Transport and logistics
How Transport Companies Track Drivers, Fuel and Maintenance
What changes when vehicle, driver and maintenance records move out of a paper logbook and into one connected system.
Where paper logbooks break down
A logbook can record that a repair happened, but it rarely shows who approved it, whether the owner was consulted, or how much was actually paid against a driver's or owner's running balance. As a fleet grows past a handful of vehicles, that gap turns into disputes over money and maintenance that nobody signed off on.
What to track for each vehicle
- Vehicle, driver and owner records in one place, so responsibility is never ambiguous.
- Insurance and roadworthy dates that stay visible so renewals do not get missed.
- A maintenance approval chain: a fault report reviewed by a manager before an owner signs off and a mechanic is assigned.
- Work-and-pay or hire-purchase balances that update automatically as payments are recorded.
How Rock Frost Fleet Management handles this
A fault report needs manager review before owner approval, and a mechanic cannot be assigned until both are approved. Work-and-pay contracts track weekly amounts and payments against a target, with the completion percentage updating automatically as payments come in. Fleet revenue and payments post directly into Accounting as Fleet Revenue, so vehicle income reaches the ledger without manual re-entry.
Frequently asked questions
Can Rock Frost handle work-and-pay or hire-purchase vehicle contracts?
Yes. Weekly amounts, payments received and completion percentage are tracked automatically for every contract.
Does maintenance require approval before work starts?
Yes. A fault report needs manager review, then owner approval, before a mechanic can be assigned.