Fleet management software and CRM for vehicle fleets
Keep your vehicles, drivers and their documents in one system, see what each vehicle costs you per kilometer, and invoice trips from the data your dispatcher already entered.
- Early alerts for inspections, insurance and road tolls
- Total cost per vehicle and per kilometer
- Trips, e-Transport and invoices linked
Prefer the phone? Call +40 729 743 719
Companies that work with the CustomCRM team
What problems does fleet management software solve?
Fleet management software solves the problem of scattered data: vehicle documents, costs, trips and invoices sit in different places, and nobody sees them together. CustomCRM brings them together on the record for each vehicle and each trip.
Documents that expire without warning
The ITP (periodic technical inspection), the RCA (mandatory motor insurance) or a driver’s professional certificate expires, and you find out at a roadside check. An Excel sheet doesn’t send alerts.
Costs you can’t tie to a vehicle
Fuel, servicing and damage come in on different documents. You know what the fleet cost, but not which vehicle is eating your margin.
Handwritten trip logs
Drivers fill in their trip logs in the evening, from memory. The kilometers don’t match the GPS, and accounting gets paperwork that’s hard to check.
Trips that never make it onto an invoice
Trips sit in one file, invoicing in another program. Waiting time and extra kilometers get lost along the way.
GPS shows location, not profit
Your GPS platform tells you where the truck is. It doesn’t tell you what the trip earned or when the insurance expires.
What modules does CustomCRM fleet management software include?
CustomCRM fleet management software has modules for vehicles, drivers, alerts, trip logs, fuel, servicing, trips, contracts and invoicing. You pick only the modules your fleet needs.
Vehicle record and total cost
Each vehicle has a record with its documents, odometer reading and full history. Here you also see the vehicle’s total cost, built from fuel, servicing, damage, insurance and taxes.
Drivers, licenses and certificates
Keep each driver’s license, professional certificate, tachograph card and medical certificate. Drivers with an expired document can be removed from trip assignments automatically.
Expiry alerts
Notifications go out early to the person in charge and stay open until the new document is uploaded.
- ITP, RCA, CASCO (comprehensive insurance), rovinieta (road toll vignette)
- Servicing by mileage or by date
- Licenses, certificates, tachograph cards
GPS integration and trip logs
CustomCRM can integrate with the GPS provider you already use, to pull in kilometers and routes. These generate the trip log, which the driver just confirms.
Fuel and fuel cards
Fuel card transactions are imported by vehicle and by driver, and any that don’t match the route stand out.
Damage, servicing and maintenance
Each damage case has photos, an insurance claim file and the related repair, and servicing stays in the vehicle’s history.
Transport orders, trips and e-Transport
The customer’s order becomes a trip, with a vehicle, a driver and loading points. For goods subject to e-Transport (Romania’s road freight monitoring system), the UIT code (the unique transport ID) is generated from the trip.
Transport and rental contracts
Framework contracts and car rental contracts are generated from templates, with rates and dates filled in automatically. For rentals, the handover report records mileage, fuel level and existing damage.
Invoicing by trip, by kilometer or by contract
Invoice a single trip, a month’s kilometers or a subscription from the contract. Invoices go automatically through e-Factura (Romania’s national e-invoicing system) to SPV, the online portal of ANAF (Romania’s tax authority), with reminders at the due date.
Included in every CustomCRM
- InvoicingInvoices, pro formas and recurring invoices, payments, due dates and reminders.
- ContractsContracts, annexes and amendments generated from templates, with expiry alerts.
- e-Factura (SPV, ANAF)Invoices go automatically to SPV, the online portal of ANAF (Romania's tax authority), status shows in the CRM, supplier invoices come in on their own.
- e-Transporte-Transport declarations and UIT codes (the unique transport ID) generated from orders, for goods covered by e-Transport, Romania's road freight monitoring system.
- Reports and dashboardsSales, payments, productivity and profitability, by role.
- Integrations and APICustomCRM can connect to your accounting software, email, calendar, website forms and ad leads, with an API for any other system.
See these modules on a real example
In a demo we walk you through the full workflow on a case close to your business. Or start with a free one-hour consultation where we review your process.
Prefer the phone? Call +40 729 743 719
What does a trip look like in CustomCRM, from order to payment?
A trip in CustomCRM goes through five stages: order, assignment, documents, closing and invoicing. Each stage uses the data from the previous one, so nobody enters the same information twice.
The order comes in
The dispatcher logs the order received by email, through the website or by phone, with the rate pulled from the contract.
The dispatcher assigns the vehicle and driver
The system shows available vehicles and drivers with valid documents. An ITP that expires before the trip shows up before you confirm.
Trip documents are generated
The UIT code, the transport order and the instructions come from the trip data. The driver sees them on the phone, in the browser.
The trip closes with its expenses
GPS kilometers, fuel, road tolls and waiting time are added to the trip, and the trip log comes from the same data.
The invoice goes out, payment is tracked
The invoice is issued per trip or monthly and goes to SPV. The due date goes on the collections list, with a reminder to the customer.
Which other industries does CustomCRM have CRM versions for?
CustomCRM also has CRM versions for marketing agencies, service companies, law firms, gyms and spas, construction, recycling, real estate, consulting and education. For any other field, CustomCRM builds tailor-made software.
- Digital Marketing CRMRetainers, projects, timesheets and profit per client.
- Services CRMRequests, scheduling, field teams and maintenance plans.
- Legal CRMCases, deadlines, time tracking and billing from hours.
- Fitness & Spa CRMMemberships, check-in, class and therapist bookings.
- Construction CRMBids, progress billing, subcontractors, e-Transport.
- Recycling CRMWeighing, waste codes, collection routes and reporting.
- Real Estate CRMListings, buyer matching, showings, commissions.
- Consulting CRMOpportunities, phased projects, billable hours.
- Education CRMEnrollment, groups, attendance, fees and parent updates.
- Another industry?We build tailor-made software around your process.
CustomCRM fleet management software at a glance
- What it is: CustomCRM for fleet management is fleet management software and a CRM built around your company’s process: vehicles, drivers, expiry alerts, trips, costs and invoicing. It’s used in trucking, distribution, courier services, car rental and by companies with their own service fleets.
- Key benefits:
- Early alerts for expiring documents
- Real cost per vehicle and per kilometer
- Trips invoiced from data already entered
- Who it is for: freight carriers, distribution companies, courier companies, car rental companies, companies with service fleets, fleet managers
- What sets it apart: Each vehicle’s record brings together its documents, alerts, fuel use, damage and trips. Cost per kilometer is calculated from the same data your customer invoices come from.
- Quick verdict: CustomCRM is the right choice for companies with fleets that want vehicles, trips and invoicing in one system, not split across GPS, Excel and invoicing software. In practice, every morning you see which documents are expiring, which vehicles are free and what each trip cost.
How do you find the total cost per vehicle and per kilometer?
Total cost per vehicle means all of a vehicle’s expenses (fuel, servicing, tires, damage, insurance, rovinieta, leasing) divided by the kilometers driven in the same period. In CustomCRM it is calculated automatically, because every expense is linked to the vehicle as soon as it enters the system.
The number shows what a fleet-wide total hides: the vehicle that costs more than it brings in, the route that doesn’t cover its costs, the customer whose rate is too low. For service fleets, you see what each employee’s car actually costs.
How is fleet management software different from Excel or a generic CRM?
CustomCRM links the vehicle, the driver, the trip and the invoice. Excel keeps separate lists, and a generic CRM doesn’t know what a vehicle or a kilometer is.
| Process | Excel or generic CRM | CustomCRM for fleets |
|---|---|---|
| ITP, RCA, rovinieta expiry | A date column, checked whenever someone remembers | Automatic alerts to the person in charge, with the new document attached |
| Trip assignment | The dispatcher checks availability by hand | Only free vehicles and drivers with valid documents |
| Trip logs | Filled in by hand at the end of the day | Generated from GPS data, confirmed by the driver |
| Cost per vehicle | Calculated now and then, from several files | Updated continuously, per vehicle and per kilometer |
| Trip invoicing | Kilometers copied into invoicing software | Invoice generated from the trip and sent to SPV |
| Car rental | Bookings in a calendar, contracts in Word | Availability calendar, contract and handover report generated automatically |
What does CustomCRM fleet management software integrate with?
CustomCRM can integrate with the GPS provider you already have, through its API or its exports, so you don’t change the equipment in your vehicles.
Invoices go to SPV through e-Factura, UIT codes are generated from trips, and data can sync with your accounting. See also the features included in every CustomCRM. If you also distribute from a warehouse, your fleet setup can expand with inventory in a custom ERP, and large customers’ portals can be filled in through RPA automation.
- Your existing GPS provider, through API or export
- Reports from fuel card issuers
- ANAF SPV: e-Factura and e-Transport
- Accounting software (for example SmartBill, Oblio, Saga)
- Bank statements, email and calendar (Gmail, Outlook)
- API for any other system
Frequently asked questions about fleet management
How much does CustomCRM fleet management software cost?
CustomCRM pricing depends on the modules you choose and on usage, not on the number of users. You can give access to all your drivers, dispatchers and service staff at no extra per-user cost. You don’t pay for features you don’t use, and we prepare the quote after the free consultation, once we know how many vehicles and integrations you have.
Does it integrate with SPV, e-Factura, e-Transport and accounting?
Yes, integration with ANAF’s SPV is included. Trip invoices go out automatically through e-Factura, you see their status in CustomCRM, and supplier invoices (servicing, fuel, parts) are pulled in automatically. UIT codes for e-Transport are generated from the trip, and data can sync with SmartBill, Oblio or Saga.
Can I move my fleet records from Excel to CustomCRM?
Yes, your Excel records can be imported. We bring over vehicles, drivers, document expiry dates, customers and active contracts, then review them with you. If you use other fleet software, we take the data from its exports. Expiry alerts work from day one, on the imported data.
How long does it take to implement fleet management software?
It depends on the modules you choose and on the integrations, so we set the timeline during the free consultation. We deliver in stages: you can start, for example, with vehicle records and expiry alerts, then add trips, fuel and invoicing. Your team learns the platform in 1-2 hours of training, on its own data.
How is CustomCRM different from your GPS provider’s platform or a generic CRM?
A GPS platform tracks the vehicle, a generic CRM tracks the customer, and CustomCRM links both to the trip and the invoice. You keep your current GPS and use its data for trip logs and cost per kilometer. The workflow is built around how your dispatchers work, as explained on the Why CustomCRM page.
Can drivers use CustomCRM from their phones?
Yes, drivers use CustomCRM in their phone’s browser, without installing an app. They see assigned trips and transport documents, confirm the trip log and upload photos of damage or receipts. Access is role-based: a driver only sees their own trips and vehicles, not financial data.