and re-fuelling dates and locations can be obtained. Optimizing the distance and time leads to saving of fuel and expenses.

Maintenance Cost

A well-maintained vessel ensures optimal consumption of fuel. The wear and tear of engine parts and propulsion system hampers the performance of the vessels. Regular and preventive maintenance is essential for the smooth functioning of the fleet. A proper maintenance program is scheduled by the system based on factual information.

The number of hours of operation of the engines and generators and the actual fuel used by them determines the maintenance schedule of the vessels. Prompt service and maintenance will help in eliminating or reducing unnecessary time and expenses spent on maintenance.

Pollution control

The ships cause air, water, and sound and oil pollution. Greenhouse gases are emitted. Oil spills are of great concern as they cause devastating effects on marine life. The system is designed to do an analysis of exhaust gas emissions of the vessels at varying speeds and engine RPMs and with different fuel grades.


The optimal speeds and fuel grades that can reduce pollution can be derived from this data. The vessels have to comply with the guidelines issued by the International Convention of Prevention of Pollution of the seas.

The aim of an ideal marine fleet management system is to improve fleet management in terms of reduced fuel usage, maximized engine performance and controlled emissions within prescribed environmental limits.


The major component in determining the profitability of a marine fleet operation is fuel cost. Reduction in fuel costs will lead to higher margins of profit ensuring the sustainability of the fleet operation.

This can be achieved with continuous monitoring and precise calculations offered by the marine fleet management system.

The Impact of Poor Inventory Management in Fleet Management

Fleet managers need to juggle a lot of tasks every minute, with each being more important than the next. They need to make sure that the vehicles are dispatched on time and reach the destination on time. Simultaneously, they need to check the schedule, deal with drivers and immediately respond to emergencies. When they’re dealing with high-priority tasks, inventory management gets pushed to the bottom of the to-do list.


Inventory management is not just keeping track of the spare parts, fuel, replacement parts and other supplies. It is also about optimizing the available supplies to improve the profit margin.

Signs of Poor Inventory Management

So, how do you find out if your fleet inventory management system is not working? Here are some tell-tale signs that will help you identify the same:

  • Waste of time because you spend a lot of time searching for the right parts
  • Increase in expenses related to purchasing of spare and replacement parts
  • Loss of warranty because of poor follow-up on claims
  • Unable to track asset movement
  • Your storage space is unorganized
  • Vehicle repairs take longer than usual because of the unavailability of the required parts
  • You don’t do any inventory audit
  • You have replacement parts that you no longer need

Impact of Poor Inventory Management

If you’ve noticed the above signs of poor inventory management, then you would have probably observed how it is affecting the bigger picture. Asset and stock management is one of the critical components of fleet management. And when the inventory is inefficiently managed, you can expect to see the following impacts on your fleet:

Increased Vehicle Downtime

Improper inventory management could lead to longer vehicle downtime. When you don’t know whether or not you have the required spare part, you spend a lot of time searching for it. Plus, if the storage is cluttered and if you don’t have any information about the purchase and use, the task becomes even more delayed.

So, until you find the essential part or buy it, the vehicle remains idle. The longer the vehicle is out of the road, the more losses your business will incur.

Inventory has useless and unwanted spare/replacement parts

Another direct impact of improper inventory management is having a large stock of parts that you no longer need. Maybe, you’ve updated the vehicle or you may have found a better functioning replacement. Having those unnecessary parts in stock can add to your costs.

Sometimes, you may have received spare parts with minor specification changes, which may not be useful for your needs. If they are identified immediately after the purchase, they can be exchanged with the supplier.

However, if you find that you have the wrong-size spare part after a few months, you can’t go back to the supplier and ask for an exchange. So, you would have spent a lot of money on parts that are technically useless.

Unavailability of necessary parts

A related impact of poor inventory management is not having the necessary replacement parts like brakes, filters and others when you need them. At such times, even minor repairs may take a long time as you need to wait for the parts to arrive. It will lead to vehicle downtime and ultimately a drop in the profit margin.

Lose your warranty/claim because of delays

The mechanics won’t know if particular parts are still under warranty. So, they may unknowingly get a new one instead of requesting for a claim. Without effective warranty tracking, you may lose thousands or more depending on the size of your fleet.

Unnecessary expenses

Poor inventory management could lead to a whole lot of unnecessary expenses. As we saw earlier, you may lose money in terms of unwanted parts, unclaimed warranty, and unavailability of the necessary spare parts.

Also, the mechanics will spend a lot of time searching for the right part, which leads to delay in vehicle repair or servicing, and in turn, leads to vehicle downtime. So, no matter how you look at it, inefficient inventory management can lead to a huge loss in the long run.

Loss of customer satisfaction

The biggest impact of poor stock management is poor customer satisfaction. Vehicle downtimes could lead to delays or changes in the schedule. Sometimes, you may need to send a different vehicle to the client, which may not be what they booked. Little things like this could build-up, leading to customer dissatisfaction.

How to Optimize Inventory Management

Now that we have a fair idea of how poor inventory management could lead to business loss, let’s look at the ways in which we can optimize the inventory management system.

Clear and declutter your warehouse/storage space

It’s easier to keep track of your assets when they are stored in the right place. Set up bins, shelves and compartments in your warehouse or workshop for compartmentalized storage of all the spare and replacement parts. It will be even better if you can arrange them in order bought so that the oldest ones are used first before their warranty runs out.

Use bright bold labels that make it easier for the technicians to find out where each part is. All this will help save time and effort in monitoring the assets. Also, the technicians will be able to find out which parts are running out and need to be purchased.

Use barcodes wherever possible

Reduce tracking errors by using barcodes as much as possible. When you purchase new parts, use a barcode reader to “read” all the specifications of the product and update it in your database. This method will make updating your inventory easy and quick. Also, you can quickly check the database to see if you have the requested spare/replacement part. If it is not there, you can immediately place an order for it.

Automate your inventory management system

The best solution for optimizing your inventory management system is by automating it. While decluttering and organizing makes it easy to find things and the barcode system enables you to update your database, automation takes care of the entire process. Once you make a purchase, the details are updated on the database.

This can be done using the barcode or by importing the information from your purchase order. All data such as the type and size of the part, date of purchase, warranty end date, and more can be updated on the database. You can then easily check the inventory based on the item, warranty, purchase date, and other parameters.

The automated system reduces the time and effort required to manually check for product availability. Also, when the spare parts are used, the system automatically updates your to-purchase list. So, you don’t need to worry about not having essential spare parts.

Effective Inventory Management with Fleet Management Software Solution

Our fleet management software solution has a top-notch inventory management system in place. This module works along with the other modules of fleet management to give you a comprehensive fleet inventory management solution. You can also customize the inventory management system based on your fleet size and business requirements.

Interested to know more about our fleet management solution? Contact us right away.

Fleet Dash Cams And Telematics – All You Need To Know

The dash cams fitted in fleets record high definition videos providing a clear view of events and driver behavior. Telematics in fleet management makes use of GPS and sensors to collect and transmit data to fleet operators to help them manage the fleet efficiently.


The dash cams when integrated with the fleet telematics system ensures better fleet control and strengthens fleet safety. In addition to reducing the risk of accidents, the system helps in making the fleet cost-effective too.


Dash cams or dashboard cameras are installed inside the vehicle to continuously record the view outside the vehicle. Secondary cameras installed inside the vehicle record the interior view of the vehicle.


Dash cams are installed in fleets where the management requires detailed analytics and performance solutions. Dash cameras integrated with vehicle telematics provide the user with deeper insights into operations.  

The videos coupled with the GPS tracking device can generate automated and customized reports. The visual data provided by dash cams help the fleet and safety managers in tracking and training.

Benefits of Dash Cams

  • Fleet operators get first-hand information of road conditions, risky and hazardous routes and delivery locations. This enables them to divert the vehicles on to other routes saving time and cost. The management gets instantaneous reports on traffic accidents and other untoward incidents prompting them to take immediate action.
  • The dash cams alert the driver of traffic hazards. Driver alertness and awareness leads to lesser accidents. Reduction in accidents will reduce insurance claims. This will consequently bring down insurance premium costs. In the event of accidents, the clear videos aid in proving who was at fault. The clear video evidence helps the insurance companies to do fast and speedy settlements of claims without dispute.
  • The fleet operators can log in to the dash cam platform and view the live status of the fleet. The vehicle can be tracked as it moves.  The location of each vehicle in the fleet is recorded by the camera in real-time and transmitted to the management.
  • The fleet managers can make spot-checks on new drivers to ensure safe driving habits. An errant driver can be pin-pointed immediately. Appropriate action can be initiated against the erring drivers without time delay. The safety managers can play back the videos to show the drivers their mistakes. Video evidences can help to exonerate drivers who are not at fault.
  • The videos can be used to coach the fleet to reduce rash and risky driving behavior. The system helps the fleet operator to recognize good drivers and reward them for their perfect driving skills.
  • The dash camera recording the interior views help in monitoring driver behavior – whether he was smoking, speaking on the phone, wearing a seat belt, or doing something which compromises the safety of the vehicle.

Types of Dash Cams

1: SD card based cameras store data on a normal SD. An SD card has no wireless connectivity. The fleet manager has to remove the SD card from the camera and plug it into a computer to download the footage recorded on the card.

The card has to be re-installed into the camera for further recording. The cards get damaged or even lost during this transfer process. The SD card has a limited storage capacity which will affect the quality and quantity of the video recordings. The hardware of SD card cameras is not very reliable. 

Read Also: How to Manage Fleet Downtime with Fleet Management

This camera may be cost effective for extremely small fleets. For larger fleets the manual operation is cumbersome and time consuming.

2: Connected cameras are connected through cellular networks and allow upload of data wirelessly. It performs like a normal cell phone. Network connected cameras work continuously giving instant access to recorded videos and telematics data.

Connected cameras transfer data through the cell network or through Wi-Fi. Wi-Fi connected cameras require an internet or hotspot to upload the data. Network connected wireless cameras have an edge over other cameras in the ease of accessing recorded footage and data.


An accelerometer is incorporated in network connected dash cams, which allows triggers to be set to detect rash and risky driving. Immediate notifications are sent to the relevant personnel.

3: Multi-directional cameras are cameras that are front-facing, dual-facing, external, internal, or in-cab. A choice of cameras can be made depending on the type of data to be recorded.

4: Front-facing camera records whatever is in front. Dual facing cameras record the happenings in front of the vehicle and those inside the vehicle. In-cab cameras record the information in the driver’s cabin. Internal cameras focus on the driver and the passengers. External cameras are fitted on the exterior of the vehicle enabling the drivers to see around the vehicle. This will help in increasing driver accuracy and avoiding damage while turning or reversing.

Selection of An Appropriate Dash Cam

Management has to decide on what they hope to achieve by installing dash cams to finalize on the right features that have to be incorporated in to the equipment. Installing the right dash cam has a direct impact on a fleet’s safety and profit.

Choosing the right dash cam is of prime importance as it is a tool that will reduce claims and increase driver safety. The video evidence will reduce claim costs. Risky driving can be identified and necessary measures can be adopted to increase safety. The videos can be used effectively in coaching and training drivers.

An ideal dash cam should enable the user to instantly access accident and rash driving videos on a user friendly web platform. The system should enable customization of reporting. Above all, one has to ensure that the hardware is reliable.

Read Also: Advanced Fleet Management: What Is It?

The other factor to be addressed while selecting an apt dash cam is the operation and use of the cameras in the long run. Deciding on who all need access to the data, how they will utilize it for communication with the drivers, how the videos can be used to reduce costs and how they can be used in training are prime considerations in the selection of a dash cam.

Vehicle Telematics

Vehicle telematics is technology that combines, communication, navigation and safety aspects and which can be fitted in a vehicle’s dashboard. GPS tracking devices are linked to on board vehicle diagnostics in fleet telematics. The data generated is then transmitted by networks to fleet operators for real-time viewing.

Telematics is used to receive, store and transmit information from a vehicle to the control portals located at the offices of fleet managers. The GPS device connects the vehicle’s driving navigation systems, electronic diagnostic system, automated driving assistants, vehicle tracking software, car’s safety warning systems.

Benefits of vehicle telematics

  • The information generated by telematics help the fleet operators to optimize routes and reduce mileage. The fleet managers are informed of the locations of vehicles and the routes taken. Traffic hazards enroute and bad weather conditions are reported continuously.
  • System alerts when fuel is low, seatbelts are not worn, on over-speeding, on being towed away, when idling. Theft of vehicles is reported instantly. Geofencing alerts the users when the vehicle crosses the pre-determined limits of speed or distances.
  • The system can automatically detect collision and send a signal to the fleet operator. The sensors detect the extent of damage and injury to driver and passengers. This helps in instant summoning of medical attention to the scene.
  • The driver can request for any emergency road assistance. An SOS button on the system summons help in the case of breakdowns or medical assistance.
  • Areas of wastage which affects fuel efficiency can be identified. Speed of the vehicle and fuel consumed is recorded. Rash and harsh driving can be detected. Frequent breaking and acceleration which is harmful to the vehicle is identified. Vehicle idle time and driver downtime reports are automatically generated.
  • The hours of use and engine conditions recorded by the fleet telematics system help in scheduling preventive maintenance of the vehicles. Warranty and service records are automatically updated. The system keeps track of engine conditions. Impending maintenance and breakdown issues are alerted.
  • The continuous feedback on driver habits and driving style helps to improve safety. Coaching and training of drivers to avoid undesirable behavior can be initiated promptly. Good drivers can be rewarded.
  • The system is a great help in payroll management. The automated reports, on the years of employment of drivers, and the days and hours worked each day, eliminate the need of manual logbooks and timesheets.

Selection of a telematics system

The data generated by the telematics system help the fleet managers in implementing operational improvements to increase the productivity of the fleet. Vehicle telematics aids in saving time and reducing expenses considerably.

The factors to be considered when selecting a telematics system are:

  • The company providing the system should have a track record with suitable technical backup. Customer service and after-sales support has to be ensured.
  • The system interface should be user-friendly. A superior tracking system which cannot be used easily navigated by all concerned will prove useless.
  • System capability and reliability is of utmost importance. Reporting should be accurate and instantaneous. Customized reporting should be possible.
  • The system should be flexible to suit the fleet requirements in the future. The software should not be limited in capacity. It should have the capability to be upgraded as and when the need arises.
  • The system should use a multi-SIM network so that coverage is ensured in low signal or network congested areas.

When fleet operators require more detailed data than that generated by telematics, they can combine telematics with dash cameras. This can be done by the selection of appropriate dash cams suited to the fleet’s requirements.

The answer to a superior safety solution for the fleet lies in creating a perfect video telematics system.  It has been proved that the return on investment is high as compared to the costs involved. The information generated helps the management to optimize their operations, increase efficiency, reduce costs and increase the safety of the fleet.

What Is Reckless Driving? How Can Your Tracking System Prevent It?

Traffic accidents on the road are most often caused due to the negligence of the drivers. Reckless driving without adherence to the traffic rules and regulations is a major concern for the traffic departments world-wide.


An automated GPS tracking system in combination with vehicle telematics when installed in the vehicle helps the traffic personnel, fleet operators and company administrations in identifying the errant drivers. The tracking system helps in identifying reckless driving, cautioning offenders and implementing penalties instantaneously.

What Is Reckless Driving?

Reckless driving can be termed as rash or negligent driving. The driver drives the vehicle with total disregard for traffic rules and regulations intentionally. This willful act of indifference endangers the passengers, other vehicles, pedestrians and property.

Read Also: Importance of Predictive Analysis in Fleet Management

Reckless driving does not confine to over-speeding alone.  Paying little or no regard to traffic rules, signals, signs and laws also come under reckless driving. The high speeds and dangerous driving cause serious injury and even death. The driver himself is at high risk and the extent of damage to the vehicle can be immense.

When Is Driving Termed Reckless

  • Crossing the speed limits specified or sign posted limits
  • Non-adherence to traffic signs and signals, red lights and stop signs
  • Disregard for oncoming traffic, right-of-way for vehicles and pedestrians
  • Tailgating or driving too close to the vehicle in front
  • Weaving in and out through traffic
  • Overtaking dangerously or from the wrong side
  • Driving into areas not designated for vehicles like pavements, sidewalks
  • Racing vehicles on the road
  • The crossing of double yellow lines on a highway
  • Overtaking a stationary school bus picking up students
  • Speaking on a phone or texting while driving, fiddling with the radio, eating
  • Disobeying instructions by traffic personnel on the road

Prevention Of Reckless Driving

  • The key to the prevention of reckless driving is to ensure that drivers understand the full implications of reckless driving. Drivers need to be aware of the fact that reckless driving is a serious violation of traffic regulations. Unlike inappropriate and careless driving, reckless driving is considered a criminal offense.
  • The performance of the drivers needs to be evaluated on a continuous basis. This will help in identifying areas where the drivers need additional training. Their performance can be rated and compared with their earlier performance to ensure improvement in driving habits. The tracking system generates a Driver Scorecard which makes this evaluation easy.
  • A comprehensive training program for the drivers has to be devised. Regular training programs have to be conducted for drivers. Topics on awareness of traffic rules, reckless driving, road rage, the seriousness of driving under the influence of alcohol, etc. should be focused on in training programs.
  • Technology has developed fleet management systems which will help in tackling reckless driving. The system detects over-speeding and traffic violations instantaneously. The system allows the analysis of driver behavior. This is communicated to the traffic authorities or fleet operators continuously.
  • Installing a vehicle telematics system in the vehicle will make the driver more accountable for his behavior on road. He will adhere to safe driving practices and be more alert to situations around him.
  • Routing of vehicles must be optimized to prevent fatigue in drivers. Trips have to be scheduled so that the driver meets his timeline as well as get enough rest before the next trip.
  • A properly spaced delivery schedule will enable the driver to deliver on time without having him driving recklessly to meet schedules. This will increase the efficiency and speed of operations.
  • Drivers have to primarily understand the importance of time management. This will help avoid over-speeding and reckless driving to a large extent.
  • All countries have their own set of rules, stipulations and penalty systems for traffic offenders.  The penalties imposed vary depending on the seriousness of the offense.

Common penalties are:

  • Traffic fines
  • Suspension of driving license
  • Impounding of the vehicle
  • Black points on the drivers’ record
  • Arrest and jail sentences
  • The drivers have to be clearly informed of the penalties involved in violating traffic regulations. The knowledge of stipulated fines and jail terms will be a deterrent to negligent driving.
  • The increased repair charges due to reckless driving prompt auto insurance companies to raise their rates. The insurance rates are hiked as high as 87.5%.

How Can Your Tracking System Prevent It?

A GPS tracking system combined with dash cameras and vehicle telematics provides the most effective solution to reckless driving. An advanced tracking system tracks the fleet’s real-time on-road and records driver behavior continuously.

Read Also: 31 Ways to Reduce Fleet Maintenance Costs

The system reports behavior indicative of rash driving like speeding, sudden acceleration and braking, sharp turning and cornering. The fleet managers or traffic personnel can use this data to evaluate drivers, provide additional training, sets incentives for safe drivers and penalties for dangerous drivers.

The GPS tracking system tracks the vehicle’s position at anytime on the road. The tracking system is two-way- communicating with the fleet operators as well as the drivers. The system alerts the driver to traffic blocks on his route, hazardous routes and inclement weather conditions. The driver receives communications sent by the fleet managers for changes in route or delivery.   

Similarly, the fleet operators receive reports on the speed of the vehicle, the location and time of arrival and departure at the destination. Reports on the routes taken, the distance travelled, speed, fuel consumed, etc are generated.

The system can be programmed to alert the fleet managers of irresponsible driving behavior -rash driving, over speeding, harsh braking, and sudden acceleration by the drivers. This data enables the management to identify errant drivers and communicate their lapses immediately. Drivers can be corrected and serious offenders can be penalized without inordinate delay.


The common undesirable driving habits are sudden breaking, jerking while starting, idling during stops and speeding when running late. The tracking system enables each factor to be addressed separately. The fleet managers can set automated alerts for deviations from the driving rules set by them.

The driver reports created can help to identify drivers who are the most negligent. Personalized improvement plans can be designed to point out their faults and educate them on safe driving practices. An individual driver’s performance can be compared over different periods of time to assess improvement. One-to-one coaching is found to be very helpful.

The tracking system reviews the vehicle’s performance data periodically and schedules preventive maintenance. This allows the fleet managers to attend to the routine maintenance and repairs more effectively. Well maintained vehicles reduce the risk of breakdowns.

Vehicle abuse by drivers increases maintenance costs. Maintenance expenses constitute a major part of overhead costs. Continuous monitoring of this type of abuse is essential to reduce the wear and tear of the vehicles. This directly results in saving money and reducing downtime of the vehicles.

Read Also: What is fleet management – All you need to know

The geo-fencing feature of the tracking system safe guards the vehicle from being used for notorious activities. The fleet managers are alerted when the vehicle crosses the virtual fence set around the vehicle. This feature helps in tracking a vehicle if stolen.

The dash cameras installed on the dashboard of a vehicle record all events happening inside and outside the vehicle. The information recorded on these devices is relayed by the tracking telematics system to the fleet controllers. The necessary corrective actions can be taken without delay.

The advantage of dashcams lies in the real-time video footage recorded. The footage provides clear proof in cases of accidents, thus reducing insurance disputes. The videos recorded can also be used in the training of drivers where they can observe the results of negligent driving.

Visually showing the drivers the actual video footage of the errors combined with the data reported makes the training easier and understandable. Real-time incidents and examples have a far more impact on improving driver performance than theoretical lectures by itself.

Monitoring, training, preventing and correction of driving patterns are the most critical factors in fleet management. The simplest and most efficient way to do this is by installing appropriate fleet tracking systems. The GPS tracking system and dash cams when integrated with vehicle diagnostics provide the most powerful tool in fleet tracking.  

The vehicles using the tracking system have a lower risk of accidents and injuries. The alerts set in the systems warn the drivers immediately if they have overlooked any safety regulations. When drivers know that their behavior is being monitored they tend to be more careful and responsible while driving.


Since reckless driving can lead to loss of life or livelihood, driving with discipline and without distractions is of prime importance. Ongoing training for drivers is essential as safe driving is a mindset that has to be developed and nurtured in the long run.

How to Optimize Your Fleet Management with a Car Rental Software

How many cars do you have in your fleet? 5? 15? 50? If you have just 5 cars, then you may be able to manually keep track of all the bookings, the locations of the cars, and the maintenance schedule. When you have 15 cars, it can get very difficult to monitor all the vehicles in your fleet and keep track of all the drivers’ schedules. Whether you have 5 or 50 cars in your fleet, a car rental software can help you effectively optimize your fleet management.

Not just that, this software application can enhance your fleet performance and reduce downtime. Let’s look more into detail about how a car rental software can help optimize your fleet management.

Reservation management

The software has an availability calendar that gives you a detailed view of the availability status of the drivers and all the cars in your fleet. You can get details of the exact location of the car and check when it will be free for use. The software also gives you details on whether a particular car is on road, idling, parked, or down for maintenance.

Read Also: How to Manage Fleet Downtime with Fleet Management

All the information regarding vehicle utilization will make it easy for you to manage car reservations based on customer’s needs and preferences. The automated reservation management system saves lots of work hours and reduces errors such as parallel booking and overbooking. You can also use the software to generate an agreement summary to share with the customer.

Track all the cars in your fleet in real-time

The car rental software allows GPS tracking of all the cars in your fleet. So, you will have accurate details of the exact location of the car at any point in time. The tracking feature enables location profitability. When you get a reservation request from a customer, you can check the location tracking details to find out which is the closest vehicle.

It will save miles as well as fuel usage. Also, the customer can get the vehicle quickly, which will add stars to your car rental service. This location tracking feature also enhances convenience for the customers. After they’ve booked a car, they will know approximately when they can expect it for pickup.

Check the condition of the car before and after renting

A mobile camera app can be used to check the condition of the car before pick up and after drop. The visual data will let you virtually inspect the vehicle for any damages. In case, there are any problems with the car, then these photos can help you identify how and when the problem started.
Set up a preventive maintenance program

One of the biggest benefits of using a car rental software to optimize your fleet management is the preventive maintenance feature. When you start using the application, you need to update details of the vehicle make and service history. The app will then automatically send maintenance notifications after 5k or 10k kilometers or fuel usage.

You can also update the calendar with the manufacturer-recommended service schedule. So, you don’t miss out on the services and keep your vehicle in good running condition. The software also helps you set up a form that drivers can use to update vehicle condition details. For example, if they feel that the engine is getting hot very soon or see the stitches coming out of the upholstery, they can update the form.

The fleet manager can cross verify the details given by the drivers and arrange for a service at the earliest. Preventive maintenance helps reduce vehicle downtime, which will be profitable for your business.

Build a geofence

Create a virtual geofence using the software application. The geofence can be based on the areas where you provide a car rental service. It can be the city, district, or state. If the vehicle goes out of the virtual fence, then you will receive an alert. The geofence helps prevent unauthorized vehicle use and also ensures the safety of the customer.

Manage Finances

Managing finances is one of the most vital tasks of any business. The car rental software helps you manage your accounts payable and receivable. You can calculate commission whether you offer standard or flexible rates and also check for additional payments.

Read Also: Top 10 Benefits of Mobile Apps in Fleet Management

The software keeps track of expenses due to repair, service, purchase of spare parts, driver salary, fines, toll payments, etc. It also helps you raise invoices and trace pending payments from customers. If you have standard payments such as EMIs and insurance, then the software can be programmed to give you notifications.

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As all the invoices and bills are dated and tracked, there will be no room for error in the finance management. You will also be able to identify areas of unnecessary expenses and cut down on them.

Manage Your Car Rental Website

In this digital era, a website is mandatory for any business. You can link the software with your website to manage web-based booking. The software also helps you share details regarding subscriptions, offers and promos on your website. Conduct marketing campaigns and offer quotes to customers using the software on your website.

Manage subscription plans

If you offer subscription-based car rental services, then this software will be very useful for you. It helps you keep track of the subscription availed by the customers. When the subscription time is coming to a close, it will send automatic notifications and reminders.

You can even setup an option to automatically renew the subscription. The software also makes it easy for customers to upgrade or downgrade the plan based on their requirements. The payment cycle will also be maintained based on subscription plans.

Monitor driver behaviour

Driver behaviour is one of the key parameters that customers use to evaluate your car rental services. Secondly, good driving keeps your vehicle in top condition. Rash driving and over-speeding can lead to accidents, which is detrimental to your business, both in terms of customer relationship and profit margin.

The software tracks distance travelled and speed of the vehicle, which will let you know if the driver was over speeding. Also, the number of repairs due to accidents or unnecessary replacements will let you know if the driving was careless. Using all this data, you can evaluate driver behaviour.

You can also integrate a feedback form on your website or app where customers can share their feedback regarding the driver and driving performance. The software also helps track driver attendance and punctuality.

Get Reports

The dashboard of the software application gives you a snapshot of the vital details of all the cars in your fleet. You can check details of the overall vehicle health, number of trips, distance travelled, locations, fuel usage as well as pickup and drop points.

Analyzing this data will help you identify the top-performing and low performing vehicles in your fleet. Also, it will let you know where the unnecessary expenses are coming in. By collating all this data, you will be able to evaluate the performance of your fleet.

Read Also: Advanced Fleet Management: What Is It?

The reports also come handy when you need to present data about the car rental service to the stakeholders or potential investors.


A car rental software solution helps automate repetitive tasks related to day-to-day operations and fleet management. The reports generated by the software will give you a clear and unbiased view of the performance of every car in your fleet.

Manually handling all these tasks is not only time consuming, but also prone to errors. Reduce the time required to manually oversee fleet management with automated software, so you can focus on building your business.

7 Important Tips For Optimized Fleet Maintenance

Companies that operate fleets spend large amounts of money on vehicle maintenance. This is essential for them to keep their businesses going. Optimized Fleet maintenance is not just a business function.


It has a key role to play in the commercial and economic activities of a nation, especially fleets consisting of trailers, trucks, and off-road vehicles for transporting goods. Therefore, maintenance of the fleet vehicles is essential to support the growth of the fleet operators’ business and economic advancement of a country.

As maintenance of vehicles is an expensive affair, most companies tend to cut corners and postpone or resort to quick fixes. This often leads to an increase in downtime and higher expenditure in the long run.

Read Also: How to Manage Fleet Downtime with Fleet Management

Fleet operators who understand the consequences of not completing maintenance jobs on time focus on optimizing their fleet maintenance activities and reap the benefits. If you are a fleet operator, read on to get some useful tips on optimizing fleet maintenance.

Fleet Maintenance – What Is It

Before understanding as to how you can optimize your fleet’s maintenance, it is important to have a clear idea as to what constitutes fleet maintenance. As a fleet owner, you need to schedule routine checking of your vehicles to understand the condition of the various parts of the vehicles in your fleet.


This is essential to keep the vehicles in good running condition and reduce downtime. This also ensures the proper maintenance of the workflow of your business. Regular or preventive maintenance checks of your vehicles enable you to spot problems early and take timely action.

Washing the vehicles regularly to prevent the accumulation of dirt and ensuring that all accessories and maintenance tools are in good working condition are also part and parcel of fleet maintenance activities.

Top Tips For Optimizing Fleet Maintenance

Fleet maintenance may be a mundane task, but it should not be neglected. It keeps the productivity of your enterprise at the optimum level. Having said that here are a few tips for optimizing fleet maintenance:

Select Appropriate Vehicles

Optimization of fleet maintenance starts with the selection of the appropriate vehicles for meeting your requirements. If you do not choose the right vehicles, you will end up spending a lot of money on maintenance and even fail in meeting your delivery commitments.

In addition to losing your clients, you will also have to suffer financial losses in the long run. When you choose the right vehicles, you will be able to utilize them better and save both time and money.

Employ Telematics To Automate Fleet Maintenance

The best way to optimize fleet maintenance is to use the telematics system. It helps to automate most of the mundane tasks. It is not impossible but it is very challenging to do it manually. The use of technology eliminates human errors and makes fleet maintenance more efficient.

The telematics system helps you to monitor the operation and performance of each vehicle in your fleet with the help of both computer and mobile applications. These applications notify you when there is a problem with the performance of a vehicle or when it is misused in any manner. This also ensures the security of your vehicle in the fleet.


The fleet telematics system also informs you as to how and when you can schedule maintenance jobs so that you can ensure that the vehicles are maintained at the optimum operating condition. This goes a long way in increasing the productivity of your fleet.

The applications enable fleet owners to get a clear idea of the maintenance cost involved and this helps them to eliminate the possibility of maintenance scams. As such, a fleet telematics system automates most of the functions of your business and enables you to reduce losses and enhance your overall profits.

Optimal Utilization of Vehicles

You can drastically minimize the need for unnecessary and unexpected maintenance through planning and proper utilization of the vehicles and keeping track of the load being carried by each vehicle. It also pays to have a clear idea of the routes and terrain through which the vehicles have to travel at the time of planning the schedules.

Keeping in view factors such as the terrain, topology, and the accessories that are needed to be loaded into your vehicles will be of great help in reducing the wearing out of your vehicles. If you load the vehicles more than the specified limits, there is no doubt that they will wear out faster and they will have to be taken to the repair shops for maintenance more frequently.

Read Also: How to Drive in More Profit With A Car Rental Solution

Increased downtime of the vehicles adversely affects their utilization. This, in turn, impacts productivity and the bottom line of your business.

Create A Maintenance Operations Control List

As a fleet operator, you must create a checklist of the various maintenance operations that need to be carried out on each vehicle in the fleet. This is to ensure that no aspects are overlooked and tasks are carried out systematically.

A checklist is also helpful in the early detection of issues with your vehicles and proactively taking action to rectify the problems. In addition to speeding up the maintenance process, it also enables you to reduce downtime and improve vehicle utilization.

When creating the checklist, you must keep the manufacturer’s specifications in this regard in mind. This is because the requirements for each type of vehicle are different.

Preventive maintenance, which involves periodic inspection as well as timely service, eliminates 50 percent of the maintenance issues. Preventive maintenance checks include inspecting wheels and checking alignment, applying lubricants at appropriate intervals, and checking hydraulic and transmission systems, among others.

Allocate the Maintenance Tasks

Allocating the various maintenance tasks to different staff members helps to improve the availability of the vehicles in your fleet. Also, it helps to streamline the maintenance workflow and asset utilization. Further, the allocation of maintenance tasks to different specialized groups ensures that no issues are left out because of oversight.

Formulating a stringent compliance policy would be of great help in this regard. Educate the drivers about your company’s policies concerning the fleet operation and empower them to comply not only with company rules but also road laws.

Develop A Plan Based On the Needs of Your Business

When developing a fleet maintenance plan, it is crucial to keep the needs of your business in mind. Most fleet operators lose money due to the downtime of their vehicles in the fleet. This is because they fail to carry out important business tasks on time due to maintenance downtime.

This can adversely affect your company’s customer base and you may even lose out to your competitors. You can avoid such pitfalls by scheduling the maintenance operations, keeping your customers’ demand trend in mind. In this regard, it is worth considering factors like seasonal demands, customer preferences, and workforce availability when scheduling fleet maintenance work.


If you do it in a systematic and organized manner, the downtime of your vehicles will not adversely impact your business activities.

Provide Training and Encourage Transparent Communication

When it comes to optimizing fleet maintenance, training has an important role to play. You must train the drivers to operate the vehicles they are attached to most properly. They should also be educated in using the latest technologies that you have deployed for optimizing fleet maintenance.

Transparent and timely communication are also important factors that impact fleet maintenance optimization. They help you to eliminate unexpected vehicle breakdowns and downtimes. Drivers should be sensitized to immediately inform you about the maintenance requirements of the vehicles they drive.

Read Also: How to Optimize Your Fleet Operations with Reports

Moreover, trained drivers may be able to resolve some minor issues during a trip itself. Further, sharing information about the need for route changes and completing additional emergency tasks, etc., will go a long way in optimizing fleet operation.

Final Thoughts

Fleet maintenance management is no longer a challenging task. You can take the help of technology. The tips given above will be of great help to you in improving the efficiency of your vehicle maintenance optimization efforts.

How to Optimize Your Fleet Operations with Reports

Use a data-driven approach to optimize your fleet operations with reports. The reports generated by fleet management software are based on various metrics that help you measure your fleet performance. Analyzing the reports will help improve your fleet performance.


Let’s take a look at the different reports, and how you can optimize your fleet operations using these reports. But first, let’s check out the basic points to consider while setting up a reporting system in a fleet management software.

Develop an Effective Reporting System

There’s a fine line between essential information and information overload. When the fleet managers get too much information from the software, they will be confused about how to optimize the operations.

Read Also: How to Manage Fleet Downtime with Fleet Management

That’s why it is essential to develop an effective reporting system that will provide the essential data. Consider the following points while setting up a reporting system in your fleet management software:

  • What kind of information should be gathered by the reports?
  • What is the frequency of generating reports?
  • Who should have access to the reports?
  • Is there any specific information requested by the senior management?
  • Should the reports be one-time or long-term?
  • What areas of operations do the reports cover?
  • Can the data from one report be used for another report?
  • Do you need reports for inventory management?
  • Will the reports help track compliance?

These questions will help you decide on the essential reports needed to get an overview and in-depth information about your fleet.

Reports and the Information They Provide

Let’s take a look at the basic reports that a fleet management software generates and how you can use that data to optimize your fleet operations.

Trip Assigned and Trip Completed Reports

Report Data: These reports will have the details of the trips that you’ve assigned to each driver and the status of the trips.


Report Analysis: A comparative analysis of these two reports will help you monitor driver performance and productivity. In case the trip is not completed, then the fleet manager needs to find out the valid reasons for the incomplete trip.

If it is because of a repair or accident, then immediate action needs to be taken. Also, the fleet manager needs to check and update the preventive maintenance program. If the incomplete status is because of traffic or reroutes, then the situation needs to be checked to arrange an alternate solution.

The trip assigned report will give you the fleet availability rate. You will know how many vehicles are on-road and how many not in use. Fleet managers should try to maintain an availability rate of about 95% at any point in time with a 5% backup for emergencies.

Expense Report

Report Data: This comprehensive report will give fleet managers an overall view of the expenses incurred. The report will have details of expenses related to regular service and maintenance, fuel and spare parts. You can also have individual reports for

  • Total fuel costs/fuel costs per trip
  • The average mileage of the vehicle
  • Service charges
  • Cost of a replacement vehicle in case of original vehicle downtime
  • Driver expenses

Report Analysis: The comprehensive report will let you know if the fleet management expenses are within the budget. It will also be useful when the fleet managers are presenting data to the higherups. Individual reports of fuel expenses, replacement parts, and such will help keep a close eye on these expenses.

They can also help avert fuel theft and replacement part thefts. Comparing the fuel usage based on the vehicle type to the route details will help identify if there are any detours in the route.

Inspection and Maintenance Reports

Report Data: These reports will give you data when and who did the vehicle inspection. It will also give you details of when the vehicle maintenance and the services were done.

Read Also: Advanced Fleet Management: What Is It?

Report Analysis: Analysing these reports will give you a heads-up on the vehicle maintenance schedule, which can help you in assigning the vehicles.

Vehicle inspections help you identify minor problems before they blow up into huge issues, leading to more vehicle downtime and operational losses. You can also use the maintenance reports to prepare a preventive maintenance program and schedule the services.

Vehicle Running Report

Report Data: This report will give you the day-to-day breakup of the vehicle movement. It will give you data like total running time, distance travelled, driver details, and idling time. You can have this report generated daily, weekly, and monthly based on your requirements.

Report Analysis: Analysing the daily report will help you easily find if there are any inconsistencies in the route,  fuel usage, or vehicle performance. The weekly and monthly reports will help you gauge the vehicle’s overall performance.


Fleet managers will find the monthly reports useful while presenting fleet maintenance reports to higher management. This report also helps in efficient fuel management as it can help optimize the route and vehicle performance.

Distance Travelled Report

Report Data: This report will give you details of the distance travelled on each trip by each vehicle in your fleet.

Report Analysis: You can compare the optimized route planned with the distance travelled to check if there are any discrepancies. It will help weed out any possible malpractice right at the early stages. The distance travelled report will also help in scheduling maintenance that needs to be done after every 5k or 10k kilometers.

Safe Driver Ranking Report

Report Data: This self-ranking report gives an accurate overview of a driver’s performance and their driving behaviour.

Report Analysis: The reports will help you check if the drivers follow traffic regulations, drive within the stipulated speed, and practice safe driving. This report can also be compared with any complaints received about driver behaviour to evaluate their performance.

Action can be taken against drivers who drive rashly or behave badly with the passengers. On the other side, fleet managers can reward and encourage drivers who have a good track record.

Calendar and Duty Roaster

Report Data: Fleet managers can use this roaster to get an overview of the available vehicles and drivers. It will also give details about the shift hours, duty days and leave days of the drivers.

Report Analysis: This roaster cum report helps fleet managers manage the operations of the entire fleet. They will have a clear picture of the engaged and available drivers, which will help in trip allocation. The shift hours will help check if the drivers are working overtime.

If the drivers are putting in too many hours of overtime, then they can get physically and mentally fatigued. It could lead to accidents. So, fleet managers need to keep an eye on the hours of duty of each driver to ensure they have the proper work-rest balance. The dashboard will also allow fleet managers to assign drivers and vehicles for sudden unplanned trips or emergencies.

Predictive Maintenance Reports

Report Data: The predictive maintenance reports will help fleet managers schedule reports based on the vehicle type, manufacturer service plan and driver inputs.

Report Analysis: This report will be very helpful in maintaining fleet performance. Fleet managers can assign vehicles based on the preventive maintenance schedule. So, the vehicle’s downtime will also be greatly reduced.

Read Also: Top 10 Benefits of Mobile Apps in Fleet Management

Proper maintenance at the right time will also help enhance the vehicle’s life and performance. Predictive maintenance also helps reduce operational costs and expenses incurred due to vehicle repairs and replacements.

Compliance Reports

Report Data: The compliance report will have all data regarding a vehicle’s compliance and statutory regulations. Details of when the vehicle was purchased, its registration, and FC will all be available in the report.

Report Analysis: Fleet managers will find this report useful while checking if all the vehicles meet the compliance set by the government. If the vehicles don’t meet the regulations, then there could be hefty fines.

Also, the vehicle may have to be removed from the fleet until the issue is resolved. This will further cause more operational losses. Therefore, this report will help fleet managers prevent such problems.


The reports that a cab service provider will need are different from the ones that a school bus fleet needs. Therefore, it is important to have automated tracking reports that are customized to your business requirements.

Reports not only help manage and monitor the fleet but also reduce vehicle downtime and operational costs. If you are interested in setting up a fleet management system with a customized reporting system, contact us now.

Benefits of Using Car Rental Software for Taxi Operators

Do you own a car rental company? If yes, you must be aware as to how challenging it is to run the business. Right from filling out each rental order that you receive on a daily basis to collecting the payment you have to manage everything so as not to allow multiple bookings for the same car and ensure that the best service is available to all your customers. 

Many car rental services continue to make use of outdated tools such as telephones, e-mails, Word, and Excel macros, among others, both for communication purposes and managing their business. These tools have been very helpful in the past, but they are very slow and are less effective compared to the modern solutions that are available in the market today. 

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A car rental software solution that has been developed keeping in mind the needs of modern-day customers is more efficient and is, therefore, beneficial in many ways. Before looking at the benefits of using car rental software they offer, it is important that you have a clear understanding of the main features that car rental solutions come with.

Car Rental Software – Features

The rental order management module allows you to track the availability of cars in your fleet and set rental periods using the calendar option and extend them automatically as per requirement.

The collaboration feature enables your employees to communicate from one platform for handling rental orders.

The inventory management module helps you to monitor the availability of your assets, their movement, and spare parts needed for maintenance.

The Quotation feature allows you to create quotes as well as invoices in just a few clicks.

CRM and External Communication capability of the software helps you to easily interact not only with customers but also with other rental companies.

The Notification feature is very helpful in intimating your customers about the status of their order and reminding them as to when the rental period is scheduled to expire.

Cloud-based software allows access to information on the go and it is not limited to just a single device.

Centralized Data Storage facility ensures that all the information remains in one place and eliminates the need to use several different storage media.

Benefits of Using Car Rental Software

Now that you know the key features of a good car rental solution, it may not be very difficult for you to guess as to how beneficial it could be when implemented for your business.

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As you can see, it helps you save time, communicate more easily and efficiently, and more than anything monitors the cars you rent out to your customers. However, some of the main benefits of using car rental software are listed below for your ready reference and to help you make an informed decision.

Quotes and invoices can be generated faster

Car rental software helps you to quickly generate quotes as well as invoices. Preparing a quote or an invoice manually is a challenging task as you will have to make several calculations. Using a template created in Excel or Word will make it a little convenient but will not be able to eliminate the monotony associated with the task.

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A car rental management solution, on the other hand, will make both quote and invoice generation easier and faster. You just have to key in a few data into the system. The software program will capture the required information from the database you have created for your business.

In the bargain, you will be able to save a lot of time and you can send the quote or invoice to your customer directly from the same platform.

Car availability can be determined quickly

Whenever you receive a rental order, it is a challenging task to find out as to which car is available for servicing the order. If you are not able to act fast, you may lose the order.

A failure in fulfilling a customer’s order can adversely affect your business in the long run. The right rental software solution enables tracking of cars available in your asset inventory database.

Further, you will also be able to view the timeline of the cars in your fleet. This means that you do not have to settle for any guesswork.

Facilitates all communications from one platform

Typically, the employees of a car rental service spend a lot of time communicating with customers during the rental period. They make telephone calls and send emails or short messages. However, the problem is that the required information may not be readily available to respond quickly.

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The advantage of using can rental software is that it automatically schedules assignments to employees and task updates can be carried out immediately as they would be able to see the details in front of them in the system. This makes it easy for them to quickly service their customers.

Detection of damage or loss of items is easy

Often you may notice damages caused to the rented car or the loss of a device when customers return the vehicle to you. Rental software is designed to capture and record such information. This makes it easy for you to claim damages from the person who rented your car.

Well-designed car rental programs can even generate a bill automatically. This module can be used for managing the preventive maintenance function as well. The rental solution will notify you when it is time to carry out a maintenance job such as changing engine oil, tires, and fuel and air filter, etc.

Access to information on the go

If you are operating a car rental business in the traditional manner, you will be dependent on the efficiency of your employees.

Cloud-based car rental software solutions help you access information on the go and this contributes a great deal towards the improvement of operational efficiencies and employee productivity. The flexibility and access to data in real-time go a long way in making your service highly efficient and competitive.

Cost savings

The improvement in operational efficiencies and employee productivity leads to cost savings. There is no cost involved in the implementation of car rental software. Further, it provides you with accessibility to performance data almost immediately.

These aspects contribute to reducing your operational costs. The fleet management module which tracks scheduled vehicle maintenance contributes to reducing vehicle breakdowns and increases vehicle utilization.

Read Also: How Can Fleet Management Help Your School?

Moreover, well-designed car rental solutions come with simple and easy to use screens and staff members can be trained quickly to adapt to the system. This means that you don’t have to allocate large amounts for staff training purposes.


The best car rental software solutions available in the market ensure the utmost security to both customer data and your company’s financial data. Most of them implement a two-factor authentication system to ensure a high level of security.

Choosing the right solution is important

Now that you have some information about the benefits of using car rental software for your taxi operation business, you must be wondering as to what aspects you should look into to choose the right solution.

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First of all, you must ensure that the vehicle rental software you are planning to buy is compatible with the ERP system you are currently using. Further, it should be flexible so that you can make the modifications required to cater to your specific needs. Finally, the software should ensure a high level of security.

Final Thoughts

You should do thorough research and buy the car rental software that allows you to provide the best-renting experience to your customers. Ultimately, it is customer satisfaction that drives your business and helps you stay ahead of your competitors. This is because satisfied customers will recommend your car rental business to others.