Managing a fleet involves the constant juggling of variables and day-to-day challenges. As technology has evolved, many of these business processes have become faster and easier. Telematics has dramatically increased the efficiency of fleet management, providing 'dots on a map' so you can schedule work and keep your customers up to date. Unfortunately, some manual processes like timesheets and payroll are still sticking points for many organisations.
Custom GPS integrations can play a big role in significantly reducing the time and effort your front-line employees spend logging information or completing administrative tasks like customer billing. By integrating your existing systems with telematics, you'll be able to easily pass information between them without manually inputting, organising or comparing data. This frees up your staff to focus on what's important for your business. However you choose to integrate, here are three good reasons to start using custom GPS fleet integrations today:
Reduce the time it takes to get information into your business systems by automating the process. Telematics can be easily integrated with existing systems to minimise the time your employees spend logging their hours into job management or payroll systems. Automation can also reduce manual processes in other areas like asset management. Maybe you have a piece of equipment that needs to be read on a daily basis to monitor performance. Instead of assigning staff to this mundane task, automate it and have the system send an alert if there's a problem. Now you can reallocate these valuable staff resources to more meaningful work, controlling costs and generating new revenue. Removing time-consuming forms and other reporting functions will also make the driver experience more enjoyable, improving morale across your whole fleet.
One of the major pitfalls of manual logs and timesheets is the potential for inaccurate data to be recorded. Filling out timesheets can be painful and time-consuming, so your drivers may leave them until the end of the week and then fill in the blanks by memory, making mistakes in the process. If you're paying by the hour, there's also an incentive for people to tweak their logbooks. By integrating your existing systems with telematics, you can track all of your data automatically, leaving no room for error. Track the hours your drivers spend on the road, from the moment they turn a key in the ignition to when they step back out of the vehicle. With custom GPS integrations you can send this information straight to your online payroll system, factoring in variables like hourly rates and overtime. If you bill customers based on the time you spend on site, you can also track this without drivers logging it. Send this information straight to your billing or invoicing system, ensuring your customers are charged the right amount. It also provides valuable evidence in the event of a dispute.
Access your data immediately rather than only reporting on what happened in the past. Integrating real-time vehicle information with other systems means you can act in a timely way and identify potential issues before they become a problem. For example, by integrating telematics with a third-party security organisation, you can be confident your drivers are safe. If a vehicle rolls in a remote area, you don't want to be alerted by an email that might not be seen for hours. Security integrations mean this kind of incident can be escalated to an emergency patrol unit. Timely access to data also means you can bill customers without waiting for manual processes like a weekly submission of timesheets or logbooks. Now you can charge customers on the day you complete a job, with real-time access to the time your staff spent with them. This means you can get revenue back into your business sooner, helping to streamline financial processes and never leaving you out of pocket.
Telematics has evolved far beyond simply putting 'dots on a map'. By integrating GPS fleet tracking into all parts of your business, you'll have greater visibility into driver and vehicle performance as well as accurate, timely data to help you manage the reporting of critical business processes. Saving time and effort by automating manual activities means you can focus on the successful operation of your fleet.