Frequently Asked Questions

FleetMax is a fleet management software that allows you to control vehicles and machines. It centralizes assets, expenses, maintenance, contracts, GPS tracking, and reservations for shared assets. It replaces scattered Excel spreadsheets with an organized system accessible via browser or mobile app.

FleetMax is developed by SparkleIT | Information Technologies, a company founded in 2014 with the mission of creating digital solutions that help businesses optimize their processes. SparkleIT is headquartered in Viana do Castelo, in northern Portugal.

FleetMax is designed for companies of all sizes, from SMEs to large organizations, that have vehicles or machines to manage. The software adapts to various industry sectors, such as:

• Transport and logistics
• Construction
• Technical services and repairs
• Cleaning and facilities
• Home care
• Commerce and distribution

It is a scalable solution, capable of meeting the most basic needs as well as the most complex operations, growing alongside your company.

FleetMax allows you to manage a wide variety of vehicles and machines, including:

• Passenger and commercial vehicles
• Motorcycles
• Trucks and vans
• Tractors and agricultural machinery
• Construction machinery
• Trailers and semi-trailers
• Other motorized equipment

For each asset, you can centralize all relevant information: documents, contracts, expenses, maintenance, driver assignments, and GPS tracking.

Yes, FleetMax works completely independently of GPS. The software allows you to manage your entire fleet without the need for tracking devices, including vehicle and machine registration, expense and fuel control, maintenance management, contracts and documents, reservations and driver assignments, and automated alerts / reminders.

GPS tracking is optional and can be activated only on the assets you choose — there is no need to equip your entire fleet with geolocation devices.

FleetMax is available in two versions:

• Web version: accessible through any browser, on computer, tablet, or smartphone
• Mobile app: available for Android (Play Store) and iOS (App Store) devices

Both versions are synchronized, allowing you to manage your fleet from anywhere and any device.

No. The Web version of FleetMax works directly in the browser, with no installation required. You just need an internet connection to access the platform. For the mobile version, you only need to download the app from the Play Store (Android) or App Store (iOS).

At FleetMax, we value being close to our customers. That is why we provide technical support by phone and email, with direct contact to the account manager assigned to you — no chatbots or intermediaries.

The system includes several predefined user profiles, each with different levels of permissions and access to features and information. This structure makes it easy to control who can view, edit, or manage certain fleet data, ensuring greater security and organization.

If your company has specific needs, our team can evaluate customization of access rules to adapt to your internal structure.

FleetMax allows data export in Excel format, making it easy to import information into other systems. For API integrations with other systems, our team will need to evaluate the specific requirements and present a proposal with costs adjusted to the complexity of the project.

The platform allows you to create a complete file for each asset, where you can record data such as segment, brand, model, license plate, dates, condition, color, engine displacement, and photo. You can also define the assigned driver, availability for reservation, agency or department, and the monthly mileage target.

Additionally, you can record fuel information (type, reference consumption, and card), associate GPS tracking devices, and attach relevant technical documents such as data sheets, manuals, or certificates.

Yes, FleetMax provides customizable fields that allow you to add relevant technical information for each asset in your fleet. If you need other more specific types of fields, simply contact the FleetMax team so we can evaluate the possibility of adding them.

Yes, FleetMax supports both options. You can assign a fixed driver to each vehicle or machine, and also define which assets are available for reservation by other employees. This way, you can manage both exclusive-use vehicles and shared vehicles, adapting to the reality of your company.

Condition check-ups are periodic or one-off inspections that allow you to assess the state of each vehicle in your fleet. With this feature, you can check items such as headlights, tires, oil levels, among others, helping to detect problems before they worsen.

FleetMax allows you to document each check-up with notes and photos, and maintain a complete history of check-ups per vehicle. If you want to create customized control sheets, simply contact the FleetMax team.

When a vehicle or machine is broken down or at the workshop, you can mark it as immobilized in FleetMax. This way, the asset automatically becomes unavailable for reservation, preventing employees from counting on a vehicle that is not operational.

You can also indicate which replacement vehicle will be used during the immobilization period, maintaining a complete history of all occurrences and replacements.

Yes, FleetMax allows you to centralize all contracts and documents for each vehicle in one place, including purchase or rental contracts (leasing, renting), maintenance contracts, and insurance policies. You can also configure automatic alerts / reminders to be notified before the end of each contract, ensuring time to renew or renegotiate conditions.

FleetMax automatically calculates various indicators for each vehicle. Among the main KPIs available are:

• Average consumption (l/100km)
• Cost per kilometer (EUR/km)
• Average monthly cost (EUR)
• TCO - Total Cost of Ownership (EUR)

These and other indicators are updated based on expense, fuel, contract, and mileage records, offering a clear view of the performance and profitability of each asset.

You can record various types of expenses associated with your fleet, such as fuel, tolls, washes, fines, and maintenance. You can also create custom categories to organize expenses specific to your business, giving you a clear view of the weight of each type in the budget.

Yes, you can import expenses directly from your suppliers' Excel files (fuel stations, toll providers, etc.). FleetMax allows you to map the file columns and automatically associates the expenses with the respective vehicles, saving time and avoiding manual entry errors.

You can create cost centers for construction sites, projects, or clients. With the GPS service active, you can draw geofences on the map and the system automatically records the time and kilometers whenever a vehicle enters those zones. Expenses are then automatically distributed among cost centers based on this data. Alternatively, expense distribution among cost centers can also be done manually.

Yes, you can associate the fleet card with each vehicle in FleetMax. At the end of the month, simply import the supplier's Excel file and the expenses are automatically associated with the respective vehicles.

Yes. When drivers pay expenses out of their own pocket (fuel, parking, washes, etc.), they can submit reimbursement requests through the mobile app. Fleet managers receive the requests and can approve or reject each one. After approval, they can also indicate when the reimbursement was made, keeping a complete history of all submissions and payments.

Yes, you can attach documents (invoices, receipts, proof of payment) to each recorded expense. This way, you always have documents organized and accessible when you need them.

FleetMax provides dashboards with relevant expense summaries and detailed listings with filters, totals, and averages for in-depth analysis. You can filter by vehicle, driver, period, or expense type, and export data to Excel for additional analysis or integration with other systems.

FleetMax allows you to analyze consumption trends and patterns, making it easier to identify unusual expenses. You can compare costs between vehicles and machines to detect anomalies and know where to act with priority.

Preventive maintenance is planned in advance (e.g., periodic inspections, oil changes) to prevent breakdowns and extend the lifespan of vehicles. Corrective maintenance is recorded when a breakdown or unexpected problem occurs that requires repair. FleetMax allows you to manage both types, maintaining a complete history of all interventions.

FleetMax allows you to schedule preventive maintenance for each vehicle or machine. You can configure mandatory technical inspections, oil changes, tire replacements, and other interventions, defining when they should occur based on accumulated mileage or time intervals.

You can configure custom alerts / reminders by remaining kilometers or days before maintenance. FleetMax sends advance notifications so you can prepare resources, coordinate teams, and minimize vehicle downtime.

Yes, you can designate a person responsible for taking the vehicle to maintenance. FleetMax automatically notifies that person, ensuring full visibility on who is in charge of each intervention.

Yes, FleetMax maintains a detailed history of all maintenance performed, including dates, costs, types of intervention, replaced parts, and notes. This information is useful for audits and accumulated cost analysis per vehicle.

Yes, you can attach invoices and documents to each maintenance record and log all associated costs. Invoices can also be automatically sent by email to defined addresses (e.g., accounting).

FleetMax allows you to associate maintenance contracts with each vehicle. This way, maintenance performed is linked to the corresponding contract, making it easier to control costs and comply with contractual conditions.

FleetMax allows you to manage all types of contracts associated with your fleet:

• Purchase, renting, and leasing contracts: with control of deadlines, values, and contracted kilometers
• Maintenance contracts: with definition of included services
• Insurance contracts: with coverage records and claims history

Yes, FleetMax allows you to configure automatic alerts / reminders before the end of each contract, allowing you to prepare for renewal or renegotiate conditions in advance. You can configure how far in advance the alerts / reminders are sent to ensure enough time to act.

Yes, FleetMax automatically calculates mileage projections until the end of the contract, based on the usage history of each vehicle. This feature allows you to anticipate whether you will exceed the contracted limit.

Based on the mileage projection and the excess km rate defined in the contract, FleetMax automatically calculates the estimated cost you may have to pay at the end of the contract. This way, you can make early decisions to avoid unexpected costs.

Yes, you can link maintenance contracts to renting or leasing contracts. This way, you can easily check which services are included and maintain the connection between maintenance performed and the respective contracts.

FleetMax allows you to record all insurance policies for each vehicle, including contracted coverages (civil liability, own damage, theft, roadside assistance, etc.). You can also maintain a complete history of accidents and claims associated with each vehicle.

Yes, you can attach documents to each contract, such as signed contracts, general conditions, policies, and invoices. All documentation is centralized and accessible whenever you need it.

With the FleetMax GPS service, you have access to:

• Real-time location of all vehicles
• Route history with paths, times, speed, and stops
• Eco-driving analysis to evaluate driving style
• Smart alerts (speeding, off-hours use, etc.)
• Custom geofences to monitor entries and exits from zones
• CAN data reading (optional): fuel level, RPM, and more
• Driver identification (optional): via iButton key
• Remote immobilization (optional): engine start block

No. FleetMax works completely independently of GPS — most features do not require tracking devices. You can use the software to manage your entire fleet without any GPS installed. If you want to monitor location, GPS is optional and can be installed only on the vehicles you wish, without the need to equip your entire fleet.

FleetMax offers several GPS device models, from self-installation devices for greater flexibility, to devices with CAN reading for more advanced vehicle data collection. To find out which device is best suited to your needs, speak with the FleetMax team and we will recommend the best solution for your fleet.

The FleetMax GPS service is available in all European countries. Currently, installation by specialized technicians is provided in Portugal. For other countries, we offer the option of shipping self-installation devices or sending the equipment with installation handled by the client. For use outside Europe, contact the FleetMax team so we can evaluate service availability.

In Portugal, we handle the entire installation process:

• Contact us to identify the ideal device
• Vehicles are configured in FleetMax
• Schedule the date and location for installation
• A specialized technician travels to the location and installs the devices
• Start monitoring your fleet in real time

Outside Portugal, we offer two options:

• Self-installation devices — we ship the equipment with instructions so you can install it independently, without technical assistance.
• Device shipping with client-managed installation — we send the device and installation is the client's responsibility, who can use a local technician of their choice.

The GPS device is purchased by the client upon contract signing. When the commitment period ends, those who wish to continue with FleetMax only need to renew platform access — the device is already paid for. If you wish to cancel the service, the device is yours and you can use it as you see fit, including with another tracking service (if compatible), simply by replacing the SIM card.

The GPS device can be transferred to another vehicle whenever necessary. Simply contact the FleetMax team to schedule the device swap with a technician (if needed) and make the changes on the platform.

Yes, FleetMax was developed in compliance with GDPR. The platform allows you to manage access and the information visible to each employee, ensuring that each user only accesses the necessary data. FleetMax does not use customer data for any purpose beyond those strictly necessary for the operation of the service, nor does it share data with third parties.

It is also recommended that you inform drivers about vehicle geolocation through formal documentation.

GPS data is retained for a period of 12 months, allowing access to vehicle location and trip history during that period.

Geofences are geographic zones that you can draw on the map. Whenever a vehicle enters or exits these zones, the system records the event and can send automatic alerts. It is useful for monitoring visits to clients, construction sites, warehouses, or other relevant locations. It also contributes to fleet security, allowing you to detect movements outside authorized zones or improper use of vehicles.

You can configure various alerts in FleetMax, including:

• Speeding
• Geofence entry and exit
• Off-hours usage

FleetMax evaluates the driving style of each driver, analyzing factors such as harsh accelerations, braking, and speed. Based on this analysis, a score is assigned to each trip that reflects driving quality. This feature helps reduce fuel consumption and increase the safety of the fleet and drivers.

CAN reading allows access to data directly from the vehicle's electronic network, capturing real-time information about its operation, such as:

• Fuel level
• Engine RPM
• Actual kilometers (odometer)
• Other technical data

This feature requires a GPS device with CAN reading capability and vehicle compatibility.

With the optional driver identification feature, each driver uses an iButton key to identify themselves when starting to drive. This way, each trip is associated with the driver who made it.

Yes, with the optional remote immobilization feature, you can block the vehicle's engine start remotely through FleetMax. This feature requires specific installation and allows you to increase fleet security in case of theft or improper use.

The reservation system follows a simple 3-step process:

• Reservation request: The employee submits the request through the App or Web version for the desired dates
• Manager validation: The fleet manager receives the request, validates or declines, and assigns the most suitable vehicle
• Automatic notification: The employee is alerted of the approval and receives the details of the assigned vehicle

Yes, employees can submit reservation requests through the mobile App (iOS and Android) or the Web portal, without the need for intermediaries. The reservation is made in seconds.

Yes, there is an approval workflow. The fleet manager receives reservation requests and can approve or decline each request. Upon approval, they assign the most suitable vehicle to the employee. Both parties are automatically notified about the reservation status.

Through user profile management, you can define who has permissions to approve reservations. It is also possible to use the reservation system without an approval workflow, allowing drivers to reserve assets directly without the need for validation. Speak with the FleetMax team to configure the account with the system that best suits your organization.

Yes, FleetMax automatically blocks overlaps, preventing the same vehicle from being reserved by more than one person for the same period. This eliminates conflicts and ensures efficient management of shared assets.

You can mark the vehicle as immobilized (broken down or in maintenance) in FleetMax. Immobilized vehicles automatically become unavailable for reservation, ensuring that the team can only reserve operational assets.

Yes, FleetMax allows you to filter by dates and see which vehicles are available in the desired period.

FleetMax allows you to manage access permissions through different user profiles. You can control who has access to the reservation system and define which assets each user can see. For more specific rules, contact the FleetMax team to evaluate customized solutions.

Through the FleetMax inspection feature, the employee can perform a quick check-up of the vehicle's condition before and/or after use, through the App. It allows you to record:

• Exterior condition of the vehicle
• Interior condition and cleanliness
• Fuel level
• Photographic record of damage

This feature ensures that vehicles are returned in good condition, holds drivers accountable, and contributes to increasing the vehicle's lifespan.

Yes, FleetMax maintains a complete digital record of all uses, allowing you to know "who drove what and when." You can view the reservation history per vehicle, and if GPS is installed, also the history of trips made.

Fill in the contact form on our website. We will quickly get in touch to schedule a conversation, understand your needs and the reality of your organization, and present a suitable proposal.

Yes, you can request a free trial. Fill in the contact form indicating that you would like to try FleetMax and we will get in touch to follow up on your request.