Fleet Management on ERPNext
Vehicles, drivers, fuel, maintenance, and utilization tracked with operational discipline - tied directly to costs, approvals, and audit trails inside ERPNext.
Why fleets become a silent cost center
Most fleets run on phone calls, fuel slips, and Excel. That hides leakage, delays maintenance, and makes accountability impossible when costs rise.
Fuel is the easiest place for leakage. If you can’t tie fuel to vehicle, trip, and authorization, you’re guessing.
- Fuel purchases can’t be reconciled to usage and mileage.
- No limits, no approvals, no exception flags.
- Cost per vehicle is unknown - budgeting becomes fiction.
When service schedules aren’t enforced, fleets run until breakdowns. That turns maintenance into emergencies.
- Missed service intervals lead to breakdowns and downtime.
- Spare parts and repairs are not tied to vehicle history.
- No visibility into repeat failures or unreliable vehicles.
Make fleet operations measurable, auditable, and cost-aware
Fleet management is not just tracking vehicles. It’s controlling spend, enforcing workflows, and proving usage with clean records.
Every fuel request, trip, and maintenance activity can be tied to an owner, an approval, and a record inside ERPNext.
Costs are assigned to vehicles, routes, departments, projects, or customers - so you can see true cost per unit of operation.
Utilization, downtime, fuel variance, and maintenance trends are visible - not discovered at month-end.
What the system covers
This is the operational spine for fleet-heavy organizations: vehicles, people, usage, spend, and maintenance.
Manage each vehicle as an operational unit with history, assignments, service plans, and cost tracking.
- Vehicle master data: registration, make/model, capacity, depot/site, ownership.
- Assignments to departments, routes, projects, or drivers.
- Lifecycle view: acquisition → operation → disposal.
Record trips and usage events so mileage, utilization, and vehicle productivity become measurable.
- Trip logs: origin, destination, purpose, driver, start/end odometer.
- Utilization dashboards: active vs idle, downtime, and route patterns.
- Exception visibility: unusual mileage, off-route usage, or missing returns.
Fuel transactions are recorded with approval workflows and checks against mileage and expected consumption.
- Fuel requests with approvals and limits per vehicle/driver.
- Fuel purchase logs tied to supplier, receipt, and vehicle usage.
- Variance visibility: expected vs actual consumption per vehicle and route.
Enforce service schedules, log repairs, track parts, and reduce downtime with predictable workflows.
- Service schedules based on mileage or time intervals.
- Work orders for repairs with parts and labor captured.
- Vehicle history: recurring issues, downtime trends, and maintenance cost per unit.
Tie fleet costs to what your business cares about: projects, departments, routes, or customer deliveries.
- Cost allocation rules for fuel, maintenance, and driver expenses.
- Cost per km / per trip / per route reporting.
- Budgets vs actuals visibility by fleet segment.
Fleet operations are controlled through role-based access and approval workflows to reduce leakage and enforce discipline.
- Approval workflows for fuel, trips, repairs, and allowances.
- Audit trails: who approved, when, and under what limits.
- Exception reporting: policy violations and unusual activity.
The fleet realities we design for
Real fleets deal with weak networks, late entries, emergencies, and policy violations. The system makes these visible and manageable.
Unusual consumption is flagged early so leakage becomes observable, not a rumor.
Predictive service schedules reduce breakdowns, downtime, and emergency repairs.
Approvals and audit trails make it clear who authorized spend and why.
How we implement
We start by making the fleet measurable (vehicles + fuel + maintenance), then add deeper controls and cost attribution.
Set up vehicles, drivers, basic usage logging, and service schedules.
- Vehicle + driver master data and assignments.
- Service schedules and baseline maintenance workflows.
- Basic fuel logging with vehicle linkage.
Introduce approvals, variance checks, dashboards, and cost allocation reporting.
- Fuel approvals, limits, and variance reporting.
- Maintenance work orders with parts + labor costing.
- Cost allocation (per route/project/department/customer).
Want fleet operations you can measure and control?
We’ll review your fleet size, fuel process, maintenance workflow, and reporting needs - then propose a rollout that reduces leakage, improves uptime, and makes cost per vehicle visible.