Why SharpFleet

SharpFleet was built for real-world businesses that want clear, reliable fleet records without complexity, surveillance, or unnecessary systems.

Many teams move away from paper once records become hard to read, easy to lose, or too slow to review. Vehicle log book software and modern logbook apps give businesses a more practical way to keep vehicle history current without creating extra paperwork.

• ✓ Simple trip logging for vehicles and drivers
• ✓ Clear, audit-friendly reporting
• ✓ Road User Charges (RUC) tracking with due warnings and purchase history
• ✓ Fuel Intelligence reporting with receipt capture, fuel-card imports, and vehicle-linked records
• ✓ AdBlue, DEF, and ARLA 32 tracking for diesel vehicles using local product labels
• ✓ Toll charge imports, vehicle matching, and toll cost reporting
• ✓ Structured delivery booking with vehicle requirements
• ✓ Multi-stop delivery runs for one driver completing several stops in one trip
• ✓ Proof of Delivery (photo and signature capture)
• ✓ Driver compliance tracking including licences and certifications
• ✓ Vehicle compliance tracking including inspections, registrations, and insurance
• ✓ Optional phone-based GPS tracking during enabled trips
• ✓ Works online and offline
• ✓ No hardware or vehicle installations
• ✓ Support for shared and pool vehicles
• ✓ Optional safety checks and reminders
• ✓ Private vehicle trips for real-world exceptions
• ✓ Can be used to track hours on equipment, machinery, and plant
• ✓ Flat, affordable pricing per vehicle
• ✓ Designed for small and growing fleets

This makes SharpFleet suitable not just for vehicles, but also for structured deliveries, proof of delivery tracking, and usage hours on equipment where time-based records matter more than distance.

Many fleet systems are built for large enterprises and packed with complex tools that smaller organisations rarely use.

SharpFleet focuses on what businesses actually need: clear vehicle records, driver accountability, compliance visibility, and structured trip tracking without surveillance, expensive hardware, or complicated logistics software.

The result is a fleet system that teams actually use every day, instead of one that becomes another unused admin platform.

Some vehicles operate under distance-based road charging systems instead of relying only on registration or fuel-based taxation. SharpFleet supports Road User Charges (RUC) so organisations can keep this responsibility visible and organised.

Businesses can record RUC purchases, monitor remaining distance, receive warning alerts before limits are reached, and keep a clear history of RUC activity linked to each vehicle.

Managing Road User Charges within the same fleet platform helps prevent missed renewals and removes the need for spreadsheets or manual tracking.

Fleet operations often involve compliance requirements that must be monitored and renewed on time. SharpFleet allows organisations to track important driver and vehicle compliance records in one place.

This can include driver licences, certifications, vehicle inspections, registrations, insurance documents, or any other compliance record required by your organisation or local regulations.

Expiry reminders help ensure records are renewed before they lapse, reducing the risk of missed renewals or operating vehicles that are not compliant.

Compliance records are visible alongside vehicles and drivers, keeping fleet safety and operational requirements organised within the same system.

Many service and trade businesses do more than travel between jobs — they also deliver equipment, materials, parts, and supplies.

SharpFleet supports structured delivery booking and multi-stop delivery runs directly within the fleet workflow. Deliveries can be scheduled with vehicle requirements, time windows, booking visibility, customer addresses, and Proof of Delivery requirements while reserving the vehicle through the same system.

Delivery runs let one driver complete multiple customer or site stops in one outing. The run stays linked to one vehicle booking and one driver trip, while each stop keeps its own address, contents, status, notes, photo, and signature details.

Drivers can complete single deliveries or delivery runs using the SharpFleet Progressive Web App (PWA), capturing photos, signatures, timestamps, and payment details when required. Proof of Delivery (POD) is securely stored and available when needed.

This allows businesses to answer the most common delivery question quickly and confidently: “Where is my delivery?”

Fuel is one of the most common fleet expenses and one of the easiest records to lose. SharpFleet allows drivers to capture fuel receipts directly from their phone at the time of purchase using the SharpFleet Progressive Web App (PWA). Businesses using fuel-card systems can also import supplier statements so fuel costs can be matched back to vehicles.

Each receipt is stored with the vehicle, date, and odometer reading, creating a clear audit trail without paperwork or end-of-month chasing.

Because fuel records stay linked to the right vehicle, businesses can build clearer fuel history, review usage patterns, and spot unusual entries without relying on spreadsheet-heavy processes.

Receipts can also be automatically emailed to accounts teams, helping businesses maintain accurate financial records while giving operations better fuel visibility from the same data.

Diesel vehicles and machinery using SCR emissions systems often need diesel exhaust fluid recorded alongside fuel, servicing, and usage records. Depending on the country, this may be known as AdBlue, DEF, ARLA 32, or diesel exhaust fluid.

SharpFleet stores this as a neutral diesel exhaust fluid record internally, then shows the local label based on branch location. Australian, New Zealand, UK, and European branches can show AdBlue; US and Canadian branches can show DEF; and Brazilian branches can show ARLA 32.

Drivers can record entries from the PWA, including vehicle, date, reading, volume, cost, and notes. Entries can be captured offline and synced later, which is useful for farms, regional work, and job sites where mobile signal is unreliable.

Admins can review these entries in reports, helping keep diesel fluid usage visible as part of the wider vehicle record.

SharpFleet brings fuel and toll records into the vehicle record so businesses can review more than just trips and bookings. Toll CSV imports can match charges to vehicle registrations, link tolls to trips where the date and time align, and flag unmatched charges for review.

Vehicle Costs gives teams a clearer view of fuel spend, toll spend, imported fuel-card purchases, unmatched supplier records, and vehicle-level operating costs without relying on separate spreadsheets.

SharpFleet uses simple pricing: a flat rate per vehicle per month with core features included.

There are no feature tiers or forced upgrades as your fleet grows. GPS is the only paid add-on, and it is enabled only when a business chooses to use phone-based location tracking.

For many businesses, the cost of SharpFleet works out to be less than a coffee a day.

SharpFleet is designed around trust and privacy. GPS tracking uses the driver's phone, is optional, and is limited to active trips for vehicles where an admin has enabled it.

Admins can leave GPS off, allow it for selected vehicles, or require it as part of the company trip workflow. Businesses still receive accurate trip records, reporting, and accountability while avoiding unnecessary tension or privacy concerns for staff. Read more about SharpFleet as a GPS logbook and driver tracking app alternative.

Sometimes a fleet vehicle is not available. SharpFleet allows organisations to record trips made using personal vehicles when enabled by a company administrator.

These entries provide accurate records for reporting or reimbursement without needing to add personal vehicles as permanent fleet assets.

Many businesses rely on vehicles to support work activities, site visits, deliveries, and equipment movement.

SharpFleet helps organisations keep clear records of trips, deliveries, and vehicle usage without interrupting day-to-day operations.

Not all work happens in areas with reliable mobile coverage. SharpFleet Progressive Web App (PWA) is designed to support rural, regional, and job-site environments where mobile coverage may be limited.

Trips, delivery actions, and vehicle records such as AdBlue, DEF, or ARLA 32 entries can be recorded offline and automatically synchronised when connectivity returns.

SharpFleet works on the devices businesses already own: phones, tablets, and computers.

There are no trackers, installations, or vehicle downtime required to get started.

Starting or ending a trip takes seconds. Recording deliveries, receipts, AdBlue/DEF entries, and compliance information is designed to be quick and intuitive.

When systems are easy to use, drivers are more likely to use them correctly, resulting in cleaner records and better reporting for the business.

Reporting, reminders, compliance tracking, deliveries, Proof of Delivery, fuel records, toll records, AdBlue/DEF tracking, and offline use are all included as part of the same SharpFleet subscription.

GPS tracking is the only paid add-on. Everything else stays part of the normal SharpFleet subscription.