Choosing the best fleet management software is something that many owners and managers might be tempted to overlook to concentrate on the day-to-day activities of their business.
However, the right digital tools can streamline those daily tasks and make it easier to optimize and maximize the future of their fleet.
In this article, we discuss some of the best fleet management software tools for 2025 to help fleet managers make the right choice for their business.
Why Fleet Management Software Is Important
Whether a fleet-based company is just getting started and has two vehicles or has been in business for years and runs 50+ vehicles, fleet management software is crucial for keeping costs, maintenance, and monitoring under control.
Incorporating fleet management tools into a workflow comes with many benefits, including:
- Increased vehicle lifespan
- Reduced costs
- Improved safety
- Better communication
- Optimized dispatch and routing
For example, fleet management software can help a limousine company reduce driver confusion and increase customer satisfaction by providing real-time communication and clear routing information when a customer calls for a car.
Similarly, fleet management software can help field service businesses — such as construction, HVAC, plumbing, and electrical — control fuel and mileage costs by allowing management to redirect technicians remotely so they don’t have to return to base for their next job.
With the right set of tools, fleet managers have the ability to control every aspect of their vehicle and driver activity in order to maximize costs, reduce wear and tear, and streamline workflow throughout their business.
Types Of Fleet Management Software and Features To Look For
Fuel Cards
A smart fuel card solution can help you monitor some of the most common ways that you’re losing money through inefficient fuel management, including fuel theft, excessive idling, and missed and inaccurate fuel tax payments.
Fuel Efficiency And Measurement
Fuel cards can help you measure miles-per-gallon consumption across all of your vehicles and identify which vehicles require attention.
In addition, measuring and monitoring fuel efficiency can also help you see how driver behavior (aggressive acceleration, etc.) is influencing your fuel usage.
Fuel Cost Control
With the right fuel card, you can choose which stations to allow drivers to use (and even block the expensive ones) and set spending controls. Some fuel cards also feature wide acceptance, advanced reporting, and rebates so you can better manage your fuel costs.
Fuel Theft And Fraud
Chances are, your fleet is suffering from some form of fuel theft or fraud. In fact, internal and external fuel theft happen more often than you might think, mainly because there are so many different ways to outright steal fuel or commit fraud.
If your fleet management software uncovers instances of fuel theft or fraud, one of the best ways to plug this leak is to incorporate a smart fuel card like Coast into your workflow.
With Coast, you can lock cards yourself in one click, enable fuel-only purchases, create custom policies and rules for different employees, and limit purchases by time of day and day of the week…all from a single dashboard.
Telematics
Real-Time Vehicle Monitoring
Businesses using fleet management software that includes real-time vehicle monitoring tools saw an average return on investment (ROI) of 300%.
With the right system in place, you’ll be able to monitor vehicle location, vehicle speed, and driver behavior as it’s happening.
Safety
With more advanced software suites, you can automatically flag any “harsh event” data that comes in and assign each driver a safety score so it’s easier to interpret all the information coming in.
Route Optimization
Fleet management software in combination with GPS and telematics gives you access to advanced route planning and optimization — that is, directing vehicles along the shortest, least congested, least expensive, and most direct route to their destination.
You’ll be able to dispatch vehicles according to deadline, proximity, fuel necessary, number of stops, and traffic patterns en route (just to name a few).
With advanced FMS, you’ll also be able to take advantage of static routing, dynamic routing, and even real-time dynamic routing.
Driver Tools
It can also be beneficial for your operation to look for fleet management software that comes with driver tools built in.
Some FMS suites come with HOS tracking, pre- and post-trip inspection checklists, compliance tools, and onboard camera systems that monitor various points around the vehicle as well as inside the cab.
Excessive Idling
Unnecessary idling is loosely defined as the time that a vehicle’s engine is running but the vehicle itself isn’t moving forward.
Granted, there are times when idling is necessary (or unavoidable), such as when the driver needs to warm up the engine before setting out or when the vehicle is caught in traffic.
But, with the right software solution, you can take steps to reroute drivers around congestion so that they maintain their efficiency at all times.
Fuel Tax Payments
Abiding by the rules and regulations put forth by the International Fuel Tax Association can be complicated and, if done incorrectly, can lead to unexpected costs that can cut into your bottom line.
You can use your smart fuel card (in combination with fleet management software) to streamline IFTA reporting so that it remains a priority even if you don’t give it your full attention all the time.
Fleet Management Software
Maintenance Tracking
Maintenance can be another major cost center if not kept under control at all times. Fleet management software can help.
Most software suites come with tools that can help you build and adhere to customized preventative maintenance schedules and direct and monitor fleet mechanics (or third-party mechanics).
Total Cost Of Ownership
With help from your fleet management software, you’ll be able to quickly and easily gather all fixed vehicle costs (e.g., lease payments, insurance, and permits) as well as all variable vehicle costs (e.g., fuel, tolls, maintenance, and repairs).
You can then use that data to calculate Total Cost Of Ownership for a detailed look into the costs associated with keeping all your vehicles on the road.
Vehicle Cost Per Mile
You’ll also be able to determine your Vehicle Cost Per Mile (VCPM) to reveal information that can help you reduce expenses overall.
For example, you can use data from your fleet management software along with GPS and fuel card information to reduce total miles driven and even find lower fuel prices so that both total cost of ownership and vehicle cost per mile go down.
Best Fleet Management Tools
Fleet/Fuel Cards
For many businesses, fleet/fuel cards are often the bridge that connects telematics and fleet management software into a cohesive set of tools that gives managers the most control over their fleet and fuel activities.
More specifically, fleet and fuel cards can help provide insight into exactly how the telematics data is affecting real-world variables such as fuel consumption, fuel costs, route optimization, driver behavior, and more.
1) Coast
Coast is a modern fleet and fuel card built to give businesses more control, visibility, and flexibility over vehicle-related spending. Whether you manage a handful of vans or an enterprise fleet, Coast helps streamline fuel purchases, prevent misuse, and simplify back-office work.
Unlike traditional fleet cards, Coast works anywhere Visa is accepted, giving your drivers more freedom without sacrificing control. Managers can set smart rules for spending based on driver, vehicle, location, time of day, and more. You can restrict cards to fuel only or expand to cover maintenance, car washes, and other approved categories.
Key features:
- Real-time visibility into every transaction
- Customizable controls for each driver or vehicle
- EMV chip cards with fraud protection and spending limits
- Easy receipt capture via phone
- Integrations with telematics, accounting software, and more
Coast also offers a user-friendly dashboard where fleet managers can track spending, flag suspicious activity, and issue or pause cards in just a few clicks. With per-gallon rebates and a 100% US-based customer support, it’s a great choice for companies looking to cut fuel costs and tighten controls without slowing down operations.
2) BP
The BP fuel card is a branded option that allows purchases at BP and Amoco service and fuel stations both locally and out of state.
Other features include:
- Set spending guidelines per card
- Individual card control
- Closed loop
- Advanced security (e.g., requiring driver ID and odometer readings)
- Fast card deactivation
- Monthly fee
- Option to carry a balance (interest rates apply)
Telematics
Vehicle telematics are applications and services (i.e., software and hardware) that provide near real-time data about vehicle activity, location, and condition.
Combined with fleet/fuel cards and fleet management software, they give managers a more complete picture of fleet activities and trends.
Telematics also allows the business to plan for future maintenance, usage, and replacement.
3) Lytx DriveCam
Source: lytx.com
The Lytx DriveCam can help fleet managers focus on driver behavior.
Managers can set the system to capture continuous recordings or those based on any number of activities and behaviors, including:
- Hard braking
- Swerving
- Collision
- Cell phone use
- Distracted driving
- Eating
The fleet management software also comes with real-time in-cab alerts, live streaming, driver ID solutions, risk detection without recording, and more.
4) Route4Me
Source: route4me.com
Features of the Route4Me fleet management software include:
- Route planning
- Customer experience management
- Dispatch
- Tracking
- Business analytics
- Driver safety and efficiency
- Integrations
- Orders and workflows
- Mobile access
5) Rhino
Source: rhinofleettracking.com
Rhino Fleet Tracking allows companies to monitor and manage vehicles from desktop or mobile devices running the iOS and Android operating systems.
With the electronic logbooks (ELD) feature, they also get access to:
- Driver availability
- Driver hours alerts
- Google Maps integration for vehicle location
- Travel pattern analysis
- Geofencing
- Speed alerts
- Stop alerts
- Idle alerts
- Driver behavior
- Hub and carrier management
Rhino Fleet Tracking also offers battery-powered equipment to help monitor trailers, heavy equipment, and other assets.
6) Motus
Source: motus.com
Motus is another app that can assist managers with such recurring activities as:
- Geolocation
- GPS
- Mileage tracking
- Mobile access and communication
- Route optimization
- Route history
- Driver management
- Billing and invoicing
The software also includes assistance with expense tracking, time and attendance, employee onboarding, and reporting and analytics.
7) RoadWarrior
Source: roadwarrior.app
With the RoadWarrior app, fleet owners and managers can keep track of their vehicles, drivers, and all mobile assets with a single digital solution.
The route optimization features can help with planning and navigating while the software also comes with real-time updates and turn-by-turn directions that can help keep drivers ahead of traffic and road blocks so they can avoid distractions and wasted time.
8) Samsara
Source: samsara.com
Samsara can help large companies looking to simplify their fleet management in 2024, but small businesses can also make use of its list of features as well, including:
- Real-time GPS tracking
- Route tracking
- Remote vehicle diagnostics
- Preventative maintenance schedules
- Maintenance alerts
- Dash cams
- Driver coaching
- Location management
- Electronic logging devices (ELD)
- Trailer tracking
- FMCSA compliance
- Automated alerts
- Remote visibility
- Utilization reports
- Workflow optimization
9) Azuga
Source: azuga.com
Azuga offers:
- AI and machine learning to optimize fleet management
- Service history tracking
- Location tracking
- Cost reporting
- Driver management
- Safe driving rewards
- Predictive analytics
- Digital pre-trip and post-trip inspection reports
- Simple user interface
Insurance companies can also use telematics data from Azuga to refine rates for businesses, make them more accurate, and possibly save managers money in the process.
Fleet Management Software
Fleet management software gives managers the tools necessary to monitor, direct, and optimize their vehicles from a single application.
With the help of telematics and fleet/fuel card data, fleet management software can provide a 360° picture of (and advanced control over) all vehicle activity whether those vehicles are across town or across the country.
10) Fleetio
Source: fleetio.com
Fleetio offers features such as:
- Mileage tracking
- Inventory management
- Real-time updates
- Driver management
- Mobile/remote access
- Maintenance management
- Route history
- VIN lookup
- Real-time monitoring
- Cost tracking
- Access controls/permissions
- Compliance management
- Automated scheduling
11) AUTOsist
Source: autosist.com
AUTOsist is a suite of cloud-based fleet management tools that include:
- Real-time GPS location tracking
- Safety cameras
- Geofencing
- Real-time odometer syncing
- Engine code alert notifications
- Accident fault prevention
- Driver behavior monitoring
- Digital vehicle inspections
- Driver app
- Stability
- Quick setup
12) Zubie
Source: zubie.com
Among this list of best fleet management software, Zubie provides detailed vehicle tracking information for transportation and field service managers.
With Zubie’s Fleet Connect program, fleet managers get:
- GPS tracking
- Vehicle health diagnostics
- Smart maintenance
- Driver performance data
- Integrations
- Dashcam capability
With these and other tools, Zubie can help provide a data-driven look at all the vehicles in the business fleet.
13) Onfleet
Source: onfleet.com
The Onfleet software is geared toward industries and companies that focus on deliveries rather than those that provide service and appointments for customers, but the app can be useful in both situations.
Features include:
- Ability to add unlimited drivers
- Machine learning-based estimated time of arrival (ETA)
- Detailed route tracking
- Customer access to real-time tracking
- Driver communication
- Customized vehicle management
- Modern dark user interface (UI)
- Comprehensive reporting features
- Easy to set up and use
- Less vehicle telematics data for unique fleets
14) Avrios
Source: avrios.com
Avrios comes with modules that can help managers:
- Manage fleet data
- Coordinate and automate processes and workflows
- Mitigate the effects of vehicle damage
- Maintain compliance
- Gain insight that can inform decision making
Avrios also helps businesses switch platforms so there’s no delay or loss of output during the transition.
15) Motive
Source: gomotive.com
The Motive fleet management software comes with features and tools for all types of vehicle tracking needs, including:
- GPS
- Inspection management
- Mileage tracking
- Mobile access
- Delivery tracking
- Billing and invoicing
- Preventative maintenance
- Route optimization
Motive also includes features that make it easy to identify underused and misused assets so that businesses can maximize vehicle and driver productivity.
16) Odoo
Source: odoo.com
Odoo provides an overview of all vehicles, drivers, repairs, costs, and other data.
With Odoo, fleet managers can also:
- Manage leasing contracts
- Supervise contracts for all vehicles
- Receive user-defined notifications when events occur
- Manage and track VIN numbers
- Automate scheduling (both vehicles and drivers)
- Analyze vehicle ROI
- Integrate with third-party apps
- And more
17) Whip Around
Source: whiparound.com
For help with Driver Vehicle Inspection Reports (DVIRs), try the Whip Around fleet management software.
Whip Around comes with:
- CSA/DOT compliance
- Digital record retention
- Roadside document access
- DOT audit reporting
- Monthly maintenance reporting
Whip Around also includes communication and safety-monitoring tools to help transportation and field service managers build a culture of accountability and compliance.
Fleet Fuel And Expense Management Software
Source: coastpay.com
While traditional fleet management software focuses on routing, dispatch, and maintenance, gaining full control over your fleet’s performance also means managing fuel and driver expenses effectively.
Fuel costs are one of the largest and most variable expenses for fleet-based businesses. Even small inefficiencies or misuse can have a big impact on the bottom line. That’s where Coast comes in.
Coast’s smart fleet fuel card gives managers the tools to control spending in real time, track purchases by driver or vehicle, and earn rebates on every gallon of fuel. With broad acceptance anywhere Visa is accepted, drivers can fill up at the most convenient and cost-effective stations.
Whether you’re aiming to reduce fraud, simplify expense reporting, or gain deeper visibility into fleet spending, Coast helps you turn fuel and expense data into a competitive advantage.
Learn how Coast can help your business save time, reduce costs, and stay in control at coastpay.com.
