Save Paper and Printing Costs by Digitising Fleet Management

Digitalisation enables companies to improve not only operational efficiency but also cost efficiency, including savings on paper. However, many organisations still prefer paper forms simply out of habit. If this practice persists, your business could face financial losses. For instance, if each driver carries ten sets of triplicate documents daily and works five days a week, a single driver consumes at least 7,800 sheets of paper annually—a substantial cost.

Considering this, it is time for your company to transition from paper to digital. By doing so, your company can contribute to environmental sustainability and save on paper costs in the following ways

 

Digital and Automatic Data Recording

Manual data entry requires field workers to carry paper documents, record details on the go, and properly store them before submitting them to administrative staff. They then have to return to the office to submit these documents, where administrative staff will process them manually.

Digital record-keeping can address inefficiencies in manual data entry and document management. Field workers can add information, edit, and submit reports anytime and anywhere through a mobile app. Not only field workers but administrative staff can also save time by receiving reports faster, eliminating the risk of illegible handwriting and minimising the risk of data loss.

If you use the Cartrack fleet management platform, you will also benefit from an automated reporting feature, which includes more than 100 types of reports. Vehicle activity data and additional sensor inputs are recorded automatically by the system and presented in PDF or Excel reports that you can download instantly or send via email—making the process fast and accurate.

 

Non-Paper Filing

Businesses that have been operating for several years are likely to have accumulated a significant amount of paper documentation. Accessing data from overflowing filing cabinets can be extremely time-consuming. In contrast, searching for data on a digital platform is much faster. Administrative burdens are also reduced by eliminating the need for large filing cabinets, administrative staff to manage files, and paper costs for photocopying documents.

Digital platforms are also capable of capturing more than just data, such as images, videos, electronic signatures, locations, and timestamps. Fleet management digitalisation with Cartrack allows you to add a variety of features to access these different types of data. LiveVision records videos of risky driving incidents and road situations, while Cartrack Delivery supports task management with an Electronic Proof of Delivery (e-POD) feature in the form of photos and digital signatures.

 

 

You can easily and comprehensively access a wide range of information about your fleet’s activities. There is no need to spend money or allocate server space, as Cartrack has its own dedicated servers to support secure data storage and traffic management. Cartrack provides data storage for up to five years, allowing you to access your historical data with ease. As the platform is web-based, sharing and retrieving data is also straightforward and can be done anytime and anywhere, simply with an internet connection.

 

Integration of Various Functions in One Platform

Fleet management platforms provide visibility that allows you to monitor your vehicles and drivers on the road in real time, including location, trips, when vehicles enter and leave a geofence, fuel volume, and more. There is no need to contact drivers to ask for their current location and delivery progress, as you can monitor it directly through the fleet management platform. You can also take immediate action whenever issues arise during a journey.

In addition, an integrated fleet management platform enables seamless collaboration between departments. Fleet managers, administrative staff, finance and billing teams, as well as HR & GA staff can all benefit from an integrated fleet management platform such as Fleet Web Cartrack—from generating and sending automated reports, recording working hours, managing maintenance schedules and administration, managing fleet expenses, to retrieving proof of delivery completion.

The platform's automation features eliminate repetitive and tedious administrative tasks, freeing your team to focus on more important tasks. Your team no longer needs to waste time managing paper documentation and manually searching for data, as everything is done digitally on the platform, with electronic documents and reports.

 

The transition from paper to digital is a necessity in today’s world. Too much cost is wasted when considering expenditure on paper, printing ink, working time, and effort. Fleet management digitalisation helps your business become more efficient and competitive. Start reducing your expenses by cutting down on paper use and switching to a digital platform. Contact us here to find out more about how the Fleet Management platform from Cartrack can support your business, and also receive a free online demo from the Cartrack team.