• Richa Shetty

What are the Challenges of Managing Fleet with Spreadsheets?

Smaller fleets can tend to rely on a more traditional spreadsheet and paper-based style of management for fleet recording and reporting. But this isn’t always the case. There’s a surprising number of larger fleets that continue to manage their operation relying on fleet management software. It seems like in coming time vehicle management software will replace existing excel based fleet management systems for fleet reporting. There’s no denying that, there are some serious flaws with using fleet management spreadsheets. That's why many top companies choose fleet management software to overcome fleet management problems. Know more about How Useful are GPS Devices in Fleet Management?

Limitations/ Challenges of Managing Fleet with Spreadsheet:


1. Limited functionality and reporting capabilities.

2. Limited ability to integrate with external providers and services.

3. The time-bound task to manually input, scan, and file paper-based forms.

4. Increased administration time to complete processes such as driver license checking. 5. Records reactive rather than proactive in dated information being circulated for decision making and reporting. 6. Data input delays can result in dated information being circulated for decision making and reporting. 7. An increased risk of data inaccuracy due to input errors, illegible writing, and missing or incomplete paperwork. 8. The tendency for spreadsheets to be designed and created ‘in-house’ which can limit reporting functions.

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What benefits we additionally get using Software instead of Spreadsheets:

Fleet management software manages all aspects of a fleet from procurement through to decommissioning. And this management process doesn’t stop at vehicles either; some systems can manage all assets within a business including trailers, machinery, and containers.


1. Better Vehicles, assets, and equipment Management

2. Fuel and emissions

3. An extra eye on your Drivers behavior

4. Maintenance

5. Compliance


1. Better Vehicles, assets, and equipment Management

Record, assign, track, and manage any vehicle or asset within your operation.

Know more about the Future of Managing Fleet & it's Effectiveness

2. Fuel and emissions

Manage your fleet’s fuel transactions, spend and use tools to identify the best type to reduce both costs and CO2 emissions.

Here are top 5 Ways Traxroot-Fleet Can Help you Save Fuel

3. An extra eye on your Drivers behavior

Improve the visibility and management of your drivers and reduces the risk and ensure better compliance and productivity of the company.

Know what is Green Driving and How Does it Affect Fleet Management

4. Maintenance

Reduce additional downtime, track vehicle availability, and manage costs. Vehicle maintenance is further supported through the application of the Workshop Hub – a technician app to help improve efficiencies and reduce administration. It also helps in Accident management and reduces risk. Here are the top 4 Reasons Why Fleet Maintenance is Important for Heavy Trucks?

5. Compliance

Get your essential paperwork and documents completed and stored for auditing purposes in real-time.


Contact us for a quick demo of our Vehicle Tracking System that can help you overcome fleet management challenges and give you a better fleet management solutions. Visit our FAQ page for some frequently asked questions on fleet management.

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