Fleet & operations
Know which vehicle is running, who is driving, how much fuel was used — vehicle costs are approved and reconciled, no more verbal estimates.
Why businesses choose this module
Is your business facing these problems?
- No idea where the vehicle is or who is driving
- Fixed fuel allowance, cannot be reconciled with kilometers driven
- Vehicle repair, parts replaced with no history
- Delivery and fleet are not connected
What's in the module
On the admin web and the 1ERP app, sharing one set of data.
Vehicles & driving shifts
- Vehicle and driver lists
- Edit vehicle records, assign shifts
- Open / close shift with the QR code on the vehicle
- Track the location of vehicles on the road
Fuel & expenses
- Fuel refill log with photos and mileage
- Approve fuel refills
- Convert to a payment voucher on approval
- Cost report by vehicle
Maintenance & spare parts
- Report incidents, propose vehicle repairs
- Spare parts warehouse with variants
- Repair history by vehicle
- Periodic maintenance reminders
Sample workflow
- Assign shiftsAssign vehicles and drivers to shifts.
- Vehicle pickupDrivers scan the vehicle QR code to start a shift.
- OperationsDelivery, refueling and incident reports on the app.
- Approve expensesApproval manager, accountant pays.
- ReportCosts and distance by vehicle and by driver.
Who can do what
Each action is its own permission, toggled per group in Settings › Permission groups.
Driver
- Open / close shift
- Submit fuel refill and incident reports
Fleet management
- Edit vehicle records, assign shifts
- Approve fuel refills
Accounting
- Confirm vehicle expense payout
Working in the 1ERP app
- Scan QR to open shift
- Refueling: take a photo of the receipt, enter the km reading
- Approve fleet proposals
Connect other modules
- Warehouse & shipping — delivery, spare parts warehouse
- Proposals & approvals — fuel and vehicle repair requests
- Finance & accounting — operating costs
- Human resources (HRM) — driver shifts
Related channels & services
GPS tracking
Show the vehicle's location on the map during a trip.
Carrier
Combine in-house vehicles with GHTK when needed.
Payment voucher
Vehicle costs go straight into the cash book.
Frequently asked questions
Do I need to install a separate tracking device?
Can use the driver's phone location during a shift; a vehicle-mounted GPS device is optional.
How do you prevent fuel claim fraud?
Every refuel needs a receipt photo and the km reading; a manager approves before payment.
Can one driver drive multiple vehicles?
Yes — each shift is linked to a vehicle via QR code.
Is this module included in every SaaS plan?
Yes. Every SaaS plan includes all modules — they differ in number of users, storage and server resources. Our consulting team helps you enable priority modules along a roadmap. See price list and implementation roadmap.