What to Look for in a Fleet Management System: A Guide for Growing Fleets

It’s exciting to watch your business grow. The rush of new customers and the increase in revenue bestow a feeling of success like no other. But if a fleet of vehicles is in any way a part of your business, this growth brings the challenges of scaling fleet operations effectively. 

Whether it’s a last-mile delivery service, a car-sharing operation, or a dealership with loaners and rentals, your organization’s scalability will be thoroughly tested. It’s at this point that you realize you need a vehicle management system.

In the beginning, a mix of spreadsheets, texts, and consumer GPS apps might have worked. But as your fleet grows, inefficiencies and hidden costs begin to hurt your bottom line.

Clearly, a fleet management system is essential, but how do you choose the right one? That’s what this guide for growing fleets will help you with. You will learn about fleet tracking software and the features a small or mid-sized fleet really needs. In the end, you’ll know how to pick the best fleet software for growing businesses and get back to scaling your operations.

Why the Right System Matters for Growing Fleets

Out of all the difficulties surrounding a growing business, scaling a fleet from a handful of vehicles to a dozen or more is uniquely challenging. As you add vehicles, operating costs like fuel and maintenance begin to swell, and maintaining driver accountability becomes a constant struggle. 

Simply put, scaling your fleet means scaling your problems — unless you have the right tools in place.

The answer is a modern GPS fleet platform. The best fleet software for growing businesses streamlines the process of business growth by automating tedious manual tasks, such as spreadsheet management and text messaging. This saves administrative time, effectively reducing your overhead. The software provides insights into routing, fuel consumption, and vehicle health. It empowers you to make data-driven decisions that directly boost performance and profitability.

While software of this caliber was typically only within the reach of large enterprises just a few years ago, new platforms have leveled the playing field. Now, even smaller operations have access to the same tools once reserved for companies with huge capital budgets. Even if you’re adding just a few vehicles to your fleet, a comparatively small investment in a fleet management system allows you to optimize routes and reduce operational waste.

Must-Have Features of a Fleet Management System

While fleet tracking software used to be the domain of large enterprises, today there are numerous platforms aimed at small and midsized businesses. But be forewarned, not all systems are the same. Some will lack the features you need, while others will try to compete with the big players and deliver functionality you don’t really need.

Look instead for a fleet management system that offers the must-have features, such as:

Real-Time GPS Tracking

The cornerstone of modern fleet tracking software is a live view of every vehicle’s location at any given moment. 

By knowing the location of all your assets, rather than tracking drivers down via phone and text (or just guessing their location), you can practice smarter dispatching. This allows you to optimize routes, provide customers with accurate ETAs, and make other operational improvements.

Insights Into Driver Behavior

Although the connection might not be immediately obvious, how your employees drive your vehicles has a direct impact on the bottom line. Behaviors like speeding, rapid acceleration, and harsh braking can lead to costly accidents. 

Excessive idling wastes costly fuel. But with a fleet management system that offers driver behavior insights, you can identify these issues. Instead of micromanaging, this is an opportunity for coaching, as your team works toward reducing fuel costs, and minimizing vehicle wear and tear.

Vehicle Health Monitoring and Maintenance Notifications

A sound vehicle management system offers more than tracking real-time locations. Some systems feature GPS trackers that plug directly into a vehicle's OBD-II port, which provides access to critical vehicle health data. Via the included software, the system can alert you to issues like a check engine light or a low battery. You can also set automated reminders for routine maintenance tasks, such as oil changes and tire rotations. Now your maintenance strategy can be proactive instead of reactive, addressing issues before they become showstoppers.

Geo-Zones, Trip History, and Custom Alerts

Geo-zones utilize a concept called geofencing, which enables you to define virtual boundaries around key locations, such as your office, a job site, or a supply house. You can then receive alerts when one of your vehicles enters or leaves the zone. This makes geo-zones and customizable alerts must-have features. Then, if you want to review past routes, ensure the system has a trip history feature, which is invaluable for verifying service calls, analyzing efficiency, or resolving billing disputes.

Mobile-Friendly Dashboard and Admin-Level Access

For some businesses, fleet management can be a round-the-clock activity. There’s no reason to be chained to your desk, so ensure that the system’s software dashboard is fully accessible on smartphones, tablets, and all other internet-connected devices. And since you’ll want to grant access to other employees, look for a system that offers an admin-type role and the ability to control the permissions others receive.

Additional Considerations When Choosing a Fleet Management System

Beyond the feature set, you also need to verify that a fleet management system can affordably grow with your business. With that in mind, here are some other things to look for:

Flexibility and Scalability

One of the first things you learn in growing your business is that the systems you invest in must be able to scale. Otherwise, a system you buy today will have an expiration date. In the case of a fleet management system, the solution that works for five vehicles should not become a bottleneck when you reach fifty. 

As you evaluate the available options, ask a few questions: Can this platform perform just as well with a larger fleet as it does now? Is the pricing model transparent and predictable? Does the pricing scale without sudden cost increases? 

System installations should be similarly flexible. Traditional hardwired GPS systems often require professional installation. That means scheduling appointments, paying for labor, and taking vehicles out of service. However, if you opt for a modern plug-and-play solution that utilizes the vehicle's OBD-II port, you can avoid all this. When you add a new vehicle, an OBD-II tracker can be online in minutes with zero downtime. 

Cost Transparency and Subscription Options

The same applies to the software itself. As you add more assets or team members, how easy is it to manage them? A GPS fleet platform with an intuitive interface should make it quick and easy to add or remove vehicles and users. And when it comes to pricing, flexibility is equally important.

Your fleet tracking software should be a partner in your growth, not a financial burden. Look for month-to-month plans that don't lock you into long, restrictive contracts. Per-vehicle pricing is the best model for scaling fleets, as it allows you to add or remove vehicles without restrictions and adjust your budget accordingly.

Finally, look beyond the sticker price and evaluate the overall value. Does the subscription fee include all the essential features mentioned above? Does it offer customizable alerts for vehicle diagnostics and driver behavior? Some platforms advertise a low entry price but charge extra for critical features. These should be avoided. Instead, you want a solution that delivers the required functionality at a price that makes sense for your budget, with the ability to scale up and down.

Why Bouncie Is a Smart Choice for Expanding Fleets

To find an example of a fleet management system that offers all of the required features, simple installation, and unparalleled scalability and flexibility, take a look at Bouncie. This simple device plugs into the industry standard OBD-II port in seconds, no tools or wiring required. Because installation is so easy, there’s zero vehicle downtime. You can get your entire fleet up and running in minutes, not days.

The intuitive Bouncie for Fleets dashboard puts you in complete control. You can view all vehicles on a single map and analyze trip data from anywhere, on any device. As your team grows, you can easily invite other employees and assign appropriate access levels, all from within Bouncie’s intuitive software interface.

With Bouncie, you get all the essential features expected from a modern fleet management platform to optimize your operations: 

• Real-time GPS tracking
• Geo-zones for geofencing capabilities
• Customizable alerts for driving habits, vehicle health diagnostics, and maintenance reminders
• Detailed trip histories

With its transparent pricing model, Bouncie scales affordably to support your company’s growth. There are no long-term contracts or hidden fees. Our simple, month-to-month, per-vehicle subscription means you only pay for what you need. As you add vehicles, your costs scale predictably and affordably, making it easy to budget for expansion.

Bouncie FAQs

Can I manage multiple vehicles and drivers from one dashboard? 
Yes, the Bouncie for Fleets dashboard is designed for managing multiple vehicles. You can view your entire fleet on a single, real-time map and access detailed trip and vehicle health information with just a few clicks.

How quickly can I get my fleet up and running? 
Since Bouncie uses a simple plug-in OBD-II device, professional installation is not required. You can install the device and activate a vehicle in under five minutes. Most fleets are fully operational on the same day their devices arrive.

How easy is it to set up geo-zones?
It’s very easy. From the Bouncie dashboard, you can draw a custom zone directly on the map or enter an address to create a circular boundary. You can create as many geo-zones as you need and customize alerts for when vehicles enter or exit.

Does the system provide alerts for use at unauthorized times? 
Yes, you can monitor for unauthorized use by setting up geo-zones around locations where vehicles should be parked after hours, such as your office. Then, you can set an alert to notify you if the vehicle leaves the designated area during specific off-hours, allowing you to be aware of unauthorized activity immediately.

Choosing Smarter Tools for Long-Term Growth

For growing companies with vehicles, a fleet management system is one of the best investments you can make. You just need to ensure the system you select has the scalability to handle expansion, simplicity to ensure rapid adoption and use, and affordability to deliver a strong return on investment.

Bouncie’s fleet management system is an ideal solution for growing fleets, as the platform delivers the actionable data, safety insights, and real-time control you need to reduce costs, improve efficiency, and scale efficiently.

If you’re ready to stop juggling spreadsheets and start making data-driven decisions, Bouncie is ready to help. Learn more about how Bouncie for Fleets can support your growth.