Spreadsheets vs fleet maintenance software: What are the benefits? We often get asked this question. In short, fleet maintenance software gives fleet managers functionality far beyond that which a humble Excel document is capable of offering, as this article shall discuss.
Fleet Management Software Versus Excel For Businesses
Spreadsheets seem simple and effective until they’re not. And when it comes to fleet maintenance tracking, ‘not’ can happen very quickly. While they may seem cost-efficient, spreadsheets can actually cause your admin workload to needlessly increase. Often, you’ll find you have to re-enter the same data on a spreadsheet as you do on booking portals and DMS software. This is where we start to see the benefits of fleet management software over spreadsheets. ForWare is an example of a fleet management system that truly is all-in-one. It’s fully integratable with DMS software such as Keyloop and Autoview. This allows you to book vehicles for services/VHCs from one touchpoint. It also allows fleet managers to view vehicle maintenance history at the tap of a button, rather than having to keep extensive spreadsheet records on disparate folders and drives.
Fleet Maintenance Tracking Needs More Than an Excel Sheet
Effective fleet maintenance tracking is multifaceted. Not only do you need to keep records of raw stats (e.g., mileage, service dates); to be truly effective, you need to be able to see how this data is represented beyond the spreadsheet. ForWare is a fleet maintenance system that not only records all the data you input into an Excel document, but also all the forms that data manifests itself through, such as service histories, job cards, compliance certificates, billing, authorisation confirmation, and warranty documentation. With a traditional spreadsheet system, all this extra information would need to be kept separately, and the admin can all become a bit unwieldy, to say the least. When it comes to fleet management software vs Excel for businesses, there’s simply no comparison.
Fleet Maintenance Software Enables You to Be Proactive
Fleet management is not just a question of tracking what has been done to your fleet; it requires being forward-thinking and proactive too. Keeping on top of service/VHC intervals, along with compliance, is essential to effective fleet maintenance tracking. ForWare sends you automatic notifications as and when a service becomes due. It also allows you to book a vehicle in for a service, VHC, or compliance test when needed. This functionality simply cannot be obtained from an Excel spreadsheet.
Spreadsheets Can’t Reduce Fleet Downtime
ForWare also enables you to reduce downtime in ways a spreadsheet can’t. Automated work authorisation reduces the amount of time vehicles spend awaiting repair approval. You can even preset automatic spend limits to reduce the time involved even further.
For a free demonstration on how ForWare can streamline your approach to fleet maintenance, call Alan for a free consultation on 021 4845550 or email alan@forware.io.
FAQs
Is Fleet Management Software Better Than Spreadsheets?
Fleet management software is far more flexible than spreadsheets and can cover a wider array of functions. For example, service booking, service reminders, VHC histories, and job authorisations. This means that more systems are required.
Can Excel Be Used to Manage Fleet Maintenance?
While Excel can be used to manage fleet maintenance records to a degree, it lacks integrability with booking systems, DMS software, and other essential facets of fleet management infrastructure.
When Should a Business Switch to Fleet Management Software?
If you’re finding yourself jumping from spreadsheets to systems as you try to keep on top of your fleet management admin, then it’s time to switch to fleet management software.
ForWare is a truly comprehensive package. Many of our users wonder why they ever used spreadsheets. Businesses, including some major blue light fleets, find it truly transformative.
