Fleet mileage tracking

Whether you’re a driver or a fleet manager, keeping track of mileage is unlikely to be your core respons­ib­ility. Therefore, you probably don’t want to spend a huge amount of time either filling out paperwork or updating spreadsheets in order to stay on top of it.

This is why more and more companies are now turning to automatic mileage tracking solutions. These solutions will accurately take care of the mileage admin­is­tration for your company vehicles, taking manual work off your plate and freeing you to concentrate on core business.

Also, as a business it’s your respons­ib­ility to store accurate records of business and private mileage for your vehicles. Failure to do so could lead to an Income Tax and Class 1 NIC penalty based on any inaccurate mileage claims. Using a mobile tracking app with digital storage helps you avoid costly fines.

Let’s say you have a fleet of pool cars. A top-of-the-line mileage tracking app will create a profile for each of the drivers in your fleet. The driver can then manage their trip admin­is­tration via the mobile app, easily logging key information such as purpose of journey, vehicle used, odometer setting and more. Some apps will even provide feedback on driving performance.

The odometer data is then updated in real-time straight from the vehicle’s odometer. All the data from the trip can then be stored, where it can be easily accessed by the fleet manager for mileage claims and tax detail verifications.

Simply, a high-quality mileage tracking app makes life easier for drivers and fleet managers. Admin­is­tration is simplified with more of your manual tasks automated. That means both driver and manager can give their full attention to other crucial tasks, increasing efficiency and decreasing stress levels.

There’s also the peace of mind of knowing that essential tasks are being handled by a reliable, consistent system. If and when tax authorities wish to audit your records to ensure your employee benefits are being accurately taxed, the reliable accuracy of your mileage tracking app’s records will come in very handy. Another crucial task taken care of!

As mentioned above, some mileage tracking apps will also provide feedback on how the driver is performing. For example, Webfleet Logbook offers driver feedback via the OptiDrive 360 system, which tracks key driving behaviours like speeding, driving events, idling, fuel consumption, constant speed, coasting and more. This data helps the driver work both more safely, more cost effectively and more sustainably on the road.

It is important, however, to take note of how any mileage tracking app you may utilise will manage the driver’s privacy. For example, a high quality mileage tracking app will give the driver the option to hide vehicle tracing if they are using their company vehicle for a private trip. Also, you want to be sure that your app provider is storing all your trip and driver data in the securest possible manner.

Depending on the company, the set of function­al­ities and features required from a mobile tracking app will differ. It might be the case you need only the very basic trip data, it might be the case you need something deeper and more impactful.

Whatever your requirements, it’s worth keeping in mind the core reason for using a mileage tracking app is to make life easier. So, it’s key that any app you adopt for this purpose is built with user friendliness in mind. Find an app with a user-centric layout that both you and your drivers are comfortably using and will not take too much time out of their day.

Webfleet developed the Webfleet Logbook app to help businesses like yours track and manage their mileage data effectively. If you’re looking to take the hassle out of trip admin­is­tration, we’d love to help you do it. Get in touch with one of our mileage experts today and find out what we can do for you.