The cost of every vehicle, not an average across the fleet.
Most fleets know the fuel bill and the lease instalment. The rest of the cost is scattered across the workshop's spreadsheet, the insurer's file and the accounts. Until the full cost of one vehicle is visible, replacing it is a matter of conviction rather than arithmetic.
One transport database, top to bottom
- 01
Everything in one database
The vehicle record, service invoices, refuelling, mileage, policies, drivers and orders sit in one system rather than four. The cost does not have to be assembled before each decision, because it is already calculated.
- 02
Service as a line, not a statistic
Repair invoices have their own register, and the system generates reports from it. Service cost enters the vehicle's bill as a separate line, so it does not disappear into a category called other.
- 03
Replacement decisions on numbers
Comparing makes and models on real ownership costs shows which vehicle costs less across its whole working life, rather than which one was cheaper on the day it was bought.
Where the numbers in the bill come from
The full bill is not produced in one place. Below are the modules that feed it.
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Fleet TCO report
The combined cost of buying and running each vehicle, a shared basis for comparison across fleet and finance.
Fleet TCO report -
Fleet maintenance
Service orders carrying their costs and documentation, inspections planned on real mileage.
Fleet maintenance -
Fuel monitoring
Refuelling, consumption and drain detection, with a person checking what the algorithm reports.
Fuel monitoring -
Vehicle and driver records
Equipment registered together with deadlines, qualifications and history, in one database with the rest of the fleet data.
Vehicle and driver records
Five items, one figure per vehicle
Lease instalments and other financing, policies, repairs, inspections and parts, refuelling: every item is attached to the vehicle that generated it. At the end there is one number, the total cost of ownership from purchase through the whole working life, rather than four statements in four departments. The same basis allows makes and models to be compared against each other, so the next purchase rests on what a vehicle actually cost rather than on what it cost on collection day.
Fleet running costs – common questions
- 01
How is this different from the TCO report?
The TCO report is the tool that calculates. This page describes the decision it makes possible: whether a vehicle stays in the fleet or leaves it. The report itself and its scope sit in fleet TCO report.
- 02
Do service costs really reach the vehicle's bill?
Yes, as a separate line. Repair invoices have their own register and their own reports, and the cost is attached to a specific vehicle and a specific service order, split between in-house and external work.
- 03
What about vehicles and machines without telematics?
They are in the database too. The register covers equipment together with its fittings and upkeep, whatever it is fitted with. The detail sits in vehicle and driver records.
- 04
Who in the company works on this data?
The fleet manager and the finance director, on the same set of figures. There is one bill per vehicle, so a conversation about replacing the fleet does not start with agreeing whose spreadsheet is current.
- 05
Which costs make up the vehicle's bill?
Financing, insurance, service and fuel, each attached to a specific vehicle. Fuel is usually the largest running item, and service enters as a separate line split between in-house and external repairs.
- 06
Does this help when buying new vehicles?
Yes, because makes and models are compared on costs that have already occurred in this fleet rather than on manufacturer figures. The comparison is produced by the fleet TCO report.