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Best Fleet Management Software – A Comparison of the Top 8 Solutions


Managing a fleet of vehicles and machines is a challenging task that requires constant attention, organization, and efficient use of resources. As a business owner or fleet manager, you need to ensure that your vehicles are well-maintained, your drivers are safe, and your operations are cost-effective. This is where a fleet management system comes in. In this article, we will compare the top 8 fleet management software solutions to help you make an informed decision and improve your fleet’s efficiency and productivity.

Our Top Picks

  1. The best all-in-one solution

  2. Real-time vehicle tracking

  3. Automated fleet data management

In a Nutshell: What Is Fleet Management Software?

Fleet management software is a comprehensive system designed to help businesses optimize the performance of their commercial vehicles, with the aim of improving productivity, cost-effectiveness, safety, and customer satisfaction. These tools are usually employed for tracking company cars, vans and trucks. Equipment such as forklifts, golf carts and construction vehicles can also be monitored with them. 

By automating various fleet operations such as vehicle tracking, maintenance scheduling, route optimization, and driver performance monitoring, fleet management software helps businesses effectively manage their assets and achieve better results. One such example is the integration of a computerized maintenance management system, which further streamlines the maintenance process.

A fleet managers dream come true: IoT-based fleet management tools for fleet maintenance

Key Features of Fleet Management Software

Selecting a fleet management software requires thoughtful consideration of features that will aid in optimizing fleet operations. Some of the core features to look for in a fleet management software include:

Another important aspect to consider when selecting a fleet management software is its ability to integrate with other business tools such as CRM, inventory management, and payroll systems. This integration capability ensures a seamless flow of data between different systems, helping you make data-driven decisions and improve your overall fleet efficiency.

An effective fleet management software should also offer:

  • Customization and scalability to suit the unique needs of your business and fleet growth
  • Ability to handle various fleet sizes
  • Features that can be specifically tailored to your industry requirements
Key Features of IoT-based Fleet Management Systems

Comparison of the Top 8: Best Fleet Management Software Companies

This comparison will focus on the top 8 fleet management software companies, highlighting their unique strengths to assist in choosing the most suitable solution for your business needs. Each of these companies offers a range of features and benefits to improve fleet efficiency, reduce costs, enhance driver safety and streamline operations. This comparison will focus on the following fleet management software solutions:

  1. ToolSense
  2. Samsara
  3. Avrios
  4. GeoTab
  5. Fleetio
  6. Motive
  7. Azuga
  8. Verizon Connect

#1: ToolSense

ToolSense, a top-rated asset operations platform, is designed to enhance efficiency and reduce costs in managing your fleet. The main goal of ToolSense is to provide a comprehensive solution for asset management, offering a wide range of features to help businesses streamline and automate fleet operations and make data-driven decisions. ToolSense stands out for its smooth integration with existing systems, comprehensive tool management capabilities, intuitive interface, and real-time tracking and analytics for tools and equipment. 

Key features of ToolSense include:

ToolSense fleet management software designed for fleet managers to track vehicles, monitor driver behavior, monitor fuel consumption and automate preventive maintenance
See How ToolSense Can Help You in Just 2 Minutes

#2: Samsara

Samsara is a comprehensive fleet operations management platform targeted at optimizing fleet operations across various industries such as transportation, logistics, and construction. It offers a suite of features that includes GPS fleet tracking, driver behavior monitoring, ELD compliance, routing and dispatch, document management, reporting, and alerts. Samsara’s platform is designed to help fleet business operators keep a close eye on their fleets’ physical location and drivers’ behavior to ensure compliance with ELD and FMCSA regulations.

Key Features of Samsara:

  • GPS Fleet Tracking
  • Driver Behavior Monitoring
  • ELD Compliance
  • Routing and Dispatch
  • Document Management
  • Reporting and Alerts
Samsara fleet management app

#3: Avrios

Avrios is a comprehensive, web-based fleet management system, designed to automate and simplify various fleet-related tasks. Its core functionality revolves around fleet data management, processes and workflows, damage management, compliance, and insights and reporting. The platform automates tasks such as mileage balancing, tracking, Total Cost of Ownership (TCO) calculations, fuel tracking, lease condition comparison, invoice verification, and appointment reminders.

Key Features of Avrios:

  • Fleet Data Management
  • Processes and Workflows
  • Damage Management
  • Compliance
  • Insights and Reporting
Avrios fleet management software as a service

#4: GeoTab

GeoTab is providing fleet management solutions that help businesses improve productivity, safety, and sustainability in their fleet operations. It offers a comprehensive suite of products and services, including vehicle telematics, video-based safety, and integration solutions. GeoTab’s platform allows businesses to collect and analyze data from any source, providing valuable insights and recommendations to optimize fleet performance.

Key Features of GeoTab:

  • Vehicle Telematics
  • Video-based safety solutions
  • Advanced telematics solutions
  • Sustainability through efficient fleet management.
  • Compliance Management
Geotab Software for fleet maintenance

#5: Fleetio

Fleetio, a cloud-based fleet management solution, offers a suite of tools designed to optimize fleet operations and asset lifecycles. It emphasizes collaboration, allowing for fleet operation management from anywhere. Key features include automated maintenance processes, centralized fleet data, integration with third-party solutions, and data science-backed insights for decision-making. However, some users have reported limited customization options and occasional software glitches.

Key Features:

  • Maintenance Management
  • Fuel Management
  • Vehicle Inspections
  • Parts Management
  • Vehicle Assignments
  • Recalls Management
  • Vendor Management
Fleetio’s fleet management tool

#6: Motive

Motive is an AI-powered fleet operations platform designed to automate business operations and enhance safety, productivity, and profitability. It is a comprehensive solution that provides unparalleled visibility into the location, utilization, and health of your fleet. Motive is suitable for various industries, including trucking and logistics, construction, oil and gas.

Key Features of Motive:

  • AI Dashcam
  • ELD Compliance
  • GPS Fleet Tracking
  • Equipment Monitoring
Motive, one of our top eight fleet management applications

#7: Azuga

Azuga is a fleet management solution that provides a comprehensive suite of features designed to optimize fleet operations and promote safe driving. The platform is particularly known for its customizable GPS tracking solutions that deliver real-time location tracking of drivers and vehicles. It also monitors driver behavior, including speeding and harsh driving, making it an excellent tool for promoting safe driving practices. Furthermore, Azuga offers features aimed at reducing vehicle maintenance and fuel costs, improving dispatch and routing, and increasing visibility into fleet operations.

Key Features of Azuga:

  • GPS Fleet Tracking
  • Driver Behavior Monitoring
  • Maintenance Management
  • Fuel Management
  • Dispatch and Routing
  • Reporting and Alerts
  • Safety Management
  • Asset Tracking
  • Mobile App
Azuga, fleet management tool track fleet vehicles

#8: Verizon Connect

Verizon Connect is a top fleet management software solution with features to optimize fleet operations. It offers customizable GPS tracking for real-time location tracking of drivers and vehicles, driver behavior monitoring, and features for reducing vehicle maintenance and fuel costs. It’s particularly beneficial for larger enterprises, but may not be the best fit for small businesses with limited budgets.

Key Features of Verizon Connect:

  • Real-time vehicle tracking
  • Driver behavior monitoring
  • Cost reduction for vehicle maintenance and fuel consumption
  • Improved dispatch and routing
  • Increased visibility into fleet operations
  • Field vehicle tracking
  • Fleet operation improvement
  • Worker productivity enhancement
  • Safe driving promotion
Verizon Connect, a fleet management platform

Benefits of Fleet Management Software

Fleet management software offers a multitude of benefits to businesses that depend on vehicles for their operations. Here’s a more detailed look at some of these key advantages:

  1. Improving Efficiency: By automating various fleet operations, fleet management software can significantly enhance the efficiency of your fleet. It can optimize routes, schedule maintenance, and monitor driver performance, all of which contribute to smoother operations and improved productivity.
  2. Reducing Operational Costs: One of the primary benefits of fleet management software is its potential to reduce costs. It can help identify inefficiencies in fuel consumption, unnecessary wear and tear, and excessive idle times. By addressing these issues, businesses can significantly reduce their operational costs.
  3. Enhancing Safety: Fleet management software often includes safety features like driver behavior monitoring and vehicle tracking. These features can help identify risky driving behaviors and prevent accidents, thereby enhancing the safety of your drivers and vehicles.
  4. Ensuring Regulatory Compliance: Compliance with various regulations is a significant aspect of fleet management. Fleet management software can help ensure that your business adheres to these regulations, helping avoid potential legal issues and fines.
  5. Data-Driven Decision Making: Fleet management software provides valuable insights into your fleet’s performance. With access to real-time data and analytics, you can make informed, data-driven decisions that can improve your fleet’s efficiency and productivity.
  6. Streamlining Operations: Fleet management software can streamline various operations, from route planning to maintenance scheduling. This streamlining can result in significant time savings and improved productivity.
  7. Cost Visualization: Many fleet management software solutions offer comprehensive cost analysis features. These features can help businesses visualize potential savings and make more informed financial decisions.
  8. Asset Optimization: Fleet management software can help businesses optimize the use of their vehicles. By tracking vehicle usage and performance, businesses can ensure that each vehicle is being used efficiently and effectively.
Benefits of most fleet management software solutions include improves efficiency, reduced costs, enhanced safety, compliance, data-driven decision-making, streamlined operations, cost visualization and asset optimization

By investing in fleet management software, businesses can reap these benefits and more, leading to smoother operations, reduced costs, and increased productivity. The right fleet management software can be a valuable addition to any business that relies on a fleet of vehicles for its operations.

Buyer’s Guide: How To Choose the Best Fleet Management Software

Choosing fleet management software for your business requires careful consideration of several factors to ensure the selection of the solution that best meets your specific needs. 

First, consider the size of your fleet and the features that are most important to you, such as GPS tracking, driver performance monitoring, route optimization, maintenance management, and fuel management.

Next, evaluate the software’s ability to integrate with other business tools such as CRM, inventory management, and payroll systems. This integration capability ensures a seamless flow of data between different systems, helping you make data-driven decisions and improve your overall fleet efficiency.

Finally, consider the pricing structure of the fleet management software. Fleet maintenance tools usually charge by the number of vehicles, which makes them particularly attractive to smaller companies looking for products that can easily scale with their business growth. This pricing structure is more advantageous for growing companies than other, single-price solutions. By considering these factors, you can make an informed decision and choose the best fleet management software to optimize your business operations.

Top choices as plattform to manage and optimize fleet maintenance costs


In conclusion, choosing the right fleet management software is crucial for businesses to optimize their fleet operations, reduce costs, and enhance safety. By comparing the top 8 fleet management tools in this article, businesses can make an informed decision and select the best solution for their specific needs.

Remember, the key to successful fleet management is understanding your business’s unique requirements and selecting a software solution that meets those needs while offering scalability and integration with other business tools. With the right fleet management software, you can take full control of your fleet, drive business growth, and stay ahead in the competitive world of fleet management.

If you are invested in a more specific in-depth-comparison on EV fleet management software, you may take a look at our comparison article “Top EV Fleet Management Software for Optimizing Your Fleet”

Stop Wasting Time & Money Using Fleet Management or Fleet Maintenance Spreadsheets in Excel

Fleet management software will help you keep all important information in one place. Operating a fleet shouldn’t involve a fleet maintenance tracking spreadsheet – ToolSense keeps your data on an easy-to-use platform, no matter your type of fleet or manufacturer. Your most critical data is just a few clicks away.

The Benefits of Equipment Fleet Management Software Instead of Spreadsheets

All Information About Your Fleet in One Place

Short-term benefits include gaining a fantastic overview of all important dates and numbers. With ToolSense, this can be done in minutes thanks to a handy Excel import. With the right fleet management tools, every piece of information is just a few clicks away. Documents and videos can be attached to an asset’s file so that everything is in one place and readily accessible.

Fleet Management Software All important information in one place
Fleet Management Software Save time and money

Save Time and Money

In the long run, fleet operations not only become easier to organise and keep track of, but the software also helps companies save time and money. With ToolSense’s ticket system, downtime can be reduced by ordering spare parts on time, scheduling maintenance appointments and keeping track of important audit appointments. This, in turn, cuts maintenance costs. It also reduces work hours spent on fleet management.

No More Time-consuming Fleet Maintenance Tracking Spreadsheets

Fleet management operations aren’t without challenges. Especially fleet management spreadsheets are very time-consuming which can end up costing a business a lot of time and money. The more data is accumulated, the more challenging proper management techniques become for a fleet operator. Fleet management metrics of all types can be stored in a fleet management software like ToolSense and accessed on demand.

Fleet Management Software No more Time-consuming fleet maintenance tracking spreadsheets
Fleet Management Software Keeping Track of Maintenance costs

Keeping Track of Maintenance Costs

Maintenance costs can put a dent in a company’s profitability, especially when they often come as a surprise. Keeping track of asset checks, scheduled audits, repairs and spare part orders is vital and can easily be done with the right fleet maintenance and management software.

Seamless Communication With Vehicle Tracking

Communicating with machine operators or drivers, especially in a geographically separated team, is another challenge fleet operators face. However, receiving important updates – whether it is GPS data, route planning or maintenance queries – swiftly and efficiently can help the company save money and improve planning. Once again, this is where a fleet automation software comes in to help forward important information in real-time.

Fleet Management Software Seamless Communication
Fleet Management Software Bye Bye fluctuating fuel costs

Bye Bye Fluctuating Fuel Costs For Your Fleet

Rising fuel costs can make it difficult for businesses to calculate accordingly. With a complete overview of assets and their history provided by a fleet fuel management software, it can be easier to plan costs and work around fluctuating fuel costsToolSense enables you to track everything that changed its status.

Alexander Manafi (CEO) Gives You a Private Tour

Our CEO, Alexander Manafi, gives you a quick private tour. See the actual product and how it is used to improve your asset operations. If the video embed isn’t working as expected, please find the full video here.

Proven Track Record

Get up to 875% ROI With ToolSense

Reduction in time of operational staff spent managing assets, handling inspections and locating asset information


Reduction of annual asset costs (buying, repair & parts)
Example: For FM company with 3K employees this results in €150K asset cost reduction / year


Reduction of unplanned downtime
Example: For FM company with 3K employees this results in €200K cleaner personnel cost reduction / year

Key Fleet Management Software Features That no Spreadsheet Can Provide

Manage Fleet Operations

The key to operating your fleet successfully is always knowing exactly what shape your individual assets are in and how much they are costing your business. A construction equipment or fleet management software does a large part of your job for you. ToolSense offers an easy-to-use ticket service where each operator can report required repairs or downtime. The system will keep you up-to-date at all times and notify you of any upcoming audit dates or spare part requests, saving both time and money.

Vehicle Lifecycle Management

To make the best possible decisions around assets, equipment and vehicles, it is important for businesses to know as much as possible about them. That is where vehicle lifecycle management comes in. By looking at the initial cost at the time of purchasing – or alternatively, the rental and leasing fees – as well as maintenance costs and runtimes, companies can better decide whether to repair an existing asset, replace or retire it. Fleet management software helps keep track of all the costs that accumulate during a vehicle’s lifetime.

Fleet Maintenance

Downtime and expensive repairs lower a business’s productivity and can end up costing a lot of money. That is why it’s best to stay ahead of upcoming maintenance appointments and the ordering of necessary spare parts. A vehicle fleet management software like ToolSense enables your operators to report damages and request the order of spare parts. It also sends out reminders for all upcoming service appointments and audits, making maintenance in general easier, less time-consuming and more reliable.

Fleet Asset Tracking​

A fleet operator can only schedule and plan appropriately if they know their asset’s location at all times. Many suppliers use RFID or GPS technology for fleet tracking and route optimization. Aside from multiple trackers, ToolSense also offers a QR code technology that allows operators to scan a code whenever an asset is in use and running. Instead of a tracker that is attached to every machine or vehicle, all that is needed is a smartphone.

Fleet Management Reporting

A vehicle fleet tracking and management spreadsheet contains a lot of fleet data, but data alone can’t help a business with important decisions surrounding its assets. A fleet maintenance and management software like ToolSense offers a much better overview than an Excel sheet that can be used for weekly, monthly or annual reporting. Any piece of information becomes available in just a few clicks and thanks to ToolSense’s cloud-based service, it is available from anywhere in the world.

Stay Informed in Real Time

Paper, folders, and Excel sheets can store important information, but the process of going through them is often a long and tedious one. This can cause problems when dealing with time-sensitive issues. ToolSense’s fleet management solution keeps you informed in real time. Important numbers, dates, and files are always available within just a few clicks and accessible by every employee. You always stay up-to-date and informed, which helps save both time and money.

Who Benefits from Fleet Management Software?

Any company that operates numerous cars, machines or assets will profit from using a fleet monitoring software. There is no specific number of assets a company must own. However, as soon as a fleet grows to a point where a business fears losing track of important numbers or dates, a fleet management software can help regain an overview. Whether your fleet consists of cars, trucks, cleaning or construction equipment – ToolSense is an independent solution that doesn’t require a specific manufacturer.

Frequently Asked Questions About Fleet Management Software

Originally, the term “fleet” was used to describe a group of naval vessels. Later, the word became synonymous with a large number of cars, aeroplanes, ships, or other types of moving vehicles that are operated or moved together, or under the ownership of one company, the fleet owner. In that sense, fleet management describes the administration, scheduling, controlling and tracking of these vehicles. Fleet management can be accomplished thanks to a designated fleet operations manager, who oversees the management and scheduling of a company’s assets. Fleet maintenance also falls under their area of responsibility to make sure every single asset or vehicle is in working order and audited at regular intervals. 

A fleet manager can make use of fleet management solutions to help keep track of every single car or machine. Fleet management can look different for every industry, depending on the number of assets and their application. For some, it might involve GPS tracking. For others, keeping track of runtime or important audit dates might be the priority. Fleet management metrics vary heavily between the sectors, which is why most companies will need a fleet manager or a fleet management software that fits their specific needs.

Whenever a company owns a vast array of cars or machines, a lot of data surrounding those assets can accumulate. The old-fashioned method of fleet management spreadsheets becomes unmanageable when the fleet owner or fleet manager is faced with GPS data, MOT dates, runtimes, and finance information. Those records are simply too complex to be processed by hand. Enterprise fleet management software, like ToolSense, gathers all important information in one place where it’s easily accessible and grants a convenient overview of all numbers and dates. Fleet management systems come in many shapes and sizes, and not all are suitable for every company or every use. That is why it is important to consider all the pros and cons to find the best fleet management software for your business.

There is no definite number of vehicles or assets that decides when a fleet management software becomes a necessity. Whenever a company operates multiple vehicles and is afraid to lose track of important dates or numbers, fleet tracking is the right and economic choice to stay ahead and save time and money in the long run.

Fleet management software costs differ depending on a company’s needs. ToolSense offers three different packages – Basic, Essential and Enterprise – to accommodate businesses of all kinds.

A fleet management solution can help a company save time and money by reducing downtime and collecting all important numbers in a single system. By keeping track of GPS locations, audit dates, scheduled repairs, and by granting an overview of all important dates and numbers, companies are better able to make well-informed decisions surrounding their fleet.

A fleet management system has many practical applications. It helps keep track of vehicle locations, audit dates, costs, and stores helpful files or images related to the vehicle or machine. A software like ToolSense also offers a ticket system with which employees can request repairs and spare parts or report downtime.

When selecting fleet management software, look for features such as GPS tracking, driver performance monitoring, route optimization, maintenance management, and fuel management for optimal efficiency.

When choosing fleet management software, ensure it meets your specific needs for vehicle count, performance features, documentation, fuel card integration, mobile access, and pricing.

Fleet management software can help businesses save time and money by optimizing efficiency, reducing fuel costs, increasing safety, and automating maintenance tasks.