Real-Time Reporting – Get Customized Fleet Management Reports

fuel management system

Tracking SolutionWritten By: Suman Kumar Paul

Developing a comprehensive insight into everything that occurs across your fleet gives you a wider opportunity of minimizing operational expenses and increase the efficiency and productivity of your firm's operations. But how can you achieve that depth of understanding? The solution is simple and clear: Real-time fleet reporting. 

A fleet monitoring solution is a technology-driven process that gathers and analyzes data before delivering it in a way that creates actionable intelligence to help businesses make informed decisions. The problem for a fleet manager is identifying which data is important and for what purpose. Developing a comprehensive reporting ability can assist fleet managers in achieving their objectives. 

Building an Optimized Fleet Reporting System 

Fleet software can include huge volumes of data, some of which are important and some of which are not. The very first step is to evaluate what real data you want to develop fleet management reports that will empower you to make decisions. Collecting too extensive data can lead to a slew of reports, the outcomes of which can be overwhelming. 

So, how can you identify what is genuinely important and relevant? The key is in gathering only the data that is legitimately needed and reporting on the segments of the business that might influence boosting efficiencies. 

Before beginning, investigate the following questions: 

  • What management or work processes should the reports support? 
  • Is it necessary for the reports to address questions at a single moment in time or to develop a longer-term trend analysis? 
  • What data needs to be included in the reports, and where can it be accessed in the procedure? 
  • Can some of the data in the system be used to aid in other aspects of the business? 

Keeping this in mind, you need to be well-informed about the software's fleet reporting abilities. 

Benefits of Real-time Reporting using Fleet Monitoring Solution 

There are multiple reporting features available in customized fleet management software. Listed below are some types of reports that you would wish to compile from 5 major sections of the fleet: 


Monitor all your vehicles from a single dashboard. Reports on how they are employed and the expenses linked with each can be customized as per your unique requirements; however, they are mostly used for: 


  1. Inventory of vehicles categorized by manufacturer, model, type of fuel, and mileage 
  2. Vehicle availability 
  3. Vehicle specifications and maintenance records 


Fuel is among the most expensive factors of any fleet and must be maintained and regulated. Effective fleet movement necessitates rigorous research to establish the best possible value. Software management improves the transparency of fleet fuel expenditures, which can aid in cost reduction. 


  1. Total expenses based on fuel type 
  2. Average mileage for each fuel type 
  3. Fuel fraud warnings 
  4. Overall and projected spending for the year 


Vehicles can be maintained road legally by scheduling and monitoring services and fixes on your vehicles. Downtime, unexpected downtime, can have a detrimental impact on the fleet, with many organizations estimating the expense as more than $700 per day! Vehicles that are regularly unusable due to faults can be checked, costs documented, and continuous fitness for the fleet verified. 


  1. Maintenance data, both scheduled and unscheduled 
  2. Vehicle maintenance routines and frequency 
  3. Work orders are on hold due to spare unavailability or under procurement 
  4. Reports about vehicle downtime 
  5. Labor expenses, direct versus indirect (outsourced)

Safety And Compliance 

A comprehensive fleet reporting system is important for setting up processes and systems for auditing, safety, and compliance in operation. A digital footprint of mandatory rules and regulations developed and implemented in compliance with the authorized organizations that regulate them is valuable to a fleet manager in highlighting organizational competency. 


  1. All vehicle checks records and fault reports 
  2. Estimated repair costs and the severity of the accident 
  3. Driver training data 
  4. Driver's license validation 

Fleet Operational Costs 

Fleet management systems can generate reports in real-time, offering a quick overview of where a fleet ranks in relation to objectives and goals. Expenses can be segmented and examined to find inconsistencies and sources of inefficiencies, which can then be addressed to achieve cost reductions and eliminate wastage. 


  1. Annual operational expenses for the fleet 
  2. Fleet expenses per hour 
  3. Per vehicle trips 
  4. Estimated fleet operating expenses 
  5. Fleet spending per expenditure category 

Why Improving Fleet Performance Is Important for Your Business? 

Transparent fleet operation monitoring is important for identifying spots where improvements can be made throughout the business. 

To understand the true meaning of complicated data, standardized reporting and fleet monitoring systems are required. Modern fleet management software is vital for automating such a reporting system, which provides its very own advantages by decreasing paper documentation and the operational arduous work required to process the data for analysis and compilation. 

With the above technology, data across the industry are pooled into a single platform that multiple users may access. By adding just, the data deemed required to achieve important business decisions, the ability to significantly increase a fleet's efficiency and performance in real-time. 

Finally, Vareli's fleet management software monitors and controls operations, which reduces cost, boost productivity, and satisfies compliance regardless of its size. 

TAGS - Best GPS Fleet Tracking Software Advanced GPS Fleet Tracking Software mining fleet fleet operations fleet maintenance best fleet management system india best fleet management system kolkata fleet management software fleet management system

See Also - Optimize Your Fuel Consumption with Integrated Fuel Level Sensors & Telematics