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Fleet Tracking: The Ultimate Buyers Guide


What is fleet tracking software?

GPS fleet tracking is a robust software solution providing location data, usage information and diagnostics reports for fleets of vehicles or equipment using GPS satellites and cellular data. In addition to meeting compliance standards, fleet tracking software provides valuable insight into fuel usage and cost, driver and operator safety and maintenance.

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Fleet Tracking Software: The Ultimate Buyers Guide

Everything You Need To Know To Purchase Fleet Tracking Software

Businesses that are dependent upon fleets of vehicles or equipment can streamline workflows and improve operational efficiencies with the right fleet tracking software. Whether you’re looking to track the location of a few vehicles or need a full suite of GPS fleet tracking tools, this buyers guide is designed to help you make an informed decision based on what’s best for your business.

Fleet Tracking Software


Fleet Tracking

How Does GPS Fleet Tracking Work?

Fleet tracking works by installing a GPS-enabled telematics device into your vehicles and assets. Using a network of GPS satellites to triangulate your position, the device uses the phone network to communicate information in realtime, such as location, ignition, fuel use, harsh driving, driver info, and more. The data is sent to the fleet management solution that is analysed into easy-to-read reports and dashboards.

GPS fleet tracking also helps drivers and the office staff communicate, transmit forms directly through the in-vehicle device and stay compliant with workplace health & safety regulations.


The Value Added Benefits of GPS Fleet Tracking Software?

The ability to track and trace vehicle and equipment movement is perhaps the most known use case of fleet tracking software. There are, however, many other features that businesses are using and when evaluating providers you should also consider their capability in these areas:

Compliance & Safety - A complete GPS fleet tracking system will help you meet compliance and workplace health and safety regulations, incl. NHVAS, HVNL, WH&S and more. An electronic system can record and report on safety incidents, including poor driving behaviours, unauthorised use and maintenance.

Fuel - As a leading expense line for many businesses, the right fleet tracking software will track fuel spend and monitor fuel usage to identify wasteful behaviours, such as excessive idling and aggressive acceleration with real-time alerts. With proper data that you can analyse, you're able to find opportunities to reduce fuel costs and save money. Paired with a Fuel Tax Credit (FTC) solution, you can also increase your rebate to put more $$$ into the business's back pocket. 

Maintenance - With the real information coming on vehicle conditions and distances travelled, you have the ability to track and monitor vehicle conditions and schedule maintenance and provide real-time alerts when vehicles or equipment require maintenance is a key feature of a robust fleet tracking system.

Productivity - From job management, routing optimisation and customisable workflow solutions, such as proof of delivery, are a key component to being able to increase productivity by digitising previously manual tasks. This makes your back-office staff and driver's lives so much easier, allowing them to focus on the task at hand. 

Integration & Enhancements - With a long list of available integrations with companies that offer solutions that your business can use via API, this area has fast become essential to streamlining workflows and improving efficiencies. From freight management to route optimisation, look for a fleet tracking provider with integration partners that fit your business or allow custom connections.

Asset Tracking - Self-powered asset tracking allows businesses to track anything, anywhere. Monitor movement, temperature, elevation, security, and safety by putting sensors on anything that matters to your business. This means you can keep track of everything, from containers, generators, lighting towers, even containers and trailers. 


What Are The Benefits of Fleet Tracking systems?

Fleet tracking makes vehicles more efficient by monitoring, recording and reporting on driver behaviour, unauthorised use, traffic and weather. From route optimisation and driver communication to safety and compliance, fleet tracking helps businesses reduce costs and measure efficiency.

Location Tracking

With pin-point accuracy on vehicle and equipment location, businesses can streamline communication with customers, improve job management, manage driver ID, monitor unauthorised vehicle use and protect assets from theft and misuse.

Reporting & Analytics

With a complete suite of reports, event views and dashboards, the right fleet tracking system provides unparalleled visibility into every aspect of your fleet, from efficiency to productivity. 


The right solution makes audits and compliance work a breeze allowing you to focus on areas of the business that matters the most. Avoid costly fines, investigations and vehicle downtime with the right compliance tools for your business. 


With the ability to view events in real-time, you are able to get instant alerts when safety thresholds are met or surpassed to reduce poor driver behaviour, create a culture of safety and make for a greener business. Telematics also goes to help reduce fraudulent insurance claims by using real data to backup your driver and the business. 


A preventative maintenance program that uses the data from fleet tracking allows you to set up schedules based on manufacturer recommendations. Reduce asset downtime by knowing what maintenance is due and when, and get alerted when it's needed. 

Driver Applications

Look for a solution that includes a comprehensive set of driver applications, from communication, job dispatch, proof of delivery and pre and post trip inspections. Many apps also include routing functionality based on truck and cargo attributes, this is often desirable based on the size of your vehicles or the cargo you carry.

Hardware Flexibility

Make sure your fleet tracking providers offers a range of hardware solutions, including ruggedised hardware for heavy equipment and tamperproof options for compliance. Options for installation should be considered, including self installed where available. 


With both pre-and-post sales service, dealers across the country and installation and implementation, considering a provider that has support services that allows you to get help when you need it. 

Real Results

Helping our clients work smarter

Green RGB Accident 150X150 48%

Saw Reduced Incidents

Green RGB Driver Behavior 150X150 41%

Saw Improved Driver Behaviour

Green RGB Alert 150X150 27%

Saw Improved Driver Safety

Common Questions

What about on-boarding and training?

On-boarding is an often-overlooked yet highly important aspect of selecting the right GPS Fleet Tracking Software. Taking your fleet and drivers out of service for installation and training can be costly. Research the installation track record of your provider and consider a professional implementation to ensure you’re back up and running as soon as possible.

Professional Services Online Training

What will my installation process look like?

Once you select a provider, you will need to supply the year, make and model of the vehicles or assets you wish to track, along with any other details required, such as your drivers, company details and so forth. Accuracy here is important as this will ensure that the fleet tracking provider configures you’re software for the correct vehicle and asset types. Be sure to schedule the installation at a date, time and place that works for your business and work with a provider that provides flexible installation programs to ensure your business keeps moving.

What training will be made available?

Training is important as it will help ensure a smooth on-boarding process. Choose between live, instructor-led training or on-demand training to suit your schedule. In-application training and support tools will ensure you understand how to use the system and resolve any issues quickly. Be sure to ask if training materials are available around the clock to ensure you're covered when you need help the most. 

What level of customer support can I expect?

Most GPS fleet tracking providers offer phone and email support, but be sure the support hours fit your business model. While 24/7 support isn't widely available to all, it's crucial to ensure you can reach support during extended hours, or even ensuring a provider has extensive online material which you can access to troubleshoot yourself. 

Fleet Tracking Software

Most frequently asked questions

Businesses use fleet tracking software for various reasons, the most common of which is to monitor vehicle location and driving behaviors. Other business requirements include safety and compliance, productivity, and fuel and maintenance monitoring. With the right technology in place, businesses can increase efficiencies, enhance productivity, improve safety and extend the lifecycle of vehicles and other equipment.

GPS fleet tracking devices are installed typically behind the dashboard and are hardwired into the vehicle’s onboard computer. This is typically done by a professional installer and once complete the device is virtually invisible. A mobile tablet or other display unit can also be mounted in the cab which interacts with the GPS device enabling information to be shared between drivers and the back office.

Fleet tracking software gives businesses access to literally hundreds, if not thousands, of data points from a single vehicle, including location, ignition status, mileage, fuel use, maintenance, traffic, weather, and a plethora of safety-related data points, including speeding, seat belt violations and more. Each provider will have different views of how the data is presented, so having the right idea first of what you want to see is important. 

Most GPS fleet tracking devices are accurate to within three meters for location information and can depend on the frequency of data relays for other metrics, such as mileage and ignition status. Poor service can impact accuracy as well. With GPS fleet tracking, your device should be in communication with at least four satellites for utmost accuracy but can still report with as little as one connection.

That being said, in times of little or no service or service disruption caused by weather, data is still stored locally on the device and uploaded once a connection is reestablished. This is less of an issue today thanks to improved cellular networks and increased GPS satellites.

When you’ve selected the right fleet tracking software for your business, look for a company that can implement a solution with as little downtime as possible and have a dedicated professional services team that guides you through the process. Some providers offer white glove services to ensure your system is up and running and your staff is fully trained as quickly as possible.

Most fleet tracking software providers offer integrations with third party applications and provide an open API for custom solutions. This is important if you hope to link your fleet tracking system to other systems within your organisation. A little bit of online research will help identify which integrations exist and how they can help streamline your operations.

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GPS fleet tracking system provide accountability. Accountability is vital to a successful workforce, and data show that “good” employees are typically welcome such systems. For starters, introduce the idea of the system to the entire driver pool at once. This limits the spread of “grapevine gossip” and allows drivers to learn about the system first hand. Do not install a system before informing drivers as this can violate trust. And make sure to tout the benefits of such a system to your drivers, such as rewards and recognition programs based on driver behaviour and other important driving metrics.

The beauty of modern fleet tracking systems is the mobility. With tablet, smartphone and other mobile device compatibility, fleet managers and business owners have access to the information they need, whenever and wherever they need it. Cloud technology means real-time data is delivered to any device and is always synced with other machines.