{"id":2390,"date":"2021-01-25T16:25:08","date_gmt":"2021-01-25T16:25:08","guid":{"rendered":"https:\/\/www.chevinfleet.com\/en-us\/?p=2390"},"modified":"2025-08-19T13:34:41","modified_gmt":"2025-08-19T12:34:41","slug":"fleet-reporting-tools","status":"publish","type":"training","link":"https:\/\/www.chevinfleet.com\/en-us\/learning-zone\/fleet-reporting-tools\/","title":{"rendered":"Measure, manage and improve operations through fleet reporting tools"},"content":{"rendered":"<section  class=\"content-section animated fadeInUp\" >\n    <div class=\"container container--small  user-content fadeInUp__1\">\n        <h3><strong>The benefits of effective software reporting tools for fleet managers\u00a0<\/strong><\/h3>\n<p>Avoid information overload with this guide to\u00a0measuring and\u00a0managing\u00a0your fleet operations<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-11460 size-full\" src=\"https:\/\/www.chevinfleet.com\/wp-content\/uploads\/2018\/09\/Business-meeting-cropped.jpg\" alt=\"2 fleet managers using a fleet reporting tool on a tablet\" width=\"1285\" height=\"377\" \/><\/p>\n<p>Developing a strong understanding of everything that&#8217;s happening within your fleet provides you with a better chance of reducing your costs and improving efficiency and productivity of your company&#8217;s operations. But just how do you gain that level of knowledge?\u00a0 The answer is simple &#8211; through fleet reporting.<\/p>\n<p><a href=\"https:\/\/www.cio.com\/article\/272364\/business-intelligence-definition-and-solutions.html\">Business Intelligence <\/a>(BI),\u00a0a term used frequently, is a technology-driven process for gathering and analyzing information and then\u00a0presenting it in a way that generates\u00a0actionable information to help make informed decisions. For fleet managers, the challenge isn&#8217;t in gathering the information but\u00a0more a case of\u00a0knowing which\u00a0information is relevant and for what purpose.\u00a0Generating a robust reporting capability can help fleet professionals accomplish that goal.<\/p>\n<h3><strong>Developing an effective fleet reporting system<\/strong><\/h3>\n<p>First things first, you need to ask\u00a0yourself the right questions!<\/p>\n<p>Fleet software\u00a0can contain\u00a0vast amounts of information, some of it relevant and some not so.\u00a0The first step is to determine what actual information you need to create the <a href=\"https:\/\/www.chevinfleet.com\/en-us\/fleet-management-reports\/\">fleet management reports that will enable decision making<\/a>. Making the mistake of having too much information can lead to\u00a0numerous reports, the results of which can be (and often\u00a0are) overwhelming.<\/p>\n<p>So, how do you determine what is\u00a0actually useful and relevant?\u00a0The skill lies in\u00a0recording only\u00a0the information that\u00a0is really necessary\u00a0and to report on the\u00a0areas of the business that\u00a0can be influential in\u00a0improving efficiencies.<\/p>\n<p>As a starting point, the following questions are worth considering:<\/p>\n<ul>\n<li><i class=\"fa fa-check\" style=\"color: green;\"><\/i>What management or business process do the reports need to support?<\/li>\n<li>Are the reports required to answer specific questions at a given point in time or form a longer term trend analysis?<\/li>\n<li>What information needs to be included in the reports and which areas of the operation can they be located?<\/li>\n<li>Can\u00a0some of the information\u00a0within the\u00a0system\u00a0help in other areas of the business?<\/li>\n<\/ul>\n<p>With this in mind, it is essential that you are fully aware of the fleet reporting capabilities of the software.<\/p>\n<h3><strong>Managing and reducing\u00a0costs<\/strong><\/h3>\n<p>Reports that provide an in-depth understanding of costs and their influence on\u00a0other areas of your fleet&#8217;s operation provide an\u00a0opportunity to\u00a0create efficiencies.<\/p>\n<p>Digging deeper, it is possible to use fleet reporting capabilities to\u00a0<a href=\"https:\/\/www.chevinfleet.com\/en-us\/learning-zone\/how-to-reduce-your-fleet-management-costs\/\">find ways to lower capital costs such as\u00a0acquisition, financing and depreciation<\/a>. Reports can also help with making decisions\u00a0on the impact of borrowing, <a href=\"https:\/\/www.chevinfleet.com\/en-us\/learning-zone\/leasing-v-buying-which-is-best-for-you\/\">leasing vs. buying fleet vehicles<\/a>, and tax advantages (or disadvantages) over a vehicle&#8217;s life-cycle.<\/p>\n<p>The operational costs of daily fleet activity can be easily reviewed. An example of this\u00a0is\u00a0a report on fuel expenditure\u00a0that helps\u00a0control\u00a0vehicle expenses, mitigating\u00a0the impact of a range of factors, from market price fluctuations to tax implications. Such a report can also be beneficial when considering <a href=\"https:\/\/www.chevinfleet.com\/en-us\/learning-zone\/top-things-think-selecting-fleet-vehicles\/\">alternative fuel types for your fleet<\/a>.<\/p>\n<p>There is\u00a0great value in using cost reports to analyze maintenance and repair expenses, in\u00a0real time and over\u00a0long periods.\u00a0For instance, reports can pinpoint how parts pricing can vary depending on the vendor, location and purchasing programs. The cost of labor rates and service agreements with outsourced providers is another area for\u00a0review.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-11765 size-full\" src=\"https:\/\/www.chevinfleet.com\/wp-content\/uploads\/2018\/10\/Red-car-fleet-cropped.jpg\" alt=\"a fleet of vehicles\" width=\"1285\" height=\"457\" \/><\/p>\n<h3><strong>Improving\u00a0fleet performance<\/strong><\/h3>\n<p>Visibility into your fleet operation is a key factor in your ability to recognize the areas that\u00a0efficiencies can be\u00a0driven\u00a0across the organization.<\/p>\n<p>There is a need for standardized information and the fleet reporting tools to\u00a0make sense of complex information. <a href=\"https:\/\/www.chevinfleet.com\/en-us\/products\/fleetwave\/\">Advanced\u00a0fleet management software<\/a> is key to automating\u00a0such a reporting structure, which in turn produces its own efficiencies,\u00a0reducing paperwork and the\u00a0administrative time taken to\u00a0filter the information for collection and analysis.<\/p>\n<p>With such software,\u00a0information\u00a0across the operation is consolidated into\u00a0one single\u00a0platform that can be accessed by multiple users.\u00a0By inputting only the information considered necessary to make\u00a0those all important business decisions,\u00a0the opportunity to make\u00a0significant improvements to the efficiency\u00a0and productivity of a fleet can improve\u00a0too.<\/p>\n<h3><strong>The benefits of reporting through fleet management software<\/strong><\/h3>\n<p>The reporting capabilities of specialist fleet management software are numerous. Here are a selection of some of the\u00a0reports\u00a0that you may want to\u00a0generate from five\u00a0key areas of the fleet:<\/p>\n<p><strong>1. Vehicles <\/strong><\/p>\n<p>Keep a check on all of your vehicles from one easy to use platform. Reports on how they are being used and the costs associated with each can be tailored to your specific needs, but the most commonly utilized\u00a0include:<\/p>\n<ul>\n<li><i class=\"fa fa-check\" style=\"color: green;\"><\/i>Vehicle inventory by manufacturer, model, fuel type and mileage<\/li>\n<li>Vehicle availability<\/li>\n<li>Vehicle costs including service history<\/li>\n<li>Purchase or lease expiration&#8217;s<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-11779 size-full\" src=\"https:\/\/www.chevinfleet.com\/wp-content\/uploads\/2018\/10\/Downntime-Costs-US.jpg\" alt=\"\" width=\"1285\" height=\"356\" \/><\/p>\n<p><strong>2. Maintenance<\/strong><\/p>\n<p>Vehicles can be kept roadworthy through the planning and tracking of servicing and repairs on your vehicles. Downtime, particularly unscheduled, can have a negative effect on fleet with <a href=\"https:\/\/www.vehicleservicepros.com\/in-the-bay\/maintenance-service\/article\/12062632\/the-true-cost-of-vehicle-downtime\">many companies putting the cost at over $700 a day<\/a>!\u00a0Vehicles that are frequently\u00a0unavailable due to failures can be monitored, costs tracked and ongoing suitability for the fleet determined.<\/p>\n<ul>\n<li><i class=\"fa fa-check\" style=\"color: green;\"><\/i>Scheduled and unscheduled maintenance records<\/li>\n<li>Schedules and frequency of vehicles needing servicing<\/li>\n<li>Work orders on hold awaiting parts<\/li>\n<li>Vehicle downtime reports<\/li>\n<li>Direct verses indirect (outsourced) labor costs<\/li>\n<\/ul>\n<p><strong>3. Fuel<\/strong><\/p>\n<p>Fuel is one of the biggest financial outlays for any fleet and needs to be tracked and monitored.\u00a0Diesel has been the\u00a0preferred fuel type for many fleets, but\u00a0incentives such as\u00a0reduced taxes associated with greener, alternative fueled vehicles requires careful analysis of all\u00a0options available to determine best value. <a href=\"https:\/\/www.chevinfleet.com\/en-us\/fuel-management-system\/\">Software management provides improved visibility of fleet fuel costs\u00a0which can help reduce costs.<\/a><\/p>\n<ul>\n<li><i class=\"fa fa-check\" style=\"color: green;\"><\/i>Total costs by fuel type<\/li>\n<li>Average mileage per fuel type<\/li>\n<li>Fuel theft alerts<\/li>\n<li>Year To Date total and current spending<\/li>\n<\/ul>\n<p><strong>4. Safety and Compliance<\/strong><\/p>\n<p>A robust fleet reporting structure is essential in evidencing\u00a0that systems and processes are in place for auditing purposes, demonstrating <a href=\"https:\/\/www.chevinfleet.com\/en-us\/learning-zone\/the-importance-of-compliance-and-risk-management\/\">safety and compliance<\/a>. Having a\u00a0digital trail of compulsory policies and procedures that have\u00a0taken place and been actioned in accordance with the authoritative bodies that govern them is of a great <a href=\"https:\/\/www.chevinfleet.com\/en-us\/learning-zone\/five-traits-of-effective-fleet-managers\/\">benefit to a fleet manager<\/a>, representing company competency.<\/p>\n<ul>\n<li><i class=\"fa fa-check\" style=\"color: green;\"><\/i>Reports of all vehicle inspections and defect reports<\/li>\n<li>Accident status and repair estimates<\/li>\n<li>Risk profiles<\/li>\n<li>Driver training records<\/li>\n<li>Driver license checking<\/li>\n<\/ul>\n<p><strong>5. Fleet\u00a0operational costs<\/strong><\/p>\n<p>Fleet management systems can produce reports in real time, providing an instant snap-shot of where a fleet is against targets and objectives. An excellent finance management tool, costs can be broken down and analyzed to uncover discrepancies and areas of inefficiency; these in turn can be actioned to generate cost savings and minimize waste.<\/p>\n<ul>\n<li><i class=\"fa fa-check\" style=\"color: green;\"><\/i>Total fleet operational costs<\/li>\n<li>Fleet costs per mile<\/li>\n<li>Fleet miles per vehicle<\/li>\n<li>Total fleet operating costs by month<\/li>\n<li>Fleet spend by expense type<\/li>\n<\/ul>\n<p>To conclude, <a href=\"https:\/\/www.chevinfleet.com\/en-us\/\">fleet management software<\/a> monitors and manages operations which reduces costs, improves efficiency and ensures that the fleet is compliant,\u00a0regardless of its size.<\/p>\n\n    <\/div>\n<\/section>\n","protected":false},"excerpt":{"rendered":"<p>Using fleet reporting tools to monitor and measure processes and costs within your fleet.<\/p>\n","protected":false},"featured_media":2394,"menu_order":0,"template":"","training-cats":[44],"class_list":["post-2390","training","type-training","status-publish","has-post-thumbnail","hentry","training-cats-blog"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.3 (Yoast SEO v26.5) - 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