Fleet management software for African businesses — no GPS device required

Six pillars for complete fleet management

KiboERP Fleet covers the full lifecycle of a vehicle fleet, from registering the first vehicle through to total cost of ownership analysis. Six functional blocks work together to give your transport and logistics teams real-time operational visibility.

Vehicles and regulatory documents

Each vehicle is registered with a complete profile: make, model, year, chassis number, registration plate, current mileage and assigned site. Mandatory documents are attached directly to the vehicle record.

Documents tracked with automatic alerts

• Registration certificate — recorded and updated on any plate change or transfer.
• Insurance — policy number, insurer, validity dates, premium amount.
• Technical inspection — inspection date, result, next due date.
• Road tax / vignette — fiscal year, amount, payment receipt.
• Transport permit — for commercial vehicles and heavy goods vehicles.

A system cron triggers automatic notifications at 30, 15 and 7 days before each expiry. The fleet manager and assigned driver receive an in-app and email alert, preventing vehicles from operating with expired documents.

Missions and trips

Mission management covers the complete cycle of a vehicle outing: request, approval, assignment, execution and closure with supporting documents.

Data recorded per mission

• Assigned driver — linked to their HR profile with licence number and authorised categories.
• Selected vehicle — with automatic validation of all document statuses.
• Departure and arrival mileage — feeds fuel consumption and preventive maintenance calculations.
• Estimated and actual duration.
• Destination, mission purpose, digital mission order.
• Ancillary expenses: tolls, parking, mileage allowances.

The full history of missions per vehicle and per driver is available at any time, exportable to PDF or CSV for internal audits and accounting records.

Fuel tracking

Fuel is one of the most significant operating costs in any fleet. KiboERP logs each fill-up with the date, volume in litres, total cost, mileage at the time of the fill-up and payment method (cash, fuel card, voucher).

Automatically calculated indicators

• Average consumption in L/100 km per vehicle and across the entire fleet.
• Fuel cost per kilometre driven — a useful lever in supplier negotiations.
• Anomaly detection: abnormally high consumption compared to the vehicle average (configurable alert at +20% or +30%).
• Monthly and quarterly fuel budget trend analysis.

Preventive maintenance

Unplanned maintenance costs two to five times more than scheduled preventive care. KiboERP lets you define a maintenance schedule for each vehicle based on two independent or combined criteria.

By mileage

Set intervention thresholds: oil change at 10,000 km, air filter at 20,000 km, timing belt at 80,000 km. Every time a mission or fuel entry updates the vehicle mileage, the system checks against these thresholds. When a threshold is approaching (configurable at 500 km or 1,000 km in advance), an alert is triggered automatically.

By date

For periodic services independent of mileage: annual service, brake inspection every 6 months, seasonal tyre changes. The system alerts automatically according to the configured lead time.

Repair history

Every intervention — preventive or corrective — is recorded with the date, description, service provider, cost and parts replaced. This history is available at any time and feeds the TCO calculation.

Industries and use cases

Transport and logistics

Road transport operators, logistics service providers, distributors with proprietary fleets. Track routes, drivers, mandatory documents (waybills, transport authorisations). Calculate cost per delivery.

Construction and heavy equipment

Manage construction equipment (dump trucks, excavators, cranes) using engine hours instead of mileage. Preventive maintenance aligned with site usage cycles, assignment by construction site.

Multi-site enterprises

Groups, banks, and public administrations with multiple branches or regional offices. Each site manages its own fleet locally; headquarters gets a consolidated national view with aggregated reporting by department, region or subsidiary.

Short-term vehicle rental

Rental companies: rental contracts, vehicle condition reports, mileage at pick-up and return, automatic billing of excess mileage. Real-time fleet availability tracking.

Taxi, ride-hailing and corporate shuttles

Taxi fleets, corporate chauffeur services or shuttle operations. Driver assignment by shift, licence and insurance validity checks, revenue tracking per vehicle.

KiboERP vs market alternatives

Telematics platforms like Geotab, Samsara and Frotcom focus primarily on real-time GPS tracking with hardware devices. KiboERP Fleet takes a complementary approach: integrated operational ERP, designed for African SMEs and mid-market companies that need rigorous document and financial management — not necessarily continuous GPS tracking.

For an African SME managing 10 to 150 vehicles, primarily seeking to control documents, fuel and maintenance costs, KiboERP delivers an unbeatable features-to-price ratio — without requiring hardware installation on every vehicle.

SaaS or On-premise: which deployment is right for you?

KiboERP Fleet is available in both modes. The choice depends on your infrastructure, data sovereignty requirements and internal IT capability.