Why Fleet Costs Spiral Out of Control — and How UR Work Fixes It

In a multi-vehicle company, the most common problem isn't a lack of GPS. The real problem is this: who approved the maintenance invoice, how many liters of fuel were purchased last month, which vehicle's inspection expired, who's going to pay that traffic fine?

If you don't have answers to these questions, you're not managing fleet costs — you're managing fleet chaos.

What UR Work's Fleet Module Tracks

Vehicle Registration and Profile

License plate, make, model, year, chassis number, fuel type, transmission, ownership status (owned, rented, leased), insurance company and policy number. Photo gallery per vehicle.

Fuel Records

For every fuel purchase: station, liters, amount, currency, date, and odometer reading. Receipt and odometer photos can be uploaded. Records are broken down by department. Records aren't finalized without manager approval.

Maintenance Records

For every maintenance service: date, type, cost, and odometer are recorded. Both a date and odometer target can be set for the next service. The dashboard shows overdue and upcoming maintenance separately.

Parts Purchases

Parts purchases — whether tied to a maintenance record or standalone — are logged separately. Supplier, amount, department, and documents are stored.

Documents and Expiry Dates

For vehicles: traffic insurance, comprehensive insurance, inspection, registration, exhaust emissions certificate.

For drivers: driver's license, SRC, ODY, UDY, ADR, psychotechnical exam, health report, criminal record.

An expiry date is entered for each document. The dashboard lists expired and soon-to-expire documents separately. No more chasing paper records from the field.

Accident Reports

An accident record can be created per vehicle. The other party's name, phone number, plate, vehicle, insurance company, policy number, and claim number are all recorded. Photos can be attached; the record goes through the approval flow.

Traffic Fines

Fine type (speeding, parking, red light, seatbelt, phone, other), amount, location, date, and payment status (unpaid / paid / contested / cancelled) are tracked. The record shows who the fine is attributed to.

Approval Flow: Central Control

Fuel, maintenance, parts purchases, vehicle documents, accidents, and fines all pass through an approval flow. An employee or driver creates the record; a manager approves or rejects with a written reason. All pending approvals appear on the dashboard in one view.

This structure solves two problems: it prevents unapproved expenses from entering the system, and it creates a traceable record of who created each transaction.

Reports: Where Is the Money Going?

Fleet reports can be pulled from three perspectives:

• By category: Is fuel or maintenance costing more? What was the total spend in a given period?
• By vehicle: Which vehicle is generating the most cost?
• By department: Which department has higher fleet expenses?

All reports can be exported as Excel or PDF.

Driver and Vehicle Assignments

A record is kept of which employee used which vehicle and when. Multiple assignment histories are maintained — when a problem is found with a vehicle, it's immediately clear who was driving it.

Conclusion

Fleet control is possible without GPS. Document tracking, cost approvals, maintenance reminders, and fine management — all of it comes down to moving what happens in the field into the system. UR Work's fleet module does exactly that: it records every transaction, holds approval-required items in a queue, and reports what cost what at month's end.