Best Fleet Management Systems for 2024

Running a fleet of vehicles — whether large or small — is challenging. You must schedule jobs and deliveries, maintain and repair vehicles, ensure driver safety, manage fuel costs and much more. 

Fortunately, the best fleet management software can ease the burden dramatically with features like GPS tracking, fuel usage monitoring and maintenance management. The right solution will help you save time, cut costs and boost performance, whether you’re managing half a dozen vans or a large fleet of trucks. 

I’ve researched six leading fleet management platforms, reviewing their features, price points and target audiences, to help you find the right platform for your needs. 

What is a fleet management system?

A fleet management system is a software platform that collects vehicle and driver data, providing insights to help businesses cut fuel and maintenance costs, improve efficiency, increase capacity and enhance road safety.

Dispatchers use these systems to assign jobs efficiently, enabling quicker customer responses and better resource management. Fleet managers use the software to plan preventive vehicle maintenance schedules, reduce fleet downtime and to ensure compliance with state and federal regulations.

Fleet management system costs

Fleet management platform costs vary by vendor and features, but the following factors will typically be considerations:

• Subscription costs: Monthly fees typically start around $25 per vehicle for GPS tracking.
• Hardware costs: Many vendors include plug-and-play hardware in their monthly fees. However, some don’t, so check with your provider. If you prefer hardwired GPS trackers, note that not all platforms offer them. You may have to pay extra to fit hardwired modules, especially for larger and more complex installations.
• Add-on features: AI-powered dashcams and other equipment will incur additional monthly charges. While some vendors include ELDs, advanced analytics, fuel card integrations or maintenance scheduling in their fees, others charge separately for these features.
• Apps: Every vendor I reviewed has a marketplace with apps that add extra functionality or allow integration with other business software. While many apps are free, some incur additional charges. 
• Discounts: Generally, larger fleets often qualify for volume discounts. You may also secure a discount if you commit to a longer service contract.

How to choose a fleet management system

Most fleet management software is flexible and adaptable. Still, these systems often represent a significant investment, so choosing the right solution is essential. When choosing fleet management software for your business, take the following steps:

List the features your organization needs. 

Before approaching vendors, speak to your fleet manager, dispatcher and other team members to determine their needs and ask how fleet management software can improve operations. Using this feedback, create a well-defined list of the features your fleet management platform should provide. 

Here’s an example list of an organization’s potential requirements: 

• Send back vehicle position and speed data at 15-second refresh intervals.
• Alert you in real-time when a driver is speeding, idling their vehicle or braking harshly.
• Provide regular reports on driver behavior.
• Optimize driver routes for efficiency and fuel savings.
• Provide fuel consumption reports based on vehicle and driver.
• Remind fleet managers when a vehicle is due for maintenance based on mileage, engine hours or diagnostic codes.
• Allow drivers to send inspection reports to the fleet manager and dispatcher and report any issues.

Separate features you identify into “necessary” and “desirable” to help you prioritize functionality when comparing different vendors’ systems.

Set a budget for your fleet management system.

Fleet management systems are expensive. To avoid overpaying for your solution, set — and stick to — a reasonable budget. Factor the following into your calculations:

• Setup costs
• Hardware costs, including installation and training
• Monthly or annual subscription costs
• Fees for extra services from the vendor or a third-party app

Also, consider the anticipated savings from reduced fuel and maintenance costs and improved productivity as part of your budget planning.

Research vendors and create a shortlist.

Evaluate vendors and create a shortlist of three to five platforms that are likely to match your needs and budget. While price is a consideration, it shouldn’t be the deciding factor. Lower prices may translate to poor customer service and less frequent software updates.

Here are some tips for creating a vendor shortlist: 

• Identify vendors that suit your business: Look for vendors with experience in your industry or with fleets of your size. For instance, a vendor specializing in large fleets may not be ideal if you manage 20 vehicles as it might not offer the support you require.
• Get recommendations from knowledgeable parties: Ask your fleet manager or dispatcher for their fleet management software recommendations. Consider opening a discussion on LinkedIn to get advice from industry peers. Additionally, visit the websites of fleet trade publications like Fleet Owner or Commercial Carrier Journal. If you’re a member, reach out to your representative at organizations like the American Trucking Associations or National Private Truck Council.
• Check online reviews: Online review sites are an excellent tool for assessing a vendor’s reputation. Look for feedback on the platform’s ease of use for both drivers and managers and the quality of customer support. If integration with other software is crucial, check users’ experiences with that process. Prioritize reviews from businesses similar in size and industry to yours. Many review sites allow you to filter comments by business type, location and employee count.

Contact vendors to access demos and free trials.

• Free trials: If a vendor offers a free trial, take advantage of it. This is your opportunity to test your required features and evaluate the platform’s performance. Even if you want a hardwired GPS module, you could try out a plug-and-play module to get a better feel for the system.
• Demos: If a vendor only offers a free demo, ensure your fleet manager, dispatcher and other relevant team members participate. Ask the sales rep to demonstrate scenarios specific to your business, such as adding jobs to a driver’s schedule or rerouting drivers to avoid hazards and roadwork. 

Note that three of the vendors I reviewed — Jobber, Samsara and Verizon Connect — offer free or paid trials. Motive, Teletrac Navman and Azuga do not.

Decide on a fleet management system.

If two or more vendors are closely matched, consider creating a scorecard on issues like features and pricing. Ensure your fleet manager, dispatcher and other stakeholders also complete a scorecard. A winner will likely emerge.

When you sign up with your chosen vendor, work with your rep to plan the implementation process to ensure the smoothest possible rollout.

Methodology

To identify the best fleet management systems, I initially evaluated 25 vendors based on their features, customization options, automation capabilities, ease of use and pricing. I researched online review sites to gauge customers’ sentiments toward each vendor, including where they shined and where they fell short. I then narrowed the list to the 14 top vendors and looked at each on a more granular level, evaluating features like real-time GPS tracking and advanced reporting and analytics tools. From this analysis, I selected the six vendors that delivered the best overall value and performance for specific use cases.