Fleet management in WEDATA ERP
Your vehicles, drivers, jobs and fuel
A module for running a vehicle fleet: jobs scheduled to vehicles and drivers, a record of what actually happened on every run, fuel and maintenance per vehicle, licence and insurance expiry dates, and completed jobs invoiced, all in the same accounting system.
More than 8 years of experience in business solutions
The module
The daily operating cycle
from schedule to invoice
Jobs and scheduling
Every job has a customer, vehicle, driver, location, time, estimated duration, number of loads and priority. A completed job becomes a customer invoice, and its record is preserved as long as its invoices stand.
Job log
Record what actually happened against what was planned: start and end times, distance, fuel issued and used, and loads completed. The difference between the plan and the log is where fleet efficiency shows up.
Fuel and maintenance
Record every fill with litres, cost, odometer reading and station, so you know each vehicle's consumption per kilometre. Record maintenance by type, estimated and actual cost, workshop and next due date by date and odometer.
Vehicles and drivers
A record per vehicle with plate number, type, capacity, consumption rate and insurance and licence expiry, and a record per driver linked to their HR file with licence number, expiry date and usual vehicle.
Why WEDATA
A system built
for transport and service fleets
Waste collection
Record waste type, quantity, loads, disposal method and site as an environmental compliance log.
Disposal coupons
Count coupons consumed at every disposal site and reconcile them against stock.
Contractor billing
Record and bill work carried out by external contractors on your behalf.
Accounts
Job revenue and fuel and maintenance costs on their set accounts in the general ledger.
Demo data
Try the module with ready-made records, then clear them before going live.
Reports
Fleet profitability and cost per vehicle in Excel and PDF.
Integrations
The fleet connected
to accounts and HR
Every job is invoiced to the customer from the same system, every fuel fill and workshop bill carries its transaction reference in the accounts, and the driver is the same employee in payroll, so you know the fleet's profitability without side spreadsheets.
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Accounts
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HR and assets
FAQ
Frequently asked questions
about fleet management
What transport and service companies ask most before getting started.
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Does the module suit any fleet or only waste fleets?
The module was designed for waste collection fleets, but jobs, runs, fuel, maintenance and licences serve any fleet. Contact us to discuss your business.
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How do I spot a vehicle using more fuel than it should?
From the odometer reading at every fill the system calculates consumption per kilometre and compares it with the vehicle's rated figure, and the job log compares fuel issued with fuel used.
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Does the system track insurance and licence expiry?
Insurance, vehicle licence and driver licence expiry dates are recorded on every record, for you to review on a schedule before scheduling rather than after an incident.
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Is a job invoiced automatically?
A completed job is turned into a customer invoice from the same system, and its record is preserved as long as its invoices stand.
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Is the module included in the plan or an add-on?
Fleet management is a module activated on WEDATA ERP. Contact us to activate it on your account and see what suits your business.
Run your whole fleet from one system
Start your free trial with WEDATA ERP and follow your vehicles, drivers and jobs from one dashboard.