FLEET COST MANAGEMENT
Gain complete visibility over your fleet expenditure with a centralised platform that tracks budgets, maintenance, fuel, fines and total cost of ownership. Prolius enables operators to analyse spend, identify trends and make evidence-based financial decisions that keep performance on track and budgets under control.
The Fleet Cost Management system within Prolius brings together every financial detail of your operation. From vehicle budgets and maintenance costs to fines and fuel, all data is recorded, categorised and visualised in one place - ensuring decision-makers have the clarity needed to manage cost efficiency and long-term planning.
Create and manage budgets at vehicle, departmental or group level. Each asset can be linked to a financial plan that reflects its expected running costs.
Prolius continuously monitors live expenditure against forecasted figures, giving finance and operations teams early visibility of deviations. Variances are highlighted, allowing corrective action before small overspends compound.
Historical data is retained to refine future forecasts, helping to build more accurate, evidence-based budgets over time. This ensures spending stays controlled, predictable and aligned with operational performance.
Monitor every line of fleet expenditure in one place. Capture planned and unplanned maintenance, fuel, tyres and ad-hoc repairs to build a complete cost history. This gives operators a true picture of operational performance, enabling accurate cost-per-mile analysis and long-term cost forecasting.
The Prolius platform calculates the full lifecycle cost of every vehicle - from acquisition and maintenance to fuel, insurance and disposal. By consolidating this data, fleet operators gain a clear view of each asset’s long-term financial performance. Vehicles that are trending above expected cost thresholds can be identified early, allowing decisions on replacement, redeployment or cost recovery to be made with confidence.
Prolius distinguishes between scheduled maintenance, such as servicing or tyre replacement and unplanned work resulting from defects or breakdowns. Tracking both categories separately highlights where routine upkeep is slipping or where reliability issues are emerging. This insight enables proactive intervention - addressing recurring faults, improving workshop planning and ultimately reducing downtime and cost volatility.
Support accurate internal accounting with cost centre allocation. Assign vehicles and drivers to business units or divisions, ensuring every expense - from maintenance to fines - is attributed correctly. This level of granularity provides transparency for cross-charging and strengthens accountability across complex fleets.
A dedicated module for complete oversight of vehicle-related fines. Capture parking, speeding, congestion and toll notices in one consolidated view, link them to specific vehicles and drivers, and record payment or dispute outcomes. Categorisation by fine type enables you to spot trends and target driver training where it matters most.
View Fines Management ModuleGain clear visibility through detailed reports and dashboards. Whether viewing total cost of ownership, maintenance categories or trends over time, Prolius translates complex data into insights you can act on. Automated weekly, monthly or annual reports save time, while custom reports allow deep analysis across any category or cost type.
Prolius translates raw financial data into meaningful insights. By examining cost trends across categories and time periods, operators can pinpoint areas of inefficiency, identify vehicles with rising operating costs and forecast more accurately. This analytical view enables proactive, data-led fleet decisions that reduce spend and improve performance.
Control contractual exposure with a structured record of lease terms and renewal dates. Prolius tracks each vehicle’s agreement lifecycle and highlights upcoming expiries, allowing managers to exit or extend contracts strategically. Avoid missed deadlines, unnecessary payments and unexpected charges.
Prolius had an enterprise customer experience these same issues, where costly oversights occurred across untracked leases.
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Within the Accident Management module, Prolius manages all incident-related costs from initial reporting through to insurance resolution, ensuring every expense is captured within a clear, auditable workflow. Integration with garages and insurers keeps cost data accurate and up to date, reducing manual administration and improving visibility across claims and repairs.
View Accident Management ModuleBring fuel data into the financial picture by integrating your fuel card accounts with the Prolius platform. Transactions from multiple providers are automatically imported, categorised and matched to the correct vehicle, driver or cost centre. This consolidated view supports accurate fuel reporting and easier reconciliation across ICE, hybrid and EV fleets.
By comparing usage against telematics and vehicle data, Prolius also helps identify anomalies or potential misuse, giving you clear oversight of consumption and cost efficiency.
View Fuel Card Management Module
Prolius brings structure and transparency to fleet cost control. By consolidating budgets, spend and performance data in one system, it gives organisations the clarity to manage costs proactively, strengthen accountability and make informed, long-term decisions.