Expense management: Complete visibility of your fleet costs.

In FleetMax this area covers the fleet's variable expenses — every day-to-day cost except maintenance, which has its own area. You can record expenses such as:

• Fuel
• Tolls and electronic toll passes
• Parking
• Car washes and small purchases (wiper blades, for example)
• Fines

You can also create custom categories to organise costs specific to your business, giving you a clear view of how much each type of cost weighs on the fleet budget.

Fixed costs such as leasing, renting or insurance contracts are managed in the Contracts area, and repairs in the Maintenance area, keeping every type of cost in the right place.

Yes. FleetMax lets you import expenses in bulk from your suppliers' Excel files — fuel stations, toll operators or fuel card providers. You map the file's columns once and FleetMax then matches each expense to the right vehicle automatically.

This saves time and removes manual entry errors, especially in fleets with a high volume of refuelling and monthly transactions.

FleetMax provides dashboards and detailed listings for analysing your fleet's expenses. On the dashboards you will find indicators such as the monthly trend in expenses, the cost breakdown by type (fuel, tolls, fines and others) and the cost per vehicle.

In the listings you can filter expenses by vehicle, driver, period or type, with totals and averages for deeper analysis. All the data can be exported to Excel for further analysis or for feeding into other systems.

Beyond variable expenses, FleetMax cross-references this data with each vehicle's contracts, maintenance and mileage, calculating overall indicators such as average monthly cost, cost per kilometre (€/km) and total cost of ownership (TCO). These and other indicators are part of the 50+ configurable widgets that let you build dashboards around your company's priorities.

FleetMax offers several dashboards that make it quick to spot abnormal costs in your fleet. Among them are rankings and comparison tools such as:

• Assets with the highest total cost of ownership (TCO)
• Assets with the highest cost per kilometre (€/km)
• Assets with the highest expenses
• Drivers with the highest expenses
• Vehicle comparison tool

When an asset shows figures well above the rest of the fleet, it is a sign that something may be wrong — in expenses, contracts or maintenance. From there, a quick search in FleetMax takes you to the source of the cost and shows you where to act first.

Yes. FleetMax calculates each vehicle's real consumption by cross-referencing the litres recorded in fuel expenses with the distance travelled, taken from GPS readings or entered manually when the expense is recorded.

Each vehicle record can have a reference consumption figure, and FleetMax compares actual consumption against it. The dashboards highlight vehicles running above their reference figure and let you compare consumption across assets.

That makes it easy to spot situations outside the norm — possible leaks, faults, inefficient driving or unauthorised refuelling — giving you control over one of the fleet's biggest costs.

Yes. FleetMax exports fleet expenses to Excel, with filters by vehicle, driver, period or expense type, making it easy to share the information with accounts or import it into other systems.

Because you can attach invoices and receipts to each expense, the paperwork is always organised and available for accounting purposes, with no manual hunt for scattered documents.