--- title: "Fleet management software for NGOs | Relief One" description: "Fleet & Transport. Field trips with a check-in at each waypoint. Book a vehicle, then know where it is until it comes back." url: https://reliefapplications.org/relief-one/fleet/ lang: en --- # Fleet & Transport: Book a vehicle, then know where it is until it comes back. Vehicles get booked on WhatsApp and logbooks are paper. Fuel is reconciled at the end of the month and services slip. When a road closes, finding the team takes a round of phone calls. [Relief One](https://reliefapplications.org/relief-one/), Operations & logistics ## How it works Field trips with a check-in at each waypoint. 1. Register the fleet. Owned, leased and rented vehicles, generators and motorbikes, with documents, insurance and service plans. 2. Request a movement. Route, passengers, purpose, project code; approved, then security-cleared, then dispatched with a driver. 3. Track the trip. Check-ins at waypoints and arrival, alerts when a check-in is missed or a curfew approaches. 4. Charge the costs. Fuel, kilometres and costs land on the right grant; services are planned from the odometer. ## What it does. - **Vehicle register**: Owned, leased and rented vehicles, generators and motorbikes, with their documents. - **Movement requests**: Approved, security-cleared, then dispatched with a driver. - **Check-ins**: Waypoints and arrival, with an alert when a check-in is missed. - **Curfew and no-go zones**: Checked on each movement request. - **Drivers**: Licences and defensive-driving training, with expiry dates. - **Fuel and maintenance**: Consumption per 100 km, anomalies, services planned from the odometer. - **Cost per km**: Charged to the project and grant that used the vehicle. - **Incidents and claims**: Accidents logged with their insurance claims. ### The full list Vehicle register (Available / On mission / In maintenance / Out of service), movement requests board (Requested → Approved → Security cleared → On the road → Arrived / Returned), driver records with licences and defensive-driving training expiry, check-ins and missed check-in alerts, curfew and no-go zones, fuel logs with consumption per 100 km and anomalies; maintenance plans by km or date, work orders, spare parts, incidents and accidents with insurance claims, cost per km charged to projects and grants, utilisation rate per vehicle and base, vehicle pooling with partners, trip positions imported from your trackers’ exports, or a connector built when you need it. ## What makes the difference - Every kilometre charged to the grant that used it. - A missed check-in alerts the security focal point. - Services planned from the odometer. ## With your AI agent One question can cross several modules. An admin can drop all assistants to read only at once. - **A question**: “Which vehicles are due a service before the December convoy?” - **Reads**: Fleet & Transport, [Security & Safety](https://reliefapplications.org/relief-one/security/) - **Comes back**: The vehicles due a service, with their dates - [More use cases](https://reliefapplications.org/relief-one/ai-agent/) ## Connected to It shares its records with these modules. - [Security & Safety](https://reliefapplications.org/relief-one/security/): Report incidents from the field, offline. - [Procurement & Supply Chain](https://reliefapplications.org/relief-one/supply-chain/): Purchase orders that match their invoices. - [Warehouse & Distribution](https://reliefapplications.org/relief-one/warehouse/): Show each donor where their goods went. - [Finance & Fund Accounting](https://reliefapplications.org/relief-one/finance/): Does each project cover its costs? - [Projects & Time](https://reliefapplications.org/relief-one/projects/): Hours and costs, per project. ## Before you book a demo. ### How do you spot fuel being misused? From the fuel log. Consumption per 100 km is worked out for each vehicle and anomalies are flagged. A utilisation rate per vehicle and per base sits beside it. ### Do driver records show when a licence expires? Yes. Licences and defensive-driving training are kept with their expiry dates. Trip positions can come in from your trackers’ exports, or through a connector built when you need it. ### Can we start with Fleet & Transport alone? Yes. Each organisation starts with the base, then picks its modules. You can start with one and add others later. ### Can we switch a module off later? You can, and its data is kept. A module switched off disappears from menus and search, and switching it back on restores it. ### Can you import from our spreadsheets and current tools? Yes: people, projects, budgets, policies, files (including a one-time import or a live two-way sync with Google Drive), and the content of your existing workbooks. Connectors to your other systems are built as part of the project. ## Next module - [Emergency Response & Deployments](https://reliefapplications.org/relief-one/emergency-response/): Know who can deploy tonight. ### Operations & logistics - [Procurement & Supply Chain](https://reliefapplications.org/relief-one/supply-chain/): Purchase orders that match their invoices. - [Warehouse & Distribution](https://reliefapplications.org/relief-one/warehouse/): Show each donor where their goods went. - [Emergency Response & Deployments](https://reliefapplications.org/relief-one/emergency-response/): Know who can deploy tonight. - [Add to your Relief One](https://reliefapplications.org/relief-one/build/) - [The base](https://reliefapplications.org/relief-one/platform/): The part every organisation gets. - [Relief One](https://reliefapplications.org/relief-one/) ## Book a demo of Relief One. Tell us how your organisation works and which modules you are looking at. We show you Relief One on the parts that matter to you.