What fleet tracking does for a business: fuel, routes, drivers and reports. Examples from different industries and a 5-step setup plan.
Fleet tracking means a GPS tracker in every vehicle plus software that shows where your vehicles are, how they are driven and how much fuel they use. For a business it delivers three things: fewer wasted kilometres and litres, transparent records of driver work, and a quick answer when a customer asks where their order is. How fast it pays off depends on the size of your fleet and on whether you actually use the reports.
What is fleet tracking and how does it work
A GPS tracker is fitted to the vehicle. It records location, speed, ignition status and data from any connected sensors, then sends everything to a server over the mobile network.
You open the dashboard or app, Wialon or Navi.zone, and see your fleet on the map, routes for any day, stops and mileage. You can add a fuel level sensor, a CAN bus reader, a temperature sensor for a refrigerated van, or cameras.
What fleet tracking does for your business
Fuel control
The system shows overconsumption and idling with the engine running, and with a fuel level sensor, refuels and fuel theft as well. Once drivers know the manager sees the fuel graph, “missing” litres usually stop going missing. More on our fleet fuel monitoring page.
Routes and wasted kilometres
You see the actual route and compare it with the planned one. Personal trips in the evening or at weekends show up straight away too.
Driving style
Reports show speeding, harsh braking and hard acceleration. That gives you a reason to talk to a specific driver rather than lecturing everyone. Smoother driving means less wear on brakes and tyres and fewer fines.
Records and reports
Mileage, working hours, time on site and stops are all collected automatically. Reports can be set up to land in your inbox every week, with no manual spreadsheets.
Customer service and maintenance
The dispatcher can tell a customer where the vehicle is and when it will arrive without calling the driver. The system also reminds you about servicing based on mileage or engine hours.
What it looks like in different industries
- Delivery. Five vans in the city: the dispatcher sees who is closest to a new order without calling every driver. More on our GPS tracking for delivery page.
- Agriculture. A farmer sees where the tractor is working, how many engine hours it has done and how much fuel it burned during the shift.
- Field service teams. Installers or plumbers: you can see when a crew arrived on site and how long they stayed. The report settles disputes with customers about time spent.
- Taxi. You see the real mileage of every car and trips outside shifts.
| Problem | What tracking shows | What to do |
|---|---|---|
| Fuel “disappears” | Fuel level graph, drains, idling | Fuel level sensor and drain alerts |
| Vehicles used at weekends | Trips outside working hours | Alerts for movement outside the schedule |
| Customers ask where the vehicle is | Live position and route | The dispatcher answers in a minute |
| Frequent repairs and fines | Speeding, harsh manoeuvres | Review the driving with that specific driver |
How to set up fleet tracking in 5 steps
- Define the goal. Fuel, routes, working time records or all of them: this decides the equipment.
- Choose a tracker. For cars and vans an OBD or cigarette lighter tracker is often enough. For trucks and machinery, a hardwired tracker with CAN and sensors.
- Choose a platform. Navi.zone is a simple app: Base from $9.90 per vehicle per year, Pro at 2,248 UAH per year for a bundle of up to 3 vehicles. Wialon Hosting offers advanced reports and sensors for 195 UAH per month or 899 UAH for 6 months. Our Wialon vs Navi.zone comparison will help.
- Install and configure. Geofences, alerts and reports set up for your tasks.
- Inform your drivers. In writing, before the system goes live. Explain what exactly is monitored and why.
You may only track company vehicles, and drivers must be informed about the tracker in writing. Covert tracking of people without their consent is illegal in Ukraine (Articles 163, 182 and 359 of the Criminal Code). Do not track employees’ private cars or their time off work.
FAQ
How much does fleet tracking cost?
The subscription depends on the platform: Navi.zone Base from $9.90 per vehicle per year, Navi.zone Pro at 2,248 UAH per year for up to 3 vehicles, and Wialon Hosting at 195 UAH per month or 899 UAH for 6 months. The tracker, sensors and installation are paid separately, and their cost depends on your needs.
Do I have to tell drivers about the GPS tracker?
Yes, drivers must be told in writing that company vehicles have trackers, and what data is collected and why. Usually this is a clause in an internal order or an annex to the employment contract signed by the employee. It helps you avoid conflicts and legal risk, and drivers will not see the system as covert surveillance.
Can I start with one or two vehicles?
Yes, and it is a good way to test the system without a big outlay. Fit trackers to the vehicles that raise the most questions about fuel or mileage and review a month of reports. If you like the results, add the rest of the fleet to the same dashboard without reconfiguring the trackers already installed.
Which should I choose: Wialon or Navi.zone?
Navi.zone suits you if you need a simple app showing where the vehicle is, routes, mileage and alerts. Wialon is better for a fleet with fuel sensors, detailed reports and several dispatchers. If you are unsure, start with the demo dashboard to see which reports your business will actually use every day.
Read also: GPS tracking for small and large fleets
GPSka · turnkey fleet tracking
See what your fleet looks like in the dashboard
Tracker, SIM card, setup and dashboard. Navi.zone from $9.90 per vehicle per year, Wialon from 195 UAH per month.