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00 Work

Fleet management

A security company with over 140 vehicles and over 450 drivers working shifts in seven cities. We replaced paper logbooks and spreadsheets with one system and an app on the drivers' phones.

The client is not named here, at their request.

Illustration: a security patrol car with an amber light bar ahead of a van and a second car, beside a phone showing an odometer photo and a fuel pump.
Role
System and driver app
Sector
Security services
Type
Client project
Outcome
over 140 vehicles and over 450 drivers
01 The brief

The cars never stop, the paperwork never catches up

01 - The problem

The cars never stop, the paperwork never catches up

Patrol cars change drivers twice a day. Mileage lived in paper logbooks, fuel in card statements, and deadlines in one person's spreadsheet. Nobody could say what a car cost per kilometre.

02 - The answer

One file per car, filled in from the phone

Drivers start and end every shift in an app, with the odometer and a photo of the dashboard. Fuel, services, damage and deadlines go into the same file, and the office sees the whole fleet at once.

02 How it works

A day in the life of one car

The same car, three drivers and the office, from the first shift of the day to the month-end report.

  1. 01 Shift lead

    Before the shift

    The shift lead assigns cars to drivers. A driver whose licence or medical has lapsed cannot be assigned.

  2. 02 Driver

    Shift start

    The driver photographs the dashboard and enters the odometer. A reading that does not fit the previous one is flagged at once.

  3. 03 Driver

    On the road

    Fuel card fills are matched to the car. Damage is reported from the phone, with photos, as it happens.

  4. 04 Driver

    Shift end

    A closing reading and photo at handover, and the car is ready for the next driver.

  5. 05 Fleet manager

    Ahead of deadlines

    The system watches services, tyres, insurance, inspections and vignettes, and reminds the person responsible 30, 7 and 1 day ahead.

  6. 06 Accounts

    Month end

    Cost per car and per kilometre, and fuel by depot, ready for accounts on the first working day.

03 The system

From the driver to management

Five roles use it every day, each with its own view and its own permissions: drivers, shift leads, the fleet manager, accounts and management.

  • 01

    For the driver

    Sees the car assigned to the shift, enters the odometer with a dashboard photo, logs trips outside the patrol area with their purpose, and reports damage with photos on the spot.

  • 02

    Drivers and shifts

    Licence categories, expiry dates and medical checks are on file, so a car only goes to someone allowed to drive it. The shift lead assigns cars in a few clicks, and the history of who drove what is kept.

  • 03

    A file for every vehicle

    Plate, VIN, category and depot, and a timeline of shifts, fuel, services, tyres and damage, with who did what and when.

  • 04

    Fuel and consumption

    Fuel card entries matched to each car and its kilometres, consumption per 100 km worked out, and fills that do not add up flagged for a check.

  • 05

    Services and deadlines

    Services by kilometres or date, seasonal tyres, third-party liability, comprehensive cover (Casco), annual inspection, vignettes and tachographs, with reminders before anything lapses.

  • 06

    For accounts and management

    Cost per vehicle and per kilometre, by depot and by month, without collecting a single spreadsheet. Management sees everything and can change nothing.

Behind the scenes

The driver app and the admin panel behind it were both built from scratch. From the panel the office runs vehicles and drivers, shifts and fuel, services and deadlines, and every change is recorded with who made it and when.

04 The screens

The system in four screens

The office sees the whole fleet; the driver sees one car and one shift.

The screens are illustrative.

01

Fleet overview

Desktop
FleetOverviewVehicles146Drivers457ShiftsFuelServiceDeadlinesDamageReportsSettingsEVE. VasilevaFleet managerOverviewAll depots (9)Wed 15 Oct 2025 · 10:40Plate, VIN or driver6On shift now128/ 146Shifts today: 250Deadlines within 30 days512 within 7 daysServices within 2,000 km1811 already bookedOverdue2Depots 5 and 6Fuel flags5in the last 7 daysNeeds attentionsorted by due dateAll77Overdue2Services18Deadlines51Fuel5Damage1PlateWhatDueDepotStatusCA 7730 KCVW CaddyService at 120,000 kmbooked for 16 Oct+1,460 kmDepot 6H. AngelovOverdueCB 2208 PKDacia DusterService at 150,000 kmnot booked yet+820 kmDepot 5D. TodorovOverdueC 5126 HTDacia DusterFuel 11.4 l/100 kmusually 8.214 OctDepot 5D. TodorovFlagCA 2093 PMToyota CorollaDamage: front bumper2 photos from the driver15 OctDepot 1M. KolevNewCA 1234 ABSkoda OctaviaAnnual inspection17 OctDepot 4S. IvanovWithin 7 daysCB 0417 XADacia LoganE-vignette20 OctDepot 8R. NikolovaWithin 7 daysCA 3380 BMIveco DailyTachograph check29 OctDepot 7P. MarinovaWithin 30 daysCB 4417 KXDacia DusterThird-party liability4 NovDepot 2E. VasilevaWithin 30 daysShowing 8 of 77View allShifts today by depot250 in totalDepot 134Depot 231Depot 326Depot 436Depot 532Depot 628Depot 720Depot 822Depot 921Fuel per 100 km12 months8.5 l/100 km7% less than a year earlierlast 12 monthsthe year before8910NovFebMayAugOct
What to look at

  1. The whole fleet in one row

    Cars on shift, deadlines, overdue items and fuel flags across all nine depots.

  2. What is due comes first

    Deadlines, services and flags in one list, with the depot and the person responsible.

  3. Each depot sees its own cars

    Shift leads see their depot; the fleet manager sees all of them.

  4. Fuel that does not add up

    A car well above its usual consumption is flagged for a check.

02

Vehicle file

Desktop
FleetOverviewVehicles146Drivers457ShiftsFuelServiceDeadlinesDamageReportsSettingsEVE. VasilevaFleet managerVehiclesCB 4417 KXDacia Duster 4x4 · 2023 · Patrol · Depot 2On shiftDriver now: G. Petrov, since 07:02EditVINUU1HSDAD5PA000417Odometer148,359 kmAverage consumption7.9 l/100 kmTyresSummer, since 5 Apr 2025TimelineShiftsFuelServiceTyresDocumentsDamageCostsLast 14 daysAll events15 Oct07:02Shift start148,359 kmG. Petrov148359+1 km · OK15 Oct06:58Shift end148,358 km · 131 km on shiftI. Stoyanov148358Handed over14 Oct19:04Shift start148,227 kmI. Stoyanov148227+2 km · OK14 Oct14:36Fuel41.20 l · 7.8 l/100 kmD. Andonov€58.5112 Oct22:15Damagerear bumper, 3 photosI. StoyanovClosed2 Oct09:30Serviceoil and filters · 145,240 km · €186.40E. VasilevaDoneDeadlinesdays leftThird-party liability4 Nov 202520 daysE-vignette12 Jan 202689 daysCasco16 Mar 2026152 daysAnnual inspection22 Jun 2026250 daysNext serviceevery 15,000 kmat 160,240 km or 2 Oct 202611,881 km to goaround 3 Dec 2025 at the current paceCost per km€0.16Fuel€0.11Service€0.03Insurance€0.02
What to look at

  1. The car's whole history

    Shifts, fuel, services and damage in one timeline, each with who entered it and when.

  2. Every reading has a photo

    The odometer the driver entered sits next to the picture of the dashboard.

  3. Deadlines counted in days

    Third-party liability, comprehensive cover (Casco), inspection and vignette, with the days left on each.

  4. Service by kilometres or date

    Whichever comes first triggers the reminder, with an estimate at the current pace.

03

Service and deadline planner

Desktop
EVServices and deadlinesWeekMonthList13-19 Oct 2025All depotsNew deadlineAll69Service18Liability14Casco9Inspection11Vignettes12Tyres4Tachograph1Winter tyres by 15 Nov: 38 of 146 cars to go108 changed · 31 days leftDepot 16Depot 25Depot 34Depot 47Depot 55Depot 63Depot 73Depot 83Depot 92Overdue2Service+1,460 kmCA 7730 KCDepot 6 · H. AngelovService+820 kmCB 2208 PKDepot 5 · D. TodorovNotifiedfleet managershift leadMon 13Tue 14Wed 15Thu 16Fri 17Sat 18Sun 1908:0009:0010:0011:0012:0013:0014:0015:0016:0017:00LiabilityCB 3310 TXDepot 5CascoCA 5550 TTDepot 3VignetteC 1180 HBDepot 1LiabilityCA 4402 PCDepot 6InspectionCA 1234 ABDepot 410:00ServiceCA 7719 KPDepot 309:00ServiceCB 7781 KMDepot 408:00Tyres6 carsDepot 209:00ServiceCA 7730 KCDepot 613:00ServiceC 6604 KTDepot 509:00Tyres5 carsDepot 410:40DoneScheduledDueOverdueDEADLINEAnnual inspectionCA 1234 AB · Skoda Octavia · Depot 4Within 7 daysDue17 Oct 2025, in 2 daysResponsibleS. IvanovDepotDepot 4REMINDERS30 days before17 Sep7 days before10 Oct1 day beforetomorrowDOCUMENTSInspection certificate, 2024uploaded 17 Oct 2024Mark as doneAttach certificateRescheduleNext due: 17 Oct 2026HISTORY17 Oct 2024done · S. Ivanov17 Oct 2023done · S. Ivanov
What to look at

  1. One calendar for every deadline

    Services, insurance, inspections, vignettes, tyres and tachographs, filtered by type or depot.

  2. Winter tyres as one campaign

    Every car still to switch to winter tyres by 15 November, depot by depot.

  3. Closed with a document

    A deadline is marked done with the new policy or certificate attached, and the next date is set.

  4. Nothing lapses quietly

    Overdue items stay red in a column of their own until they are done, and reach the fleet manager as well as the depot.

04

Driver app: shift start

Phone
ShiftWed 15 OctDay · 07:00-19:00 · Depot 2CB 4417 KXAssigned to youDacia Duster · PatrolAssigned by N. Dimitrov, 06:40148359Dashboard photo · 07:01RetakeOdometer148,359kmLast: 148,358 km · 06:58+1 km · OKFuel in the tank1/41/23/4FullVisible damageNoYesPapers in the carLights and tyresStart shiftReport damage07:01ShiftFuelDamageProfile
What to look at

  1. The car is already assigned

    The shift lead assigns it; the driver sees it on the phone before arriving.

  2. Photo first, then the number

    The dashboard picture is taken in the app and kept with the reading.

  3. Checked against the last shift

    A reading lower than, or far above, the previous one is flagged at once.

  4. Damage reported on the spot

    Photos of any damage reach the fleet manager before the car leaves the depot.

05 Delivery

Twenty weeks, depot by depot

In total
20 weeks
Team
A project lead, two developers and a mobile developer, with a designer and a tester part time

  1. Scoping at the depots

    Time with shift leads at two depots, the paper logbooks, fuel card statements and insurance lists.

    Weeks 1-2

  2. The core system

    Vehicles, drivers, assignments, deadlines, roles and the admin panel.

    Weeks 3-9

  3. Driver app and fuel

    The phone app with dashboard photos and damage reports, fuel card data, consumption checks and reports.

    Weeks 10-14

  4. Pilot and rollout

    Two weeks at one depot, then the other eight over four weeks, with the old spreadsheets brought across.

    Weeks 15-20
06 Outcome

A year on

vehicles in seven cities
over 140 vehicles in seven cities
shifts started with a dashboard photo
over 85,000 shifts started with a dashboard photo
less fuel per 100 km
7% less fuel per 100 km
hours of manual entry saved every month
over 200 hours of manual entry saved every month

Figures from the client's first 12 months on the system, compared with the 12 months before. Shared with permission.

Before and after

  • Mileage records

    Before
    Paper logbooks, collected weekly
    After
    From the phone at every shift, with a photo

  • Documents noticed only after they expired

    Before
    14 in the year before
    After
    None

  • Services done past their kilometres or date

    Before
    About 1 in 4
    After
    About 1 in 30

  • Month-end report for accounts

    Before
    4 working days of collecting
    After
    Ready on the first working day
07 More projects

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