"The vast majority of companies we come across are using spreadsheets, whiteboards, and paper-based files to try and manage their fleets of vehicles." That is Jim Finnegan, CEO of relatively new fleet software specialist Pocket Box, discussing what is really not a new problem.  

While big fleets - especially those with complex and/or regulated commercial vehicles - are likely to be using a more sophisticated system, the SME sector is known for its penchant for managing vehicles with Excel. We have even heard, anecdotally, of some companies using Word for the same purpose. 

That is not a criticism. You cannot blame organisations with limited buying power, expertise, and resources for using such software for managerial tasks. Fleet managers in such organisations are unlikely to bear that job title, because looking after vehicles will probably be one of numerous responsibilities. 

Defaulting to spreadsheets is more a reflection of the realities facing such businesses than a deliberate decision not to employ IT that is better up to the task - either that, or they may simply be unaware of the alternatives - but whatever way you look at it, Microsoft's 365 Office suite is not the best way to administer vehicles and drivers. 

Pocket Box estimates that around 80% of the fleets it works with were previously using the three methods Finnegan described in his opening quote to manage vehicles. Fleetcheck's MD, Peter Golding - a long-time proponent of ditching spreadsheets, who has formerly described Excel as his biggest competitor - thinks it is more like 90%. 

"I often make a comparison with accountancy software," he says, "nowadays, in the UK, it is mandated that you have to submit your tax returns to HMRC through software, so 20 years ago, we were looking at computerising and modernising the way that accounts were done. And let's be honest, we still employ bookkeepers - but they don't write things in books anymore. In a way, I think the fleet market is probably around 10/15 years behind where we are with accountancy software."

In February, Fleetcheck made a basic version of its vehicle inspection app available for free. Known as Driverlite, it is essentially a checklist for drivers to ensure that they and their vehicles are fit to hit the road before they do. The paid-for version of the app launched in 2017 and is said to have processed 20 million checks, and while the no-cost equivalent is not a substitute for a pukka management system, it is designed as a first step for those unfamiliar with fleet-specific software or apps. 

Golding, who readily admits the move was a commercial decision to expose more businesses to the company, explains the other motives behind launching a basic free service. 

"We introduced this primarily for people who are perhaps a little bit, 'is this going to work? How do we know the drivers are going to like it?' We know from experience that it does work, but it gives them a chance to stick their toe in the water. [and] it makes sense for us to be at the forefront of trying to help more and more companies adopt the technology."

It might have been considered something of a novelty in the previous decade but, these days, it is not at all difficult to find a fleet software company offering a driver check app (the frequency of press releases we at Business Car receive announcing such products suggests they are now very much commonplace). Most provide a similar service to Driverlite - guiding drivers through a series of checks to ensure roadworthiness before they set off. There is also a big focus on the paperless element and that drivers do not need to physically hand in documents for processing, which skirts the risk of them getting lost or messed up, saves printing, admin, and all the other associated benefits. Factor in all the above, and we would suggest that SMEs moving from spreadsheet-style vehicle management to dedicated fleet software could reasonably expect a driver inspection app as a minimum. 

The other big problem with spreadsheets is that, while they are good at storing information, they are not so hot when it comes to prompts. Devil's advocate: it is apparently possible to set up date-based email reminders in Excel using a function called Power Automate, so those dead set on sticking with it could make their own alerts for, say, regular driving licence checks. That would take a fair bit of setting up, though, and as Finnegan explains, one of the main reasons for a proper software system is that it does those sorts of things for you and stashes everything in one place.  

"[It] automates a lot of the jobs," he says, "tax, insurance, MOTs, if they have dealer finance, service histories, all their daily vehicle walkaround checks - and that covers the company for compliance and risk.