Fleet

Your main fleet list; including record of ownership, purchase and lease details, photos, physical characteristics, safety, and emission ratings. Insight driven dashboards and statistics per item, odometer/hour data and a complete repair and maintenance history, driver allocation, fuel card details and disposal information.

Modules

Reporting

Industry standard reports are available across all modules out of the box. Reports are exportable to excel and allow users to tailor data outputs, formatting and filters to suit individual needs.

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Integration Module: With our open data architecture, AusFleet supports integration to third-party reporting products like Microsoft PowerBI, Tableau and Qlik.

Repairs & Maintenance

Complete Workshop Management including service scheduling (internal and external jobs), ad hoc repairs, and inspections. Easy search job status with repair and maintenance history for instant job look-up. Inbuilt timesheets with labour charges along with creating purchase orders, sublets, and transport costs. AusFleet can cater for multiple workshop management, workshop planning and email notifications to drivers, managers...

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...and external repairers for improved workflow.

Pre-start & Periodic Checklists: Manage pre-start and/or periodic safety, compliance and condition checks with the ability to work offline in remote areas. Create custom checklists and allocate to assets.

Service Request & Fault Reporting: Drivers request maintenance online and details appear in the R&M module for assessment and scheduling.

R&M Bulk Job Import: If you use external repair and maintenance, simplify data entry by importing records from a standard format spreadsheet completed by your suppliers — fully configurable by you.

The Repair & Maintenance suite comes with out-of-the-box connectivity to the AusFleet Mobile app, delivering digital workshop job cards, driver service requests & fault reporting, and mobile checklists with results sent to AusFleet in real time — so defects can be easily converted to repair jobs and prioritised based on urgency.

Telematics

Through AusFleet's strategic partner Insight Telematics, AusFleet can take near real-time odometer/hour feeds from fitted vehicles for more accurate service forecasting and to identify any issues that may take your vehicles off the road.

Parts Inventory

AusFleet Parts Inventory is a complete Store Management module essential for maintaining an organized and efficient inventory of parts and supplies. This module allows organizations to manage purchase orders, goods receipt, stocktake, and stock adjustments, ensuring that inventory levels are always accurate. It also supports barcode scanning for quick and precise tracking of parts...

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...and integrates with the Repair and Maintenance module to allocate parts to specific jobs. By maintaining optimal stock levels and providing detailed reports on inventory usage, this module helps reduce downtime and ensures that necessary parts are always available when needed.

Pool Car & Equipment Hire

Ideal for Pool Car bookings or Plant Hire, with long or short term bookings, wet and dry hire. The AusFleet Pool Car and Equipment Hire module is designed to streamline the booking and management of pool cars and plant hire. This module allows users to book vehicles or equipment by selecting the type, entering details for the booking period, and choosing from available items...

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It displays photos and charge details, if applicable, and sends email notifications for bookings. AusFleet’s comprehensive approach ensures efficient management of pool cars and equipment hire, enhancing overall fleet operations.

Electronic Key Cabinet: Interfacing to AST’s secure, professional KeyWatcher® cabinets to record pick up/return times and control key issues using PINs, RFI Cards, or Fingerprint recognition — and streamline the pickup and drop-off process.

Transactions

AusFleet transaction modules support total cost of ownership, replacement and reporting. AusFleet custom imports modules allow customers to ingest transaction information from pretty much any application. Including prebuilt features.

Fuel

AusFleet Fuel import is vital for ensuring accurate tracking and management of fuel consumption and expenses. By importing and validating transaction files from major suppliers or manually entering purchases, customers can maintain a comprehensive record of fuel usage. This not only aids in monitoring fuel efficiency and identifying potential areas for cost savings...

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...but also simplifies fuel tax credit reporting. Additionally, having precise fuel data integrated into the system supports better decision-making and enhances overall fleet performance.

Tolls

Tolls import within AusFleet accurately tracks and manages toll expenses. By importing transaction files or manually entering, customers can maintain a detailed record of toll usage. This ensures that all toll-related costs are accounted for, preventing duplicate allocations and maintaining a comprehensive tag history. Accurate data supports better financial planning and enhances overall fleet efficiency and cost management.

Renewals

AusFleet renewals module is essential for ensuring that all vehicles and equipment remain compliant and operational. By importing CSV files or manually updating renewal information, such as insurance, CTP, registration, roadside assistance, and other necessary renewals, the system provides a comprehensive view of upcoming renewals. This includes a "Due for Renewal" dashboard and reporting features...

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...which help organizations stay on top of their renewal schedules and avoid any lapses in coverage or compliance. This proactive approach not only enhances fleet efficiency but also ensures that all fleet items are legally compliant.

General Expenses

Tracking general expenses not associated with Fuel, Tolls, and Renewals within AusFleet is essential for maintaining a comprehensive view of all operational costs. By recording ad hoc expenses such as towing, valet parking, and detailing, organizations can ensure that every cost is accounted for and properly classified. This detailed tracking helps in accurate financial reporting, budgeting...

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...and identifying areas where cost savings can be achieved. Additionally, it provides a clear audit trail, which is crucial for compliance and transparency.

Invoicing

AusFleet's invoicing module is designed to streamline the financial management of fleet operations by compiling a comprehensive list of charges as accruals. These charges include Repair and Maintenance, General Expenses, Fuel, Tolls, Renewals, and Incidents. By categorizing these expenses, the system ensures that all costs are accurately tracked and can be efficiently invoiced...

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...to the relevant debtors associated with each transaction. This approach not only simplifies the invoicing process but also enhances financial transparency and accountability within the organization.

Integration Module: Push and/or pull of invoicing data from major financial systems for streamlined invoicing between fleet and broader business.

Incidents & Accidents

Incident and accident logging within AusFleet is essential for maintaining safety, compliance, and operational efficiency. By systematically recording and reporting incidents and accidents, customers can identify patterns and potential risks, enabling them to implement preventive measures and improve driver training programs...

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...This proactive approach not only enhances overall fleet safety but also helps in reducing costs associated with repairs, insurance claims, and downtime. Additionally, accurate logging ensures compliance with regulatory requirements and supports transparent communication with important stakeholders.

Fringe Benefit Tax (FBT)

AusFleet automates the tracking and reporting of vehicle usage, ensuring accurate and timely data collection, which is essential for calculating FBT liabilities. It helps in distinguishing between business and private use of vehicles, thereby minimizing errors and reducing the risk of non-compliance...

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...Additionally, the system can generate detailed reports that simplify the process of lodging FBT returns, saving time and effort for fleet managers.

Logs

Odometer entry for FBT and utilisation. Odometers are validated and logs entry is available for unlimited users via web, to provide service to drivers cost effectively.

Replacement Budget Forecasting

AusFleet Replacement forecasting is a crucial aspect of fleet management software as it helps organizations plan and budget for future vehicle replacements effectively. By utilizing data on vehicle usage, maintenance costs, and depreciation rates, the software can predict when each vehicle in the fleet will need to be replaced...

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...This proactive approach ensures that the fleet remains reliable and efficient, minimizing downtime and unexpected expenses. Additionally, replacement forecasting allows for better financial planning, as it provides a clear view of upcoming capital expenditures, helping organizations allocate resources more efficiently and avoid sudden financial strain.

Interfacing and Integration

The Integration and Interfacing capabilities of AusFleet's Fleet Management software are designed to enhance connectivity and data exchange with various complimentary systems. The software supports interfacing with GPS systems to collect daily odometer and hour readings, ensuring accurate service scheduling and utilization tracking...

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...It also offers financial and asset system interfacing, allowing for the import and export of expenses and income data. Additionally, the software integrates with electronic key cabinets for secure key storage and tracking. These integration and interfacing features ensure that AusFleet can connect with other systems and streamline fleet management processes. Our open architecture allows for easy integration with various third-party systems, enhancing the flexibility and scalability of the fleet management solution and help our customers get the best out of the applications they have, including AusFleet.

AusFleet Manager as a Service

The AusFleet Fleet Administrator as a Service (FaaS) offer is a flexible, pay-as-you-go service designed to assist organizations in managing their AusFleet system efficiently. This service can be added on a month-to-month basis as a short term staff shortage fix or as a longer term Business Process Outsource (BPO) solution...

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...providing a cost-effective alternative to hiring a full-time employee (FTE). By subscribing to FaaS, clients gain access to the expertise of an AusFleet systems administrator who ensures the smooth reporting and operation of their fleet management operations, including comprehensive management reporting, operational reporting, and data entry. This approach allows organizations to focus on their core business activities while benefiting from professional support and significant cost savings.

Modules

AusFleet offers several key benefits for fleet management:

Comprehensive Fleet Management:

Personalized Support:

Cost-Effective Solutions:

Enhanced Efficiency:

Proactive Maintenance:

Fleet

Modules

Reporting

Repairs & Maintenance

Telematics

Parts Inventory

Pool Car & Equipment Hire

Transactions

Fuel

Tolls

Renewals

General Expenses

Invoicing

Incidents & Accidents

Fringe Benefit Tax (FBT)

Logs

Replacement Budget Forecasting

Interfacing and Integration

AusFleet Manager as a Service

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