Fleet Management Services

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1 Fleet Management Services

2 Welcome to Smartfleet What is Smartfleet? Overview Managed Services Powerful Modules Reporting Overview Smartfleet is a leading Australian fleet management company, helping organisations make the most of their fleet. Managed Services Powerful Modules Reporting Software Solutions A Unique Solution Overview Managed Services Powerful Modules Reporting Software Solutions Cost Managemen Smartfleet offers a unique fleet management solution that includes an innovative web-based fleet management system and a comprehensive Overview suite of management services. A merger of Webfleet (established in 2002) and Australian Vehicle Consultants (established in 2001), Smartfleet has over 160 clients and manages in excess of 35,000 vehicles throughout Australia. Overview Managed Our services are tailored to suit your Services specific requirements, ranging from the provision of an online software solution that allows you to efficiently manage Managed your fleet in-house, to Powerful a total outsourced Reporting fleet Services solution where all Modules processing is managed for you by Smartfleet. Our client base spans all major sectors including government, corporate, universities, health and not for profit organisations. Powerful Reporting Modules Software Solutions Software Solutions Cost Management Cost Management FAQs FAQs

3 Services The Smartfleet system is tailored to suit individual customer requirements. Fully Outsourced Solution Smartfleet will administer all fleet management processes and requirements on behalf of the customer. These include: Vehicle procurement Fringe Benefits Tax (FBT) management Reporting Repair and service authorisation Registration renewals Tolls Infringements Software Solution Our comprehensive online fleet management system allows customers to manage their own entry and reporting of data. This solution provides complete fleet cost transparency and internal fleet management capabilities, allowing for efficiency and lower fleet expenditure. Hybrid Solution Our fully tailored solution utilises our software as its foundation. The requirements of the customer determine which services they would like to outsource to Smartfleet, and which they prefer to maintain internally. 2

4 Outsourced Fleet Management Services Our range of fleet services is managed by an expert team of specialists. Service & Maintenance Our maintenance pre-authorisation team ensures all service and maintenance carried out on the fleet is cost compliant. Vehicle servicing and repairs are in accordance with manufacturer guidelines and warranty requirements, and your vehicle s service history is reviewed to ensure the same work is not conducted twice and charged unnecessarily. As part of this outsourced service, your organisation will have access to discounted fleet rates for labour, parts and tyres. Drivers will receive automated service reminder s to ensure all warranty conditions are maintained. There s no need to worry about keeping track of multiple invoices Smartfleet provides a consolidated invoice once a month. Service and maintenance is controlled through service reminders, management of work performed and consolidated invoices. This offers the most cost effective outcome for your organisation. Procurement & Disposal Management Our outsourced solution offers competitive, online, individual and group vehicle tendering through Smartfleet s Australia-wide dealer network. Recommendation reports provide advice on every car in your fleet, including optimal vehicle changeover schedules, allowing you to make informed financial decisions. 3 Fleet Management Services

5 FBT Reporting By capturing odometer readings and all fleet expenditure, Smartfleet will calculate and track all operating costs. This allows us to perform comparisons on Statutory Formula versus Operating Cost methods for each vehicle subject to FBT. Minimise your company s FBT exposure by knowing the lowest amount of FBT you should be paying. Fuel & Fuel Card Management Smartfleet will upload all fuel files for your organisation, and will report against individual vehicles, drivers, departments and cost centres. Exception reports are provided to ensure the correct use of fuel cards and fuel types. Registration, Infringement, Toll & e-tag Management Registration Smartfleet will record, track and manage the vehicle registration process. Our online authorisation process provides you with an opportunity to approve or reject a registration renewal for each vehicle based on your intention to keep or dispose of that vehicle. Infringement Management Smartfleet will receive, store and any infringements to a nominated client contact. We provide 24/7 tracking and access to infringement notices by driver, vehicle or business unit. Toll & e-tag Management All files are uploaded electronically for cost tracking and reporting. Smartfleet will order, cancel and distribute e-tags, as well as pay toll notices. 24/7 Accident Management We provide at the scene management to ensure driver safety and process compliance, as well as procedural advice and support in the preparation of insurance documentation. Our online system records all accident details. Peace of mind for your employees, with a single toll free number providing total assistance at the accident scene. 24/7 Roadside Assistance All incidents are recorded by car and driver, including the issue, location and time. We offer a consolidated arrangement, including parts charging. All roadside costs are included in a monthly maintenance invoice and report. Our competitive supply agreements with all major fuel providers will reduce overall fuel costs. To ensure fuel efficiency we monitor actual fuel usage compared to the manufacturer s vehicle specifications. Our focus on driver safety and operating cost management will help your business run more efficiently. 4

6 Fleet Management Software If you are looking for a self-managed solution, our online management software system offers your organisation a way to track and analyse every aspect of its fleet. Online Vehicle Tendering The acquisition and disposal of your fleet vehicles can be managed entirely via our online tendering system. Smartfleet s procurement advisory service is based on your fleet requirements, and provides total transparency of the acquisition and disposal process. Fuel Management Fuel card management and fuel uploads are administered electronically. Smartfleet provides comprehensive reporting, cost tracking and individual vehicle management. Online Pool Vehicle Booking Book, track and monitor your pool vehicles online you can view all bookings by site, driver, time period, reference number and booking status. An optional, secure keybox can be linked directly to the pool vehicle booking system ensuring all vehicles can only be driven by approved employees. Aside from the administrative efficiencies associated with managing your fleet online, our buying power ensures the most competitive vehicle prices including discounts on government pricing. Keep track of your fuel costs - online visibility allows you to immediately see any excess fuel usage. Monitoring the usage of your fleet will ultimately allow you to reduce costs and fleet size by maximising vehicle utilisation. 5 Fleet Management Services

7 Fleet Management Software It s simple. Our online system will keep track of your fleet and help lower your costs. Online FBT Management Through real-time FBT tracking and reporting, you can manage projected liabilities throughout the FBT year. Registration Management Registration renewals and vehicle inspections are recorded and tracked. Alerts are generated for any expiring registrations. Service & Maintenance Our online system will generate alerts for service reminders. It also stores all service, maintenance and cost data. Comparative calculations between Statutory Formula and Operating Cost methods will ensure you pay the lowest amount of FBT. 6

8 Reporting Powerful reporting for up to the minute information whenever you need it, wherever you are. Powerful Real Time Reporting Smartfleet offers a wide range of online reports and graphs that are available in multiple formats. Access to reports can be set by authority level. Standard reporting includes: Operational reports Executive management reports Fleet dashboards Exception reports Km tracking reports Green reports Fleet utilisation reports FBT tracking reports Fuel reports Vehicle expense reports Service and maintenance costs 7 Fleet Management Services

9 Reporting All Smartfleet reports are customisable, downloadable and securely backed up. Customised Reports The Smartfleet system is completely configurable, and can be tailored to your specific requirements. It caters for: Various organisational and corporate structures Reporting accountabilities Operational functions Financial requirements Back Up and Security Smartfleet maintains complete, accurate records of all customer data, which is kept indefinitely unless otherwise requested. All documents and forms are stored online, and can be downloaded in various formats for printing. The system is automatically backed up every 15 minutes, with a full system back up taking place every 24 hours. 8

10 Find out how much we can save you! Smartfleet strongly believes that we can help you reduce your overall fleet expenditure and better utilise your valuable human resources. In fact, here are some examples of the savings realised by just a few of our valuable clients: With a fleet of approximately 180 vehicles, one of our University clients has estimated a saving of $200,000 per annum in vehicle acquisition costs through utilising our online procurement and disposal service Another University client estimates an annual saving of over $40,000 in administration costs via improved management of vehicle transactions, reporting and pool vehicle record keeping A Government client has estimated an annual FBT saving of $180,000 by using our FBT management module, which includes transparent, full cost tracking and FBT method optimisation reporting By utilising our Pool Vehicle Booking system, a health sector client has reduced the size of their pool vehicle fleet by 12%. We would be pleased to provide you with a free, no obligation fleet assessment. Just call us to book a time that suits you. Phone Fleet Management Services

11 Why Smartfleet? Products and Services Smartfleet Other Software Products Traditional Fleet Management Companies Online vehicle tendering for vehicle purchasing and disposal 100% transparency on vehicle quotes Online pool vehicle booking system Dealer online portal to enable dealers to upload delivery date, engine, VIN and registration numbers Dedicated account manager Fleet recommendation reports Vehicle manufacturer data feed (vehicle specific information) Vehicle maintenance authorisation Vehicle service reminders automated s sent to drivers Fuel Management (based on the manufacturer s guidelines and data) Advanced online reporting facility, with ad hoc reporting capability to extract any system data

12 Call us to book a free fleet management Health Check Book in for a no obligation consultation with our team and find out how Smartfleet can help you manage your fleet more efficiently. Smartfleet Management Pty Ltd ABN Head Office Level 8, 11 Queens Road Melbourne VIC 3004 PO Box 6738, St Kilda Road Central VIC 8008 T: F: E: Phone

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