Grey Fleet Management Software for UK Businesses
Employees driving their own cars on business are still the employer's responsibility. FleetGS gives grey fleet drivers a simple app for mileage capture, document uploads, and licence checks — so every vehicle on business use, owned or not, is covered by the same duty of care record.
Visibility over the vehicles you don't own but are still responsible for
A duty of care obligation doesn't stop at the vehicles a business owns. FleetGS extends the same checks and records to every employee driving their own vehicle on business.
GPS-verified mileage capture
Drivers log business journeys through the app, GPS-verified against claimed distance for accurate, defensible expense records.
Removes guesswork from mileage reimbursement.
Driver self-certification
Grey fleet drivers confirm licence validity, points, and any medical conditions through a simple in-app declaration, refreshed on a schedule you set.
One consistent process for every occasional driver.
Insurance and MOT document checks
Drivers upload business-use insurance and MOT certificates, with expiry tracked and renewal reminders sent automatically.
No more chasing paper certificates by email.
DVLA licence verification
Licence checks run against DVLA data, flagging expired licences, endorsements, or restrictions the business needs to know about.
Consistent duty of care checks for every grey fleet driver.
One dashboard for owned and grey fleet
Grey fleet drivers sit in the same FleetGS dashboard as company-owned and leased vehicles, not a separate spreadsheet.
A single, exportable duty of care record for the whole business.
Built to close the grey fleet visibility gap
- GPS-verified mileage capture from the driver app
- Driver self-certification of licence status and points
- Business-use insurance and MOT document uploads
- DVLA licence verification and expiry alerts
- Renewal reminders sent to drivers and fleet managers automatically
- Grey fleet drivers sit alongside owned and leased vehicles
- One exportable duty of care record for the whole business
- No hardware required — works entirely from the driver's own phone
Why businesses add grey fleet management
0
Separate spreadsheets needed
48 hrs
Setup time (app-only)
100%
Drivers on one duty of care record
£45/mo
Starter plan, grey fleet included
Not just compliance — cost control too
Beyond duty of care, GPS-verified mileage capture typically tightens up expense claims that have historically been self-reported, which for many businesses reduces overstated mileage claims as a side effect of better record-keeping.
Why grey fleet needs its own process
Grey fleet vehicles fall outside a company's normal vehicle procurement and maintenance processes, which means the checks a business runs automatically on its own fleet — MOT status, insurance validity, licence checks — simply don't happen unless someone builds a separate process to capture them. For businesses with a large field sales team, community healthcare workforce, or occasional business-mileage drivers, that gap can cover a significant share of total business mileage without any of the usual fleet oversight.
FleetGS's grey fleet management brings these drivers into the same system as owned and leased vehicles, with self-certification, document uploads, and GPS-verified mileage capture from the driver app. Instead of chasing paper certificates or trusting a written policy alone, fleet managers get a dated, exportable record for every driver on business use — whichever vehicle they're driving.
For the wider risk picture, see our grey fleet management guide, our fleet mileage allowance guide, and our fleet road risk assessment guide.
Flat-rate pricing, grey fleet included
Grey fleet management is included on every plan — no separate module fee, no per-driver charge.
Starter
£45/mo
Up to 10 vehicles
Growth
£129/mo
Up to 40 vehicles
Scale
£299/mo
Up to 200 vehicles
Frequently asked questions
A grey fleet vehicle is an employee's own personal car or van that's used for business journeys, rather than a vehicle owned or leased by the employer. This includes anything from a sales rep using their own car for client visits to a care worker driving between appointments. Because these vehicles sit outside the company's own fleet, they're often the least visible part of an organisation's overall vehicle risk — which is exactly what grey fleet management aims to fix.
Ready to simplify your fleet?
Join fleet operators across the UK who have replaced spreadsheets and WhatsApp with a system that actually works.
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