Fleet Management & TrackingPurpose
1. Automate end-to-end logging of vehicle mileage and fuel consumption for courier fleets, replacing manual tracking, reducing errors, automatically aggregating data for fleet optimization, generating compliance reports, flagging anomalies, and integrating with expense, tax, and maintenance systems.
2. Centralizes data from GPS, telematics, receipts, and mobile apps to ensure real-time, automated entry and secure storage for review, analytics, and auditing.
3. Enables continuous, automated tracking across diverse fleet vehicles, automatically syncing logs with dispatch and route optimization software for full operational visibility.
Trigger Conditions
1. Vehicle ignition ON/OFF event detected by GPS/tracker device.
2. Odometer log updated via telematics API.
3. Driver uploads photo/scan of fuel receipt.
4. Scheduled daily/weekly log time.
5. Fuel purchase recorded in expense system API.
6. Mileage/fuel thresholds reached or exceeded.
7. Mobile form submission via driver app.
Platform Variants
1. Fleet Complete
- API: Telematics/Mileage Data API; configure webhook to automate extraction on ignition/power events.
2. Samsara
- API: Vehicle Stats; set up vehicle.start/vehicle.stop triggers to automate mileage and fuel logging.
3. Geotab
- Function: “GetDeviceStatus”; automate polling for odometer/fuel data updates via Geotab SDK.
4. Verizon Connect
- Integration: Real-time Vehicle Data API; configure event-driven automation for trip and fuel events.
5. Fleetio
- Webhooks: VehicleEntryCreated; auto-capture mileage updates.
6. Zapier
- App: Webhooks + Formatter; automate daily log merges from Google Sheets or telematics providers.
7. Make (Integromat)
- App: HTTP + Cloud Storage; automate extraction/storage of fuel receipt scans from driver apps.
8. Google Sheets (API)
- Sheets API: Appends log rows automatically when new data arrives from telematics/fuel providers.
9. Microsoft Power Automate
- Flow: Connect to telematics email summary; auto-parse and archive logs in SharePoint/Excel.
10. QuickBooks
- API: Expense API; automate mileage and fuel cost recording on new transaction events.
11. Xero
- Endpoint: Expense Claims; automate mileage/fuel claims from telematics apps synced via API.
12. Expensify
- Integration: Auto-import mileage/fuel expenses triggered by GPS logs or receipts.
13. AWS Lambda
- Function: Automated scripts extract, parse, and store telematics/fuel data on upload/webhook events.
14. Azure Logic Apps
- Logic App: Schedule automated ingestion of vehicle logs from email, cloud, or device API.
15. DocParser
- Feature: Setup parsing template for fuel receipts; automate structured extraction to webhooks.
16. Dropbox
- Action: File upload automation for scanned receipts, triggering data extraction workflows.
17. Slack
- Workflow: Automated notifications/reminders to drivers for missing mileage/fuel logs.
18. Notion
- API: Automated database update with new fleet log entries for central monitoring.
19. Monday.com
- Automation: Task “Mileage/Fuel Entry Missing”; assigned/auto-reminded if data absent.
20. Smartsheet
- API: Automate updating fleet log sheets as new vehicle data received from telematics.
Benefits
1. Dramatically automates log collection, vastly reducing manual labor and eliminating common entry errors.
2. Consistently automates data consolidation for real-time tracking, analytics, and route cost optimization.
3. Automatedly flags irregular usage, fueling patterns, or potential fraud for rapid intervention.
4. Ensures compliance via automated generation of tax, audit, and operational reports.
5. Integrates and automates with accounting and reporting platforms for seamless reimbursement, providing a unified dashboard for fleet and financial oversight.