Fleet Dashboard for a Distribution Company
Real-time fleet tracking dashboard with maintenance scheduling, fuel cost analysis and driver performance metrics across a 40-vehicle distribution fleet.
Distribution company — FMCG delivery across metropolitan and regional WA
A distribution company operating a fleet of 40 vehicles — from small vans to semi-trailers — delivering FMCG products across Perth metro and regional WA. Fleet management was split across three systems: GPS tracking in one platform, maintenance records in spreadsheets, and fuel data from the fuel card provider.
The fleet manager had no unified view. Checking a single vehicle's status meant logging into multiple systems and cross-referencing manually. Maintenance was reactive — vehicles were serviced when something broke, not on a preventative schedule.
What needed to change
Three systems, no integration. GPS tracking, maintenance records and fuel data lived in separate places. Getting a complete picture of any vehicle's status, cost and utilisation required manual cross-referencing across systems.
Maintenance was reactive. No automated service scheduling meant vehicles ran until something failed. Unplanned breakdowns were costly — not just the repair, but the missed deliveries, replacement hire costs and driver downtime.
Fuel costs were uncontrolled. No way to correlate fuel consumption with routes, loads and driving patterns. The fuel bill kept growing but there was no data to identify why or which vehicles were the worst offenders.
What we built
A unified fleet dashboard pulling data from GPS tracking, maintenance records and fuel systems. Real-time vehicle status, preventative maintenance scheduling and fuel cost analysis.
Real-Time Tracking
Live GPS positions of all 40 vehicles on a map. Current status, last activity, driver assignment and route progress at a glance.
Maintenance Scheduling
Preventative maintenance engine based on kilometres driven, engine hours and calendar intervals. Automated alerts when services are due. Full service history per vehicle.
Fuel Cost Analysis
Fuel card data integrated with route data and vehicle specifications. Cost per kilometre, fuel efficiency trends and anomaly detection for excessive consumption.
Driver Performance
Speed compliance, idle time, harsh braking and fuel efficiency by driver. Not punitive — used for coaching conversations and identifying training needs.
How it works
Dashboard shows fleet status
The fleet manager opens the dashboard and sees all 40 vehicles — current position, status (driving, idle, parked), driver assignment and any alerts.
Maintenance alerts surface
Vehicles approaching service thresholds appear in a maintenance queue. The system generates work orders and can auto-schedule with the preferred workshop.
Fuel data syncs daily
Fuel card transactions import overnight. The system calculates cost per kilometre, flags anomalies and updates vehicle-level fuel efficiency trends.
Driver scorecards update
Weekly driver performance summaries calculate from GPS and vehicle data. Fleet manager uses these for coaching conversations, not surveillance.
Monthly fleet report auto-generates
End-of-month report compiles fleet utilisation, maintenance costs, fuel trends and driver performance. Previously took 6 hours to build manually.
Measurable outcomes
I used to manage 40 vehicles across 3 different screens and a pile of spreadsheets. Now I have one dashboard that tells me everything — which trucks need servicing, which are burning too much fuel, and where every vehicle is right now.
How we delivered it
System Audit & API Mapping
1 weekAudited the GPS, maintenance and fuel systems. Mapped API capabilities and data availability. Defined the key fleet metrics with the fleet manager.
Integration & Backend
4 weeksBuilt connectors for GPS tracking (Teletrac Navman), fuel card data (Shell Fleet), and digitised the maintenance spreadsheets into a proper database with scheduling logic.
Dashboard Build
3 weeksBuilt the fleet dashboard with map view, vehicle detail panels, maintenance queue, fuel analytics and driver performance summaries. Mobile-responsive for the fleet manager on the go.
Testing & Rollout
2 weeksValidated data accuracy against source systems for 2 weeks. Trained fleet manager and operations team. Launched with all 40 vehicles.
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