EP365 Fleet company cars in Microsoft 365, without Excel and paper
Car bookings, handover protocols, the trip log, MoT deadlines and cost per kilometre — all inside the Microsoft 365 you already have and pay for. No extra system, no GPS boxes, no new passwords.
Sound familiar?
This is what companies with 5–200 cars tell us before they deploy Fleet. Not because people are careless — but because Excel, paper and Outlook were never built to run a fleet.
“Three people want the same Octavia on Monday.”
Bookings live in a shared calendar, chat and shouting across the office. Clashes surface only when two colleagues meet in the car park holding the same keys.
“Nobody knows who made that scratch.”
Keys are passed hand to hand. When damage appears, there is no proof — and in the end the company pays for it.
“The trip log? Accounting chases everyone on Mondays.”
Some people log trips late, others never. And MoT, insurance and tyre deadlines live in the dispatcher's head — until they take a holiday.
What Fleet does about it
Five things that make your life easier fastest. The complete feature list is below in the details.
Reservations without clashes or phone calls
A colleague picks a free car, or lets the system assign any available one. The dispatcher approves the request in one click — including recurring trips and routes with multiple stops.
Shared calendar and corridor negotiations one overview of who drives where and when
Handover with photos and a signature
At pick-up and return the driver walks through a short guide on their phone: mileage, fuel, photos, damage sketched on a body diagram, and a signature. Every dent has a permanent record of when it appeared.
Paper protocol in the glovebox verifiable record on the phone in 4 steps
A trip log that fills itself
The trip log builds automatically from reservations and protocols — including business vs. private trips. Accounting exports it to Excel in one click.
Deadlines watched by the app
MoT, insurance, servicing, tyre swaps and motorway vignettes in one place. Anything approaching gets highlighted and flagged in advance — nothing slips.
Cost per kilometre in black and white
Fuel, servicing and leasing per vehicle, consumption and cost per kilometre. Finally a solid basis for deciding which car to replace first.
The fastest route: 30 minutes at a screen.
No company slideshow. We share a screen and click through the app on sample fleet data — you'll see exactly what your people would see.
„In the first three months we did not have a single booking clash. And for the first time the trip log is complete without accounting having to chase anyone.“
Building materials distributor · 32 vehicles · 5 sites
Deployment took four days including a vehicle import from Excel. The dispatcher needed an hour of training, drivers fifteen minutes.
For those who want to know more
Everything that matters in one place — features, a comparison with the alternatives, security, pricing and answers to common questions.
Vehicle reservations
Direct or approval-based, recurring trips, multi-stop routes, ride sharing, or assignment of any free pool vehicle.
Handover protocols
Mileage, fuel, photos, damage sketched on a body diagram and the driver's signature — at pick-up and return.
Automatic trip log
Fills itself from reservations and protocols, distinguishes business and private trips, exports for accounting.
Maintenance schedule
MoT, servicing, insurance, tyre swaps and vignettes with advance warnings and a service-date estimate based on mileage.
Costs and consumption
Refuelling log with l/100 km, cost per kilometre for a month, year or full history, CSV import of fuel-card statements.
Incidents and defects
A critical incident takes the vehicle out of service, alerts affected reservations, suggests a replacement and prepares an insurance packet.
Mobile for drivers
Reservations, handovers and defect reporting from a phone. A QR sticker on the car opens its detail instantly.
Regular vehicle checks
A checklist of the vehicle's condition (fluids, lights, bodywork, documents) with automatic evaluation and history.
Trip map
Where the cars are heading today — routes, stops and home locations on a clear map, day by day.
Roles and permissions
Manager, dispatcher, driver and visitor — everyone sees only what belongs to them. Drivers see only their own trips.
Data stays with you
Vehicles, reservations, the trip log, protocols and photos are stored exclusively in your Microsoft 365 environment. No third-party cloud, no data leaving the company.
No new passwords
People sign in with their company Microsoft account. When an employee leaves, IT blocks one account — and fleet access goes with it.
Everyone sees only their own
A driver sees only their own reservations, trips and protocols. Other people's data is technically out of reach, even with a direct link.
GDPR without worries
The trip log is kept only for as long as you configure. Protocols with photos have their own retention rules.
Verifiable history
Who changed what and when is traceable in the Microsoft 365 audit — no separate logging system, no side records.
No third-party services
Map layers run on open data with no accounts or fees. You won't gain a new vendor to put through procurement.
Price by fleet size
You pay only for vehicles registered in the app. No upfront hardware investment; the price scales with your fleet.
On-site implementation
We help you get started: deployment support, the initial data import and training for application administrators.
The exact price depends on fleet size and the scope of the initial data import. We'll send a precise quote after a short call.
Support pricing
Consultations, environment adjustments, custom reports or driver onboarding.
Support is billed per started 15 minutes of work. We always tell you the expected scope in advance.
Do we need GPS boxes or card readers in the cars?
How long does deployment take?
What do we need to have?
Will drivers who “aren't computer people” manage?
We have several sites. Is that supported?
What about GDPR and the trip log?
Can you import fuel-card statements?
Can we bring over our current spreadsheets?
What exactly do you want to discuss?
Pick what's burning most right now. We'll get back to you, walk through your situation and propose next steps, including an indicative price.