What fleet management software does, the features small fleets need, compliance considerations for commercial vehicles, driver privacy and how to compare vendors.
Different fleets have different priorities. A cleaning company with five vans may care most about knowing when teams arrive at clients and reducing fuel. A delivery business may focus on routing and proof of delivery. A trucking company needs hours-of-service compliance and maintenance records. List your top three problems, such as fuel, accidents, missed maintenance, late arrivals or paperwork, and evaluate software against them.
To record clock-ins, breaks and overtime automatically, see EZTime time and attendance software.
If you operate commercial motor vehicles in interstate commerce above certain weight thresholds, or carry passengers or hazardous materials, Federal Motor Carrier Safety Administration (FMCSA) rules apply. These include hours-of-service limits, and most drivers required to keep records of duty status must use a registered electronic logging device (ELD), with some exceptions. Driver vehicle inspection reports and maintenance records are also required for many commercial vehicles. Smaller vans and cars used for service work are often outside these rules, but state rules may apply. Confirm which rules cover your vehicles before choosing software, and check whether any ELD you consider is on the FMCSA’s registered list.
| Option | Pros | Cons |
|---|---|---|
| Plug-in or hardwired GPS device | Reliable tracking and engine data; works without a phone | Device cost and installation |
| Smartphone app | Low cost, quick to start | Depends on the driver’s phone and battery; less vehicle data |
| Built-in vehicle telematics | No extra hardware on newer vehicles | Depends on manufacturer support and data access |
| Dash cameras | Evidence for incidents; coaching | Cost and privacy considerations |
Drivers are more likely to accept tracking when they understand why it is used and what it shows. Be clear about:
Some states have laws on electronic monitoring notices or vehicle tracking. Check them and put your approach in a written policy. Pair tracking with fair processes, such as reviewing alerts with drivers before drawing conclusions.
Vehicle data and time records answer different questions. Fleet software shows where a vehicle was; time records show when an employee was working. Both matter for paying drivers correctly, since for non-exempt employees, travel between job sites, loading and required pre-trip inspections are generally working time. Make sure you have reliable time records, not just vehicle logs. See travel time pay rules and our mileage report template.
For many small fleets, the quickest return comes from maintenance rather than tracking. Missed oil changes, worn tires and ignored warning lights lead to breakdowns, roadside repairs, lost jobs and safety risks. Fleet software that schedules service by mileage or engine hours and records each inspection and repair builds a history for every vehicle. Digital pre-trip inspections make it easier for drivers to report defects and for managers to confirm they were fixed before the vehicle went back out. Over time, that history also shows which vehicles cost the most to run, which helps you decide when to replace them rather than keep repairing.
Fleet software is commonly priced per vehicle per month, sometimes with multi-year contracts and separate hardware fees. Calculate the full cost over the contract term, including devices, installation, cameras and any add-ons. Compare it with expected savings: lower fuel and idling, fewer accidents and claims, better maintenance, less overtime from inefficient routes and less admin time. Avoid long contracts until a pilot shows real value.
A pest control company with 12 trucks suspects that inefficient routes are causing overtime. It pilots GPS tracking on four trucks and reviews routes weekly. The data shows technicians crossing town several times a day because jobs are booked in order of calls received. The office starts grouping jobs by area, overtime on the pilot trucks falls and the company rolls out tracking to the full fleet with a clear driver policy.
EZTime is not a fleet management system and does not install vehicle devices or provide ELDs. It records employees’ working time with GPS-stamped clock-ins in the mobile app, tracks hours by job and client and supports expense claims with receipt photos. Many service businesses use EZTime for time and scheduling alongside separate fleet tools. See delivery and courier services and trucking and transportation.
Software that tracks vehicles and helps manage routing, maintenance, fuel, inspections, driver behavior and compliance.
It often pays off when fuel, accidents, missed maintenance or late arrivals are costly, even with a handful of vehicles.
Most drivers of regulated commercial motor vehicles who must keep records of duty status need a registered ELD, with exceptions. Check FMCSA rules for your vehicles.
Be careful. Limit tracking to working hours where possible, explain your policy and check state laws.
No. Use reliable time records; vehicle data shows location, not all working time.
Usually per vehicle per month, plus hardware and installation. Compare total cost over the contract.
Send the form through EZTime, collect an e-signature, and keep it in a digital employee file that reminds you when documents expire. For a team of 15, EZTime starts at about $30 a month ($2 per employee).