Vehicles and fleet

Is this the right tool for you?

Once several vehicles are on the road, you cannot see where they are, which one is overdue for service, or what each one spends on fuel, so breakdowns, fuel fraud and late arrivals show up only after they cost you. Carriers running commercial trucks face a harder rule: many drivers must record hours of service electronically, and a paper log will not satisfy an inspection.

Signs you need it now

• The office phones drivers to find out where they are before promising a customer an arrival time.
• Oil changes, inspections and registrations are tracked from memory or stickers on the windshield, and a vehicle has broken down after missing one.
• Fuel is paid on personal cards or one shared card, and you cannot tell which vehicle or driver a fill-up belongs to.
• You run trucks in interstate commerce and are not certain which drivers need electronic logs or how long you must keep the records.
• A crash, speeding complaint or damage claim came down to one driver's word against another's.

When another area fits better

• The real problem is scheduling jobs and sending the right crew to each customer; job tools handle dispatch, and many connect to a vehicle tracker. Read the job and crew management guide
• You need accurate hours for payroll from crews who drive light vans; a mobile time clock records work hours without tracking the vehicle. Read the time tracking guide
• Vehicles are few and the issue is staff spending on fuel and supplies generally; a company card program with receipt capture may be enough. Read the expenses and receipts guide
• You need cover for the vehicles themselves, including hired and employee-owned cars used for work. Read the business insurance guide

What matters at your size

How the way you work changes the choice

Trades and service vans

Plumbers, landscapers and cleaners want arrival times for customers, proof of when a van was on site, and service reminders. Hours-of-service logging generally does not apply to light vans, but check whether any vehicle is heavy enough, or crosses state lines for work, to bring federal or state rules into play.

Motor carriers and owner-operators

Drivers of commercial motor vehicles in interstate commerce generally must use a registered electronic logging device, keep inspection reports and file quarterly fuel tax by state. Confirm the exemptions that might apply, such as short-haul operation, with the federal carrier safety agency rather than the vendor.

Equipment and trailers

Trailers, generators and heavy equipment go missing or sit idle. Battery-powered asset trackers report location and hours of use without wiring into a vehicle.

Fuel and roadside spending

A fuel card with limits by vehicle, driver, fuel type and time of day makes personal fill-ups hard to hide. Cards that connect to a tracker can decline a purchase when the vehicle is not at the pump.

What to compare

• Contract terms

  Many trackers sell multi-year terms with hardware included. Get term length, renewal, cancellation notice and early termination charges in writing.

• Trade van or motor carrier

  Carriers need a registered electronic logging device and state-by-state fuel tax mileage. Trades with light vans usually need tracking and maintenance, not logs.

• Connections

  A tracker that feeds your job management, maintenance software and fuel card avoids retyping and lets a card decline fuel when the vehicle is not at the pump.

• Driver acceptance

  Cameras and driving scores work only with a written policy. Some states require notice before monitoring employees electronically.

Cost and setup effort

• Trackers and electronic logs are usually charged per vehicle each month, often with hardware bought upfront or included in a multi-year term. Ask for the contract length, renewal terms, cancellation notice and any early termination charge in writing before signing.
• Plug-in devices fit the diagnostic port in minutes; wired installs and dash cams take longer. Budget time to set up vehicles, drivers, service intervals and alerts, and to explain to drivers what is recorded. Some states require written notice before electronic monitoring of employees.
• Fuel cards are usually charged per active card or user, with discounts at partner stations. Check whether the card needs a personal guarantee, how often the balance must be paid, and whether it is accepted where your drivers actually fill up.

Trade-offs to weigh

All-in-one platform or separate tools

A single platform can combine tracking, dash cams, logs and maintenance, but usually on a longer contract. Separate tools for tracking, maintenance and fuel cards can be swapped individually if they connect to each other.

Month-to-month or multi-year contract

Longer terms often lower the monthly charge or include the hardware, but leave you paying if the fleet shrinks or the tool disappoints. Month-to-month costs more per vehicle and keeps you free to leave.

Driver cameras and privacy

Cameras and driving scores can exonerate drivers after a crash and cut risky driving, but inward-facing cameras are unpopular. Decide which cameras you need, write a policy and tell drivers before installing them.

Fleet tracker or job app location

A job management app can show where a technician's phone is while they are clocked in. A vehicle tracker follows the van itself, including after hours, and reads engine faults. Choose based on whether the vehicle or the job is what you need to see.