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Integrated Fleet Management System with Real-Time Tracking and Automated Expense Reporting
  1. case
  2. Integrated Fleet Management System with Real-Time Tracking and Automated Expense Reporting

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Integrated Fleet Management System with Real-Time Tracking and Automated Expense Reporting

firstlinesoftware.com
Logistics
Retail
Business services

Challenges in Vehicle Data Integration and Manual Expense Tracking

The client required seamless integration of vehicle tracking data while eliminating manual data aggregation. Key pain points included the inability to automatically calculate and link vehicle expenditures (fuel, maintenance) to projects/budgets, lack of centralized dashboards, and inefficiencies in maintenance scheduling and route optimization.

About the Client

Mid-sized passenger transportation company operating a fleet of cars and minibuses

Objectives for Fleet Management System Implementation

  • Enhance visibility into fleet operations through real-time tracking
  • Automate expense tracking and integration with accounting/project management modules
  • Reduce fuel costs via consumption analytics and optimized routing
  • Improve maintenance planning to minimize downtime
  • Increase operational efficiency with centralized dashboards and mobile tools

Core System Functionalities and Features

  • Real-time GPS tracking with OpenStreetMap visualization
  • Comprehensive vehicle information management (specs, maintenance history)
  • Automated fuel consumption calculations linked to accounting modules
  • Proactive maintenance scheduling alerts
  • User-friendly administrative interface for data management
  • Historical tracking data analysis
  • Route planning and ETA estimation tools

Technologies for Fleet Management Solution

Odoo Platform
OpenStreetMap API

Required System Integrations

  • Odoo Accounting Module
  • Odoo Project Management Module
  • Odoo Dashboard Analytics
  • Third-party GPS tracking hardware APIs

Non-Functional Requirements

  • High system availability (99.9% uptime)
  • Scalability to support fleet expansion
  • Data encryption and role-based access control
  • Responsive UI for mobile and desktop access
  • Cross-module data consistency and synchronization

Expected Business Impact of Fleet Management System

The solution will enable data-driven decision-making through centralized analytics, reduce fuel costs by 15-20% via consumption tracking and optimized routing, decrease unplanned vehicle downtime by 30%, and improve customer satisfaction through accurate ETA predictions. Integration with business processes will save 100+ manual hours monthly while ensuring compliance with budgetary controls.

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