Fleet Cost Management Software for UK Businesses
Knowing you spent money on fuel, maintenance, and insurance last month is different from knowing which specific vehicle is quietly costing more per mile than the rest of the fleet. FleetGS brings every recurring and one-off cost together against each vehicle, so cost-per-mile is a live figure, not a month-end spreadsheet exercise.
From scattered invoices to one cost view per vehicle
Most fleets can see total spend easily enough — it's on the bank statement. What's harder is knowing which vehicle, route, or driver is actually driving that spend up. FleetGS attaches every cost to the vehicle it belongs to, so the breakdown is there whenever you need it.
Cost-per-vehicle tracking
Fuel, maintenance, insurance, tyres, and manually logged costs rolled up against each vehicle automatically as they're recorded.
One running total instead of month-end reconciliation.
Cost-per-mile reporting
Total logged costs divided by route-history mileage, so vehicles doing different amounts of work can be compared fairly.
See which vehicles are genuinely expensive, not just busy.
Cost category breakdown
Fuel, maintenance, insurance, and other spend shown as a proportion of total cost, by vehicle or across the fleet.
Spot which cost category is driving a spend increase.
Trend view over time
Cost-per-mile plotted over weeks and months per vehicle, surfacing a rising trend before it's absorbed unnoticed.
Earlier signal for replacement or repair decisions.
Exportable cost reports
Fleet-wide or per-vehicle cost data exported for finance, budgeting, or client recharge purposes.
No manual spreadsheet rebuild for month-end reporting.
Built for the fleet manager who needs the real number, not the total
- Cost-per-vehicle tracking across fuel, maintenance, insurance, and tyres
- Cost-per-mile calculated automatically from logged route history
- Cost category breakdown by vehicle or across the whole fleet
- Trend view flags a rising cost-per-mile before it's absorbed unnoticed
- Manual cost logging for parking, tolls, fines, and one-off spend
- Exportable reports for finance, budgeting, or client recharge
- Feeds directly into replacement and disposal decisions
- Included on every plan — no separate cost-reporting module fee
Why fleets move cost tracking off the spreadsheet
Live
Cost-per-mile, not month-end
Per vehicle
Costs attached automatically
£45/mo
Starter plan for up to 10 vehicles
Exportable
Reports for finance and clients
Spot the vehicle costing more than it should
A vehicle's total spend rising isn't unusual — it may just be doing more work. A vehicle's cost-per-mile rising relative to similar vehicles doing similar work is a much clearer signal that something specific needs looking at, and that's the figure FleetGS surfaces automatically.
How cost management fits alongside fuel and maintenance tracking
Cost management isn't a replacement for fuel or maintenance tracking — it's the layer that brings them together. Fuel spend logged through FleetGS's fuel management feature and service costs logged through maintenance both feed straight into the per-vehicle cost total, alongside insurance, tyres, and any manually logged spend, without needing to be reconciled separately at month-end.
That combined view is what makes cost-per-mile a genuinely useful figure rather than an approximation. A fleet manager comparing two similar vehicles can see immediately whether a cost difference comes from fuel efficiency, a run of unscheduled repairs, or simply higher mileage — instead of pulling three separate reports and doing the maths by hand.
For the full breakdown of what drives fleet running costs in the UK, see our fleet cost-per-mile guide, and for the underlying reporting engine, read our reporting feature page.
Flat-rate pricing, no per-vehicle fees
Cost management is included on every plan — no add-on module, no extra cost for additional reports.
Starter
£45/mo
Up to 10 vehicles
Growth
£129/mo
Up to 40 vehicles
Scale
£299/mo
Up to 200 vehicles
Frequently asked questions
What does fleet cost management software actually track?
FleetGS's cost management pulls together the recurring and one-off costs behind every vehicle — fuel spend, scheduled and unscheduled maintenance, insurance premiums, tyres, and any manually logged costs like parking, tolls, or fines — and rolls them up into a cost-per-vehicle and cost-per-mile figure using logged mileage from route history. Rather than a separate spreadsheet reconciled at month-end, costs are attached to the vehicle record as they're logged, so the running total is always current rather than a retrospective exercise.
How is cost-per-mile calculated, and why does it matter more than total spend?
Cost-per-mile is calculated by dividing a vehicle's total logged costs over a period by the mileage recorded through route history for the same period. Total spend on its own is misleading when comparing vehicles that do very different amounts of work — a high-mileage vehicle will naturally cost more in total than a low-mileage one, even if it's actually cheaper to run per mile. Cost-per-mile normalises for that, making it the figure that actually tells a fleet manager which vehicles, routes, or drivers are genuinely expensive versus which just do more work.
Can cost management flag a vehicle that's becoming uneconomical to keep?
Yes. As maintenance and repair costs accumulate against an ageing vehicle, its cost-per-mile figure rises relative to newer vehicles doing similar work, and that trend is visible in the reporting rather than buried across separate invoices and service records. Fleet managers commonly use a rising cost-per-mile trend, alongside downtime frequency, as one of the signals for deciding when a vehicle has moved from a maintenance decision to a replacement decision — see our fleet vehicle replacement policy guide for how that decision is typically structured.
Does cost management cover fuel costs specifically, or is that a separate feature?
Fuel spend feeds directly into cost management as one of the cost categories tracked against each vehicle, whether logged manually, imported from a fuel card statement, or captured through FleetGS's fuel management feature. Cost management is the reporting layer that brings fuel together with maintenance, insurance, and other costs into a single per-vehicle and per-mile view, rather than a fleet manager having to open a separate fuel report and a separate maintenance report and add the numbers up themselves.
Is cost management useful for a small fleet, or only once you're running dozens of vehicles?
Cost visibility matters at any fleet size, but it becomes genuinely hard to track by memory or spreadsheet once a fleet passes roughly five to ten vehicles, which is well within FleetGS's Starter plan. A smaller fleet benefits from catching an uneconomical vehicle or an unusually high fuel spend early, before it's absorbed several months of unnoticed cost — and FleetGS's flat-rate pricing means a Starter-plan fleet gets the same cost reporting as a much larger one, with no extra module fee to unlock it.
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