Choose fleet management software by matching it to your vehicles, daily tasks and budget. Compare the same tasks in each demo, then check the hardware, setup and ongoing support included in the offer.
Fleet management software helps you manage vehicle locations, maintenance, bookings and running costs. A clear set of priorities makes it easier to judge which features your team needs and which supplier can help you get started.
Start with three priorities
List the vehicles you manage, who uses them and the tasks you want to make easier. A business sharing a few company cars will have different priorities from a team running delivery vans across several depots.
Choose three priorities for your first demonstration. These might be answering customer enquiries about a vehicle, keeping servicing on schedule or understanding fuel and repair costs. Include the people responsible for those tasks. Drivers should see the mobile app, while finance and IT can help assess costs, connections and data access where needed.
Bring everyday tasks to the demo
Ask each supplier to demonstrate the same examples. Find a vehicle and review a journey. Check an upcoming service. Follow a reported fault through to the next step. Choose examples that reflect your priorities, and let the people who will use the software ask questions.
Use this table to keep your comparisons consistent:
| Compare | Ask the supplier to show or explain |
|---|---|
| Daily use | How your team completes its three priority tasks, including any steps in the driver app. |
| GPS trackers | Which devices suit your vehicles, how they are fitted and what information reaches the software. |
| Complete cost | What you pay for software, devices, installation, training, support and optional features. |
| Ongoing help | Who helps with setup, questions and faults, and when that help is available. |
| Connections and data | Which connections are available, who can access your data and how you can export it. |
Keep notes beside each quote. Check which demonstrated features are included in the package you are considering and which need additional hardware or setup.
Comparing named suppliers? See how IntelliTrac stacks up against Geotab, Teletrac Navman and Linxio, side by side.
Choose the right GPS trackers
The device is an important part of a tracking system. Ask which tracker suits each vehicle type, how it connects and what information it collects. A plug-in device and a professionally fitted tracker involve different installation arrangements, so include fitting in the comparison.
See how vehicle locations and journeys appear in the software. Ask what happens when a vehicle loses mobile coverage, how you can tell when its last update arrived and who helps if a device stops sending updates.
Explore IntelliTrac GPS trackers to compare plug-in and fitted options, then see the locations and journey views in our vehicle tracking software.
Compare the full cost
Ask for a quote that separates upfront and ongoing costs. It should explain the software subscription, devices, installation, training, support and any optional features. Check the contract term, renewal arrangements and what changes if you add or remove vehicles.
If you are changing suppliers, include any removal, replacement or changeover costs. Ask who owns the devices and what happens to your access and data when the agreement ends.
For an IntelliTrac quote, tell our team how many vehicles you manage, their types and the capabilities you need. That gives us a useful starting point for discussing software, hardware and setup. Our whole-of-life cost guide also explains the wider costs of owning and running a vehicle.
Plan setup and ongoing support
Find out who will bring your vehicle details and service history into the system, arrange device fitting and train your team. Agree who is responsible for each step and what your staff need to prepare. If you are replacing another system, discuss the changeover before setting a start date.
Then ask about help after launch: who to contact, support hours, how urgent problems are handled and training for new staff. A conversation with a customer running a similar fleet can also help you understand the setup and support experience.
Explore IntelliTrac installation and training services when planning your setup.
Check connections and data access
List the systems you need to keep, such as accounting, fuel cards or payroll. Ask which connections are available today, what information they exchange and whether additional setup is required. Bring the person responsible for those systems into the discussion.
Ask who can see location and driver information, how access is managed, where data is hosted and what export options are available. Confirm what happens to that data if you leave. Explore our integration options and security information, or use the IT security supplier checklist to prepare more detailed questions.
Allow for your next stage of growth
Discuss the changes you expect: more vehicles, another depot, cameras or different reports. Ask what each would involve in software, hardware, setup and cost.
Recent product improvements can tell you how a supplier develops its system. Ask how customers suggest changes, and confirm that the capabilities you need from the start are available today.
If a small evaluation would help, ask what options are available. Agree on the vehicles, tasks, duration and charges before starting, then decide how your team will judge the result.
See how IntelliTrac fits your fleet
IntelliTrac develops its own GPS hardware and fleet software. The IntelliTrac Platform brings tracking, maintenance, vehicle bookings and running costs together, giving your team a clear place to manage its vehicles.
Use your priorities to explore fleet management software, maintenance and vehicle checks or shared vehicle bookings. Then book an IntelliTrac demo with the tasks you want to see, the vehicle types you manage and the questions you need answered.
Your fleet software buying checklist
Use these questions to compare the complete offer before you decide.
- Have we agreed on our three priorities and involved the people who will use the system?
- Have we seen the same everyday tasks demonstrated by each supplier?
- Do we know which trackers suit our vehicles and how they will be fitted?
- Does the quote explain upfront costs, ongoing charges and contract terms?
- Are setup, training and ongoing support responsibilities clear?
- Have we checked the connections, data access and export options we need?
- Are the capabilities we need available now, with room for our planned growth?
- Have we agreed on the next step and any evaluation scope or charges?