Transport & Logistics
Fleet Management System
A fleet system that keeps every vehicle, driver, trip, document and running cost in one place, with GPS tracking integration, licence reminders and cost-per-kilometre reporting.
- Web-based
- Android
Overview
Fleet Management System (FMS)
A Fleet Management System gives transport and operations managers a complete view of their vehicles and drivers. Extrion Tech designs and develops the system around the way your fleet operates, whether it is a handful of pick-ups for field staff or a mixed fleet of trucks, buses and tour vans.
Each vehicle has a profile with registration, insurance, road licence, inspection dates and assigned driver, and the system sends reminders before any document expires. Vehicle requests from staff are approved and allocated, trips are logged with odometer readings, and fuel, tyres, repairs and fines are recorded against the vehicle that incurred them. Where vehicles carry GPS trackers, location and mileage can be pulled in through the tracking provider’s API, subject to project scope.
For fleets running between Stone Town, the airport and coastal hotels, or moving cargo from Dar es Salaam port up-country, management can compare utilisation, idle time and cost per kilometre across vehicles and spot those costing more than they earn. Driver records hold licences, assignments and incidents. The result is fewer surprises at roadside checks, better-planned replacement and a fleet budget based on real figures rather than estimates.
Business problems it addresses
- Insurance, road licences and inspections expire without anyone noticing.
- Managers cannot tell which vehicles are in use, idle or off the road.
- Running costs are spread across receipts and cannot be tied to a vehicle.
- Private or unauthorised use of company vehicles goes unrecorded.
- Replacement decisions are made without cost-per-kilometre evidence.
Interface
Five screens of the system
Illustrative mockups with sample data — not screenshots of a client’s system.
Workflow
From vehicle registration to fleet review
-
1
Vehicle registration
Add vehicles with registration, documents, capacity and assigned driver.
-
2
Vehicle request
Staff request a vehicle for a date, destination and purpose.
-
3
Approval and allocation
Transport officer approves and allocates an available vehicle and driver.
-
4
Trip logging
Driver records start and end odometer, route and passengers or cargo.
-
5
Running costs
Fuel, tyres, repairs, tolls and fines are posted against the vehicle.
-
6
Compliance reminders
Alerts are raised before insurance, licence or inspection expiry.
-
7
Fleet review
Compare utilisation, idle days and cost per kilometre across the fleet.
Functions covered
Modules and what they do
01 Fleet records
-
Vehicle register
Holds vehicle details, documents, photos, capacity and status.
-
Driver register
Records drivers, licence classes and expiry, assignments and incidents.
-
Document compliance
Tracks insurance, road licence and inspection dates with reminders.
02 Operations
-
Vehicle requests
Lets staff request vehicles and routes requests for approval.
-
Trip logs
Captures trips with odometer readings, destinations and purpose.
-
Incidents and fines
Records accidents, traffic fines and damage with supporting documents.
-
Driver mobile app
Optional / subject to scope
Lets drivers view assignments and log trips and expenses from a phone.
03 Costs and tracking
-
Running cost ledger
Posts fuel, tyres, repairs and other costs to each vehicle.
-
Fleet analytics
Reports utilisation, idle time, cost per kilometre and vehicle ranking.
-
GPS tracking integration
Optional / subject to scope
Imports location and mileage from trackers where the provider offers an API.
Technology stack
Technology selected for this solution
These are the technologies planned for this type of system. The final stack depends on scale, performance, licensing, infrastructure, integrations and your requirements.
Frontend
Backend
Database
Mobile
Infrastructure
Integrations
Security & data integrity
Protecting your data and its accuracy
Driver personal details and vehicle location history are visible only to authorised transport and management roles, and retention of tracking data is agreed with the client.
Standard protections
-
Role-based access control
Each user sees only what their role allows.
-
Authentication and authorisation
Every request is checked for a signed-in, permitted user.
-
Fine-grained permissions
Permissions per module and action, such as view, edit or approve.
-
Secure password storage
Passwords are stored using strong one-way hashing, never in plain text.
-
Encryption in transit
HTTPS/TLS protects data between users and the server.
-
Server-side input validation
All input is validated on the server before it is saved.
-
Protection against common web vulnerabilities
Defences against injection, cross-site scripting and request forgery.
-
Database constraints and transactions
Constraints and transactions keep related records consistent.
-
Audit logs
Important actions are recorded with who, what and when.
-
User activity history
A history of each user’s activity for supervisors and administrators.
-
Backup and restoration
Scheduled backups with tested restoration procedures.
-
Session management
Session time-outs and the ability to sign out other devices.
-
Secure API access
Authenticated, rate-limited access for integrations.
Optional advanced protections
- Offline mode with controlled synchronisation Work offline and synchronise safely when the connection returns.
- Multi-factor authentication A second sign-in step for selected or all users.
- Data retention and deletion policies Retention periods and deletion rules agreed with you.
- Disaster recovery planning A documented plan to restore service after a major failure.
Data integrity
Odometer readings are validated so each trip starts where the previous one ended, and impossible distances are flagged for review. Costs must reference a vehicle and supporting document before posting, and all edits are kept in the audit trail. Logged mileage can be reconciled against GPS mileage where tracking is integrated.
Security controls are configured for each project. We do not claim certification, compliance or immunity from attack unless independently verified for your deployment.
Customisation & integration
Tailored to how you work
We tailor modules, reports, permissions, workflows, branding and integrations to your organisation. Tell us which features you need when you request a quote.
- Vehicle types, cost categories and document types
- Request and approval workflow
- Reminder periods and notification channels
- Fleet KPIs and report layouts
- Integration with GPS, fuel and accounting systems
Deployment & support
From go-live to continuous improvement
Onboarding, data migration, training, maintenance, technical support and future enhancements are services we scope into your project.
Bringing records from spreadsheets or older systems, checked and reconciled.
Role-based training for users, supervisors and administrators.
Technical support and maintenance under an agreed support plan.
New modules, reports and integrations as your organisation grows.
Pricing
Pricing tailored to your requirements
Every organisation has different workflows, users, infrastructure, and integration needs. Request a quotation for a solution designed around your requirements.
- Number of users, branches and modules
- Customisation and integrations
- Hosting: cloud, your server or hybrid
- Data migration and training
- Support and maintenance plan
Transport & Logistics
Related systems
Transport and Route Management System A route planning and scheduling system for scheduled transport, defining routes, stops, timetables and vehicle rosters, with bookings, manifests and on-time performance reporting.
Delivery and Dispatch Management System A dispatch system for same-day and last-mile deliveries that assigns orders to riders and drivers, tracks each job and captures proof of delivery and cash collected.
Vehicle Maintenance Management System A workshop and maintenance system that schedules servicing by kilometres or date, manages job cards, parts and labour, and keeps a full repair history for every vehicle.
Back to the catalogue Business software services Our development process
