Are you wondering what is fleet management? Fleet management is the methodical approach taken by businesses to manage their fleet of vehicles to ensure they run efficiently, safely, and cost-effectively.

As an example, launching a company with just a couple of trucks might initially seem manageable. However, as the fleet expands, challenges like double bookings, missed maintenance schedules, and rising costs can arise. By implementing a fleet management system, a business can optimize routes, prevent vehicle overlaps, and ensure regulatory compliance. 

The fleet management industry is experiencing remarkable growth, with its market size projected to reach substantial heights in the coming years. According to a report by MarketsandMarkets, the global fleet management systems market size is expected to grow from USD 25.5 billion in 2022 to USD 52.4 billion by 2027, at a Compound Annual Growth Rate of 15.5% during the forecast period.

global fleet management systems market size

Source: Global fleet management systems market

This robust growth is indicative of the increasing adoption of fleet management solutions across various industries worldwide. These systems are not merely a means to manage a fleet of vehicles; they are strategic tools that offer multifaceted benefits. 

In this article, we’ll have an in-depth look at what is fleet management, the technology behind it, and how it’s driving cost-efficiency for businesses.

And if you’re looking for custom fleet management app development services, our team would be happy to answer any questions you may have. 

What is fleet management? Definition and purpose of fleet management

Fleet management is the process of administering, coordinating, and optimizing a company’s fleet of vehicles. To break it down further:

  • Administration: This encompasses tasks like vehicle registration, licensing, and ensuring compliance with local and international regulations.
  • Coordination: Making sure that the right vehicles are at the right place at the right time, handling scheduling, dispatching, and route planning.
  • Optimization: Using data and analytics to determine the best usage patterns for vehicles, ensuring they are used in the most productive and cost-efficient manner.

Understanding and leveraging fleet management can mean the difference between running a smooth operation and getting bogged down in logistical nightmares.

What does a fleet manager do? Fundamental vehicle fleet management tasks

A fleet manager orchestrates the smooth operation of an organization’s collection of vehicles. This includes:

Task 1: Recruiting, supervising, and retaining drivers

This entails not just the hiring of capable drivers but also their ongoing management and retention. Think of a fleet manager as an HR specialist for drivers, ensuring the right individuals are behind the wheel, and they stay content and committed to their roles.

Example: If a logistics company is expanding its routes, a fleet manager would recruit drivers familiar with the new territories, ensuring swift and efficient deliveries.

Task 2: Overseeing driver safety protocols

A fleet manager prioritizes the safety of their drivers, implementing training programs and safety guidelines. They might also monitor driver behavior to prevent accidents.

Example: After noticing an uptick in minor accidents in urban routes, a fleet manager could introduce specialized urban driving training for their team.

Task 3: Procuring the appropriate vehicles

Deciding on the right vehicles for the company, whether through purchasing or leasing, falls under the fleet manager’s responsibilities. They evaluate the best options based on budget, usage needs, and future company plans.

Example: A food delivery company planning to offer chilled or frozen items might require a fleet manager to source refrigerated vehicles.

Task 4: Guaranteeing consistent fleet functionality

Ensuring that the fleet is consistently up and running, with minimal downtime, is crucial. This might involve regular vehicle checks, timely maintenance, and contingency plans for emergencies.

Example: In anticipation of the winter season, a fleet manager might proactively schedule checks on tire treads and braking systems.

Task 5: Establishing and overseeing fuel strategies

This involves not just monitoring fuel consumption but also researching and implementing fuel-saving strategies or programs.

Example: Recognizing the rising fuel costs, a fleet manager could negotiate bulk fuel rates or implement eco-driving training.

Task 6: Managing compliance with regulations

A fleet manager ensures all vehicles and operations comply with local, state, and international regulations, whether it’s emission standards or transport licenses.

Example: With changes in emission standards, a fleet manager might spearhead the transition to electric or hybrid vehicles.

Task 7: Minimizing operational expenses

Beyond just keeping the fleet operational, a fleet manager is always looking for ways to optimize costs, from vehicle purchases to maintenance and fuel expenses.

Example: By using telematics data, a fleet manager might identify and eliminate routes causing excessive wear and tear, subsequently reducing maintenance costs.

Fleet management processes: how to manage a fleet of vehicles?

Effective fleet management is a balance of various processes, each contributing to the optimal performance and sustainability of the fleet. Here’s a general overview of how this is achieved:

Step 1: Vehicle selection 

This involves choosing the right vehicles based on the specific needs of the operation. Factors to consider typically include fuel efficiency, cargo capacity, adaptability to different terrains, and lifecycle costs.

Step 2: Driver recruitment and training 

Hiring skilled drivers is crucial, but so is their continuous training. Regular training sessions can help drivers update their skills, understand new vehicle features, and adapt to changing road conditions or regulations.

Step 3: Implementing fleet technologies 

Technological tools such as fleet management software provide real-time data on vehicle performance, driver behavior, and route optimization. These insights can help in making informed decisions.

Step 4: Maintenance scheduling

Regularly scheduled maintenance ensures the fleet remains in peak operational condition. This includes routine checks, preventative measures, and timely repairs, reducing the likelihood of unexpected breakdowns.

Step 5: Safety protocols and compliance 

Establishing and enforcing safety protocols protects both drivers and assets. Additionally, keeping up with regulatory changes and ensuring compliance is essential to avoid penalties and maintain the fleet’s reputation.

Step 6: Fuel management

This encompasses monitoring fuel consumption, exploring alternative fuel options, and implementing fuel-saving strategies, which can significantly impact operational costs.

Step 7: Cost analysis and optimization 

Regularly reviewing and analyzing fleet expenses can highlight areas of inefficiencies. This analysis can lead to cost-saving initiatives, whether through renegotiating vendor contracts, adjusting routes, or optimizing vehicle utilization.

The most surprising fleet management industry statistics

The fleet management industry is continuously evolving, driven by technological advancements, changing regulations, and shifting market dynamics. Here are some eye-opening statistics that shed light on the current state and future prospects of fleet management:

  • A recent IDTechEx report, “Electric and Fuel Cell Trucks 2023-2043,” provides a detailed analysis of the emerging zero-emission truck market.  The report anticipates substantial growth in the global zero-emission truck market, projecting a remarkable compound annual growth rate (CAGR) of 37.1% over the next ten years. It envisions that by 2043, the global market for medium and heavy-duty zero-emission trucks will surpass an annual value of $200 billion.
  • A report by the ICF Climate Center, a global research and analytics firm, indicates that transitioning the entire U.S. federal fleet to electric vehicles would result in cost savings of $6 billion over a 15-year period.
  • About 85% of investors and executives believe fleet management companies need to leverage AI to remain competitive. 

These statistics collectively underscore the dynamic and promising future of fleet management, where innovation, sustainability, and technology integration are driving forces shaping the industry’s landscape.

What is a fleet management system: how does it work & 4 main components 

A fleet management system (FMS) is an amalgamation of software, hardware, and communication technologies tailored to provide comprehensive solutions to manage a fleet’s operations. But what are the nuts and bolts of this system? Let’s explore its core components:

Component 1: Software

This is the brain of the fleet management system. It collects, processes, and interprets data from various sources, enabling centralized control. Whether it’s monitoring vehicle health, analyzing driver behavior, or scheduling maintenance, this software offers a comprehensive view of fleet operations.

Component 2: GPS or mobile network

Modern fleet management heavily relies on GPS (Global Positioning System) for real-time tracking of vehicles. Cellular networks further enhance this by providing a communication channel between the central system and individual vehicles, ensuring timely data transmission.

Component 3: Tracking device

Often linked with the GPS or cellular component, these devices are installed in vehicles to capture and relay information. They monitor aspects like location, speed, fuel consumption, and even engine health, providing a continuous stream of data to the fleet management software.

Component 4: Vehicle

Whether trucks, cars, boats, or any other transportation mode, each comes with its unique requirements and challenges. Integrating them seamlessly into the fleet management system ensures smoother operations and better asset utilization.

And how does a fleet management system work?

The components of a fleet management system form a cohesive ecosystem. The software, acting as the system’s brain, gathers data from diverse sources and centralizes control. Meanwhile, GPS and cellular networks facilitate real-time vehicle tracking and ensure data communication between the central system and vehicles. These functions are complemented by tracking devices installed in each vehicle, constantly providing information on location, speed, fuel usage, and vehicle health. 

When all these components work in harmony, a fleet management system becomes an invaluable tool for businesses, enabling efficiency, reducing costs, and enhancing safety. 

Fleet management software: the cornerstone of an effective fleet management system

Fleet management software encompasses a suite of tools and features that enable businesses to monitor, track, and streamline various aspects of vehicle operations. This software transforms raw data into actionable insights, empowering organizations to make informed decisions. 

The adaptability and versatility of fleet management software make it a cornerstone of effective operations across diverse industries.

For example, in the construction sector, it plays a pivotal role in coordinating heavy equipment and machinery, ensuring timely project completion and cost-effectiveness. Similarly, in agriculture, fleet management software helps farmers monitor and manage a range of vehicles, from tractors to harvesters, facilitating precision farming and maximizing crop yields. 

What industries use fleet management software?

Fleet management software isn’t limited to a specific sector; its versatility makes it valuable to a wide range of industries. Here’s a breakdown of various industries that harness the power of fleet management software to streamline their operations:

Transportation and logistics

The backbone of this industry, fleet management software ensures timely deliveries, efficient route planning, and compliance with regulatory requirements.


Construction companies use it to manage heavy equipment fleets, ensuring equipment is properly maintained and utilized.

Public transportation

Municipalities and public transit agencies use it to optimize bus and train schedules, manage maintenance, and enhance passenger safety.

Field service

Industries like utilities, telecommunications, and cable companies use it to dispatch service vehicles efficiently and track their movements.

Delivery services

Couriers and delivery companies rely on it for package tracking, route optimization, and timely deliveries.


Farmers use it to manage their agricultural machinery, monitor crop spraying, and optimize planting and harvesting.

Waste management

Waste collection and disposal companies employ it to optimize collection routes and monitor vehicle performance.

Oil and gas

This industry relies on it for managing and monitoring the movement of oil tankers and other specialized vehicles.


Ambulance and medical supply delivery services use it for quick response times and efficient inventory management.


Large retail chains employ it for tracking delivery trucks, ensuring stock replenishment, and managing store inventories.

Car rental services

Companies in this sector use fleet management software for vehicle tracking, maintenance scheduling, and ensuring vehicle availability.

Emergency services

Police, fire, and emergency medical services use it for rapid response and vehicle maintenance.


Mining companies utilize it to manage heavy machinery, monitor vehicle health, and ensure safety in challenging environments.


Tour operators use it to manage tour buses, optimize routes, and enhance passenger experiences.

Food and beverage

Restaurants and catering companies use it for timely food deliveries and temperature-sensitive cargo management.

School districts

School buses are tracked for student safety, route optimization, and maintenance scheduling.

Government agencies

Various government departments use it for their vehicle fleets, ensuring efficient operations and cost control.


Airlines and aircraft operators employ it for managing ground support vehicles, luggage handling, and airport logistics.

What fleet functions can be tracked using fleet management software

Fleet management software offers a comprehensive suite of tools to track and manage these functions, enabling businesses to run their fleets with precision, safety, and cost-effectiveness.  Here’s a breakdown of the key fleet functions that can be effectively tracked and managed:

Vehicle location

Why track: Ensure real-time awareness of vehicle positions, aiding in logistics and security.

How software helps: Provides continuous tracking data, enabling precise location monitoring for route optimization and theft prevention.

Driver behavior

Why track: Enhances safety by monitoring speeding, harsh braking, and acceleration.

How software helps: Records and analyzes driver behavior data, allowing for proactive safety measures and driver training.

Fuel consumption

Why track: Provides insight into fuel usage for cost reduction and eco-friendly practices.

How software helps: Accurately records fuel consumption data, facilitating the development of fuel-saving strategies and efficient cost management.

Maintenance scheduling

Why track: Reduces downtime and extends vehicle lifespan through routine maintenance.

How software helps: Automates maintenance schedules based on vehicle mileage or engine hours, ensuring timely servicing.

Route optimization

Why track: Saves time and fuel costs by suggesting optimal routes.

How software helps: Analyzes traffic and historical data to recommend efficient routes, improving overall operational efficiency.

Vehicle health

Why track: Detects issues early to prevent breakdowns and reduce repair costs.

How software helps: Continuously monitors vehicle diagnostics, providing alerts for potential problems.

Safety compliance

Why track: Ensures adherence to safety regulations like Hours of Service (HOS) requirements.

How software helps: Manages electronic logs and provides compliance alerts to maintain safety standards.

Driver performance

Why track: Measures driver efficiency for recognition, training, and productivity improvement.

How software helps: Monitors and reports on driver performance metrics, aiding in performance management.

Inventory management

Why track: Efficiently manages inventory levels for businesses with inventory-carrying vehicles.

How software helps: Tracks cargo loads and inventory, ensuring efficient inventory management.

Environmental impact

Why track: Monitors emissions and fuel efficiency for sustainability goals and regulatory compliance.

How software helps: Records and analyzes environmental impact data, assisting in eco-friendly practices.

Cost analysis

Why track: Provides insights into operational expenses to identify cost optimization opportunities.

How software helps: Generates detailed cost reports, helping businesses make informed decisions about cost management.

Idle time

Why track: Significantly impacts fuel savings and operational efficiency by detecting and reducing idle time.

How software helps: Monitors idle time and provides data to reduce unnecessary engine idling.

Asset utilization

Why track: Ensures optimal use of vehicles and assets.

How software helps: Tracks vehicle usage to maximize asset utilization and efficiency.


Why track: Enhances security and efficiency by setting geographical boundaries and receiving alerts for vehicle entry or exit.

How software helps: Allows for geofencing configuration and alerts, improving location-based management and security.

What should fleet managers look for in fleet management software?

Choosing the right fleet management software is crucial for maximizing the efficiency of your fleet operations. To make an informed decision, you can consider several key factors when evaluating software options:


Ensure the software can accommodate your current fleet size and has room for growth.


Look for an intuitive interface that is easy for your team to navigate and use effectively.


Seek software that can be tailored to your specific business needs and industry requirements.

Real-time tracking

The ability to track vehicles and assets in real time is essential for efficient operations and security.

Comprehensive reporting

Robust reporting features should provide detailed insights into fleet performance and cost analysis.

Integration capabilities

Check if the software can seamlessly integrate with other systems, such as maintenance software or fuel card programs.


Ensure the software can send alerts and notifications for critical events or issues like maintenance reminders or unsafe driving behavior.

Security features

Ensure the software offers security measures to protect sensitive data and prevent unauthorized access.

Mobile accessibility

Look for mobile apps or web-based platforms that allow access from anywhere, enhancing flexibility and responsiveness.


Consider the overall cost of the software, including licensing fees, implementation, and ongoing maintenance.

Keep in mind: Off-the-shelf fleet management software may not always encompass all the functions you require. In such cases, it might be necessary to consider developing custom solutions to meet your specific needs. To get a comprehensive overview of the process of building robust software, you can check out this comprehensive guide on fleet management software engineering.

Why do businesses use fleet management software? Ways fleet management systems drive efficiency

Fleet management software has become indispensable for businesses with vehicle fleets of all sizes. Its adoption is driven by a myriad of benefits, which lead to enhanced efficiency and cost savings. Here are the key ways in which fleet management systems drive efficiency:

Reduced fuel consumption

Precise monitoring of fuel usage, coupled with data-driven insights, leads to lower fuel consumption, reducing operational costs and environmental impact.

Enhanced driver behavior

Fleet management software tracks and improves driver behavior, promoting responsible driving habits that enhance safety and minimize vehicle wear and tear, resulting in lower maintenance costs.

Optimized vehicle utilization

Data analytics help businesses assess the optimal number of vehicles required for their operations, eliminating underutilized assets and reducing acquisition and maintenance costs.

Improved maintenance efficiency

Timely maintenance, based on data-driven alerts, prevents breakdowns and costly repairs. Vehicles remain in optimal condition, reducing downtime and repair expenses.

Environmental impact reduction

Monitoring emissions and fuel efficiency assists in sustainability efforts and compliance with environmental regulations, aligning with corporate social responsibility goals.

Safety improvements

By monitoring driver behavior, the software fosters a culture of safety, reducing accidents and associated costs, including insurance premiums.

Driver productivity

Monitoring and analyzing driver performance metrics can lead to recognition and training opportunities, ultimately improving driver productivity.

Idle time reduction

Detecting and reducing unnecessary engine idling significantly impacts fuel savings and overall operational efficiency.

Optimized asset utilization

Tracking vehicle usage ensures assets are utilized to their fullest potential, reducing costs associated with idle or underused vehicles.

Fleet management software acts as a multifaceted tool that not only streamlines fleet operations but also drives efficiency across the board, ultimately resulting in substantial cost savings and improved performance.

What is the best fleet management software? Top 5 tools for business owners

In today’s fleet management software market, you can find several successful solutions. You can compare various fleet management software options and check out user reviews here. And below are the top 5 solutions used by thousands of companies:

1. Fleetio

Fleetio is a cloud-based software that equips businesses with tools for vehicle management, maintenance scheduling, fuel consumption tracking, and more. It offers features such as real-time fleet tracking, automated maintenance schedules, and customizable reporting. This application enables businesses to streamline their operations and enhance fleet efficiency.

best fleet management software solutions, Fleetio

2. Onfleet

Onfleet specializes in delivery management, assisting businesses in optimizing their last-mile delivery operations. It provides functionalities like real-time tracking, driver dispatching, and customer notifications. Onfleet is designed to improve customer service and enhance delivery efficiency.

best fleet management software solutions, OnFleet

3. Fleetsu

Developed by Volpis, Fleetsu is a tailored fleet management application that offers real-time GPS vehicle tracking, vehicle diagnostics, driver behavior monitoring, and more. It boasts an intuitive user interface and customizable dashboards, empowering managers to closely monitor their fleet and make well-informed decisions.

best fleet management software solutions, Fleetsu

4. Verizon Connect

Verizon Connect is a leading provider of fleet management solutions that enable businesses to track vehicles in the field, enhance fleet operations, boost worker productivity, and promote safe driving practices. Their comprehensive suite of tools and services empowers organizations to efficiently manage their fleets and optimize their overall performance.

Verizon Connect

5. Motive (ex KeepTruckin) 

Motive is trusted by 120,000+ companies — from small businesses to Fortune 500 enterprises, to drive positive transformations in the safety, productivity, and profitability of their operations. Motive’s robust solutions cater to a diverse range of industries, including logistics, transportation, construction, and beyond. With a focus on delivering real-time insights and data-driven decision-making, Motive empowers businesses to streamline their operations, reduce costs, and enhance safety standards. 

Motive (ex KeepTruckin) 

If you are looking to develop your own fleet management tool or need help with your existing project, do not hesitate to contact us via to schedule a free consultation.

How Volpis helps companies develop custom fleet management software solutions 

At Volpis, we specialize in assisting companies in the development of tailored fleet management software solutions that align perfectly with their unique needs. This process includes several important steps:

Step 1: Crafting a unique identity 

Before we dive into development, our software development experts conduct a comprehensive analysis of existing solutions to identify their limitations. Armed with this knowledge, we proceed to create custom software that addresses your industry-specific challenges.

Step 2: The discovery phase 

Our dedicated team’s primary objective during the discovery phase is to collect every piece of necessary data about your project. The outcome of this phase is a detailed roadmap for the development process, requirements documentation, and a selection of the most suitable technologies.

Step 3: UX/UI design 

With a comprehensive understanding of your software’s unique features and your target audience, we delve into the user experience (UX) and user interface (UI) design phase. Our designers are dedicated to ensuring that your software not only meets functional needs but also delivers an intuitive and user-friendly interface.

Step 4: MVP development 

The development of the minimum viable product (MVP) version of your custom software is a critical step. It includes incorporating the core functionality that serves as a basic yet functional version for testing and refinement.

Step 5: Quality assurance

Our rigorous quality assurance process involves testing features, resolving any identified bugs, and gathering valuable user feedback to ensure that your software is of the highest quality and ready for release.

Step 6: Deployment 

The deployment phase signifies the official launch of your custom fleet management software. During this process, we prepare the software for release, submit it to various platforms, and configure it for distribution.

Step 7: Scaling up and post-release support

After your software becomes accessible to users, our development team focuses on enhancing its functionality, introducing new features, and expanding your user base. Additionally, we provide comprehensive post-release support to address any user concerns or issues that may arise.

At Volpis, we are dedicated to helping you create a custom fleet management solution that perfectly aligns with your unique needs and challenges. Check out our portfolio for a closer look at our successful projects and the innovative systems we’ve developed for our clients.

We invite you to connect with us via for a complimentary consultation to discuss any questions or inquiries you may have regarding the development process. Your success is our priority, and we are here to guide you every step of the way.


What are the upcoming trends of fleet management in the world?

Some upcoming trends in fleet management include increased adoption of electric vehicles, integration of AI and IoT for predictive maintenance, and a focus on sustainability and green fleet initiatives.

How does fleet management software work? 

Fleet management software collects data from vehicles and assets, analyzes it for various purposes such as tracking, maintenance scheduling, and route optimization, and provides actionable insights to improve fleet efficiency and safety.

How much does fleet management software cost?

The cost of fleet management software varies depending on factors like the size of your fleet, the features needed, and the provider. It can range from a monthly subscription fee per vehicle to a one-time purchase cost.

What KPIs should I track to measure fleet management performance?

Key performance indicators (KPIs) to track in fleet management include fuel efficiency, vehicle utilization, maintenance costs, driver safety scores, and on-time delivery performance.

Will fleet management software help me comply with ELD?

Yes, many fleet management software solutions include Electronic Logging Device (ELD) functionality to help companies comply with government regulations regarding driver hours of service.

Can I track the cost of maintenance across my fleet? 

Yes, fleet management software allows you to track maintenance costs by providing insights into vehicle maintenance schedules, costs of repairs and parts, and historical maintenance data.

How are vehicle maintenance needs tracked? 

Vehicle maintenance needs are tracked through the software’s monitoring of factors like mileage, engine diagnostics, and maintenance schedules, which helps in scheduling timely maintenance and repairs.

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