Solutions / Fleet manager
Every vehicle legal today, and what each one costs to run.
Vehicles on the asset register, drivers with their licences and hours, walkaround checks from the cab, and a cost per kilometre that comes from the ledger rather than a spreadsheet.
Who this is for: Fleet and transport managers running vans, trucks or plant — whether or not the business delivers anything.
What breaks today
The three you will recognise.
Written from what this kind of business actually reports, rather than from a list of features a competitor lacks.
Four lists of the same vehicles
The finance register, the insurance schedule, the maintenance list and the dispatcher's whiteboard. They are reconciled by registration number, badly, once a year.
Compliance is proven retrospectively
Checks on paper in the cab, hours in a book, licences checked when somebody remembers. The evidence is assembled after it is needed rather than kept as it happens.
A defect is reported to a person, not to a system
The driver tells the supervisor, the supervisor tells the garage, and whether it was fixed is somebody's recollection.
Cost per kilometre is a spreadsheet with assumptions in it
Fuel from the card portal, servicing from invoices, depreciation from finance, tyres from memory. Every input arrives in a different format and a different month.
What changes
Not a promise about your results. A description of the mechanism.
These are things the software does. What they are worth in your business depends on your business, and we would rather say that than quote a percentage nobody can check.
The vehicle is one record with a financial twin
It sits on the asset register the accountant depreciates from and the maintenance team works on. There is no second vehicle table, so there is nothing to reconcile.
Checks and defects come from the cab
A walkaround completed on a phone, a defect raised against the vehicle, and a job created in the maintenance engine against the same asset — consuming parts from the same stock.
The driver is an employee the rest of the system knows
Licence, duty hours and rest sit beside the rota and the timesheet, so an hours problem is visible to the person building next week rather than only to the person auditing last week.
Cost per kilometre is a query
Fuel, energy, servicing, parts and depreciation are already posted against the vehicle. The number is read rather than assembled.
What we do not do, said plainly
No telematics hardware, no dashcams, no live position — the estate deliberately does not key a vehicle's position to a person. If your insurer prices on telematics, keep the box you have; reading from it is the planned shape, not replacing it.
The chain, end to end
Each step writes to the same records the next step reads. There is no export between them, which is why there is nothing to reconcile afterwards.
What you would actually buy
The products behind Fleet manager
In the order they matter here. Each is sold on its own, and the labels are the real ones.
Worth knowing up front: Rutba Fleet, Rutba Facilities are not generally available yet. The label on each card says which stage it is at, and nothing on this page depends on pretending otherwise.
Rutba Fleet
Coming soonFleet management software
Vehicles and their operating profile on the asset register, drivers and licences, walkaround checks and defects, duty and hours, fuel and energy, incidents, and cost per kilometre.
- The vehicle profile on the asset register - no second vehicle table
- Drivers, licences and the checks they are due
- Walkaround checks and defects from the cab
Custom pricing
Rutba Facilities
Early accessAsset & facilities management software
Every asset the organisation owns — laptops, machines, vehicles, buildings and their spaces — in one register with custody events that never lose the trail, lifecycle with contracts and licences, and the work that keeps them running against the same asset the accountant and the HR officer see.
- One asset register the whole estate reads from
- Custody as insert-only events — who had what and when it was returned
- Sites, buildings and spaces, with assets attached to each
Includes: Assets · Facilities
From $9 per user / month
Rutba People
Available nowHR, payroll & employee management software
Employee records, the org structure, attendance and leave, a shared time clock, and payroll that runs on all of it — plus a self-service portal so staff answer their own questions instead of asking HR.
- Employee records, employment history, contracts, teams and matrix reporting lines
- Attendance and leave with approval chains
- A shared time clock that gives attendance an actual source
Includes: HR · Employee Self-Service · Payroll · Time Clock · Workforce · Recruit · Talent
From $8 per employee / month
Rutba Books
Available nowAccounting & bookkeeping software
Invoicing, bills, banking and reconciliation on one side; the ledger, tax, budgets and the financial reports on the other — fed automatically by every sale, pay run and stock movement happening elsewhere in the business.
- Two apps on one ledger - the daily bookkeeping surface and the accountant’s workbench, neither hiding anything from the other
- Sales invoices, bills, receipts, supplier payments and credit notes, with per-line tax
- Bank statements read in whatever your bank emits - CAMT.053, MT940, OFX/QFX or CSV - and matched, with reconciliation that must reach zero
Includes: Books · Accounts
From $14 per user / month
Does this describe your week?
Tell us what you run today. We will show you what moving across looks like, what it would cost, and where we are the wrong answer.