Jobs, vehicles, drivers, compliance, documents, servicing, fuel and costs under one login, set up with your logo, your checklists and your way of working.
Most fleets run on a spreadsheet, a paper checklist, a diary, a WhatsApp group and a box of fuel receipts. Fleet Management System replaces all five, so nothing lives in someone’s head or someone’s glovebox.
Choose a module to see the work it does. Each scene is a simplified version of the real screen, with Northgate Logistics’ made-up data moving through it.
Bookings, planning, dispatch and WhatsApp updates
Bookings, planning, dispatch and WhatsApp updates
Vehicles filled in from DVLA, checked every night, and the Live Map
Licences, CPC and medical dates, and allocation warnings
Walkaround checks, defects, PMIs and your O-licence
Every certificate, with days remaining worked out
Repair jobs, service schedules, parts and garages
Fills, fuel left and miles, worked out for you
Shared vehicles reserved, and vehicle swaps agreed and approved
In Safety & Compliance: incidents to settlement, fines matched to drivers
Invoices, payments, expenses, payroll and a ledger
Lease contracts, payments, mileage allowances and returns
Alerts, a report builder and depot comparison
Your colours, logo, menus and permissions
A guided setup and support chat with our team, inside the CRM
Journey replay, site alerts, engine warnings and camera events
Bookings, vehicles, drivers, compliance, documents, servicing, fuel, reservations and swaps, accounts, leases and reports sit on one ring. Drag it, use the arrows or your keyboard: the screen at the front plays a short piece of work.
Start free trialBookings, planning, dispatch and WhatsApp updates
Delivered, with photos and a signature
Vehicles filled in from DVLA, checked every night, and the Live Map
Checked again every night at 03:15
Licences, CPC and medical dates, and allocation warnings
Licence and category confirmed
Walkaround checks, defects, PMIs and your O-licence
In the office: a Stop defect, and the van is off road
Every certificate, with days remaining worked out
A reminder goes to the transport manager
Repair jobs, service schedules, parts and garages
Closed: service recorded, part taken from stock
Fills, fuel left and miles, worked out for you
The fill is flagged
Shared vehicles reserved, and vehicle swaps agreed and approved
The swap joins the van’s timeline
Invoices, payments, expenses, payroll and a ledger
And resolve into pence per mile
Lease contracts, payments, mileage allowances and returns
Ninety days before the end, a warning
Alerts, a report builder and depot comparison
An Excel file drops out
Illustrative data: Northgate Logistics is a made-up company. Each screen is a simplified version of the real one.
One van, one booking and one night. At each moment you see the driver’s phone, the office and your customer side by side, and what the system did without anyone asking.
Sam opens the driver app and checks YK26 NGL against Northgate’s own van checklist before he leaves the depot.
The check is on the office’s compliance screen the moment it is saved. A failed item becomes a defect with its photo, and a safety-critical fail takes the van off the road.
The morning checks have already run: documents coming up for renewal, parts at their reorder point and services falling due.
Each warning lands on the office’s notification bell. When a document type says so, the driver is reminded too, by email and in the app.
The office finishes BK-2026-00042, Leeds to Manchester, saved as a draft yesterday, and presses Save & send. Nothing went to Sam while it was a draft.
Sam is told the job is his, in the app or on WhatsApp, whichever the company chose. There is nothing for him to accept: the bookings list shows him in green as notified straight away, and every step is kept on the booking’s timeline.
As the van reaches Leeds LS1, its position tells the system, which asks Sam whether he has arrived. He taps Yes.
Being near the address never moves the job by itself: Sam’s Yes does. Nothing is asked until the van is really there, and the delivery question waits until it has left the collection. A No, or no answer, and it asks again every 20 minutes while the van is still there, then tells the office to ring him.
Sam photographs the load and the signed collection note, then drives off towards the M62.
Proof of collection moves the job to Collected. As the van leaves the collection point, the job moves to In transit by itself and your customer is told it is on its way, with the tracking link.
YK26 NGL has used most of a tank since its last fill, so the app warns Sam before it becomes a problem.
The warning is worked out from the van’s fills, its fuel gauge readings and the miles driven since, against the jobs still to do today, with the nearest stations and their Fuel Finder prices. Sam’s fill-up, with photos of the receipt, the odometer and the fuel gauge, goes straight to the van’s fuel log, checked against local pump prices.
At Manchester M1 Sam answers Yes to “Arrived at the delivery?”, then photographs the load and the signed delivery note.
Proof of delivery moves the job to Delivered and your customer is told. When the van drives away, the job moves to Invoiced, ready for the office to add the invoice number.
While the yard is quiet, every vehicle is checked again with DVLA and DVSA.
Road tax and MOT dates are recorded on Documents, and the latest MOT’s advisories and failures arrive as defects for someone to review in the morning.
Software you have to feed becomes another job. These run on their own, on a schedule or the moment something happens, and each one ends in something you can see.
Enter the number plate and the record fills itself in: make, model, colour, road tax and MOT, with the last MOT’s advisories raised as defects to review.
Every vehicle is checked again with DVLA and DVSA, so road tax and MOT dates stay current and new advisories and failures arrive as defects.
MOTs, insurance, licences, CPC cards and the rest, warned weeks ahead on the office’s notification bell, and to the driver by email and in the app when the document type says so.
Through Licence Check with the driver’s consent: by default every 90 days for a clean licence and every 28 with points. A disqualification or six points or more is flagged to the office.
Parts at their reorder point, and services due within two weeks or by mileage, summed up on the office’s bell so the workshop can order and book ahead.
Arrived at the collection? Arrived at the delivery? Asked in the app or on WhatsApp when the vehicle’s position reaches the address, never on the clock, and asked again only if the vehicle comes back after a No. Proof photos then collect and deliver the job.
Five steps of 20 points on every journey: arrived at the collection, the collection proof, arrived at the delivery, the delivery proof and delivered on time. A step the driver skipped is flagged as missed and scores nothing, so every booking and every driver has a score the office can trust.
From the driver’s phone, or Traccar and GPSLive trackers if you have them. When the vehicle reaches an address the driver is asked whether they have arrived, and only their Yes moves the job. With auto-advance on, a job moves to In transit and Invoiced as the vehicle drives away after its proof.
The office picks up to three roads for each part of a journey, marked 1st, 2nd and 3rd, and sends them to the driver’s app. Afterwards the vehicle’s positions show which road the driver took, with nothing asked of the driver.
Booked in, collected, on its way, arrived and delivered, sent by WhatsApp or email from your own company, with a link to the tracking page.
Worked out from each vehicle’s fills, its fuel gauge readings and the miles driven since, and checked against the driver’s jobs for the day. The driver is warned once per fill, with the nearest stations and their prices, or charging points for an electric van, and the office is told when a vehicle stays low.
Each vehicle’s miles for the day are worked out from the drivers’ phones or your trackers, so fuel left, services by mileage, each journey’s actual miles and lease allowances stay current without anyone typing a reading.
Leases coming to an end, from 180 days before, mileage at 80, 90 and 100% of the allowance, and lease payments overdue, each on the office’s notification bell.
Each fill-up is compared with Fuel Finder prices at stations nearby and flagged when it is well above the local average. Its odometer reading moves the mileage forward, so services by mileage fall due on time.
Charged per vehicle each month through Stripe, so there is no invoice to chase. Card details go straight to Stripe and never reach our servers.
Pick a colour or add your logo and watch the CRM re-skin. Your team sees your brand across the office screens, the driver app, the emails and the customer tracking page.
Drivers see today’s jobs, do walkaround checks with photos, and capture proof of delivery. Your customers follow their delivery from a link, or by booking reference and postcode. A REST API lets you connect your own app.
The tracking page names towns and outward postcodes only. No driver, vehicle or price is shown.
Drivers sign in with their own login on their own phone. This is their day in the app, from the first new job to the last notification.
The Compliance Dashboard answers one question: are we legal? It shows checks, defects, inspections, MOT, tax and licences, with what to fix first.
Daily checks on the driver’s phone, from checklists you write per vehicle type. A fail can require a photo.
Every fail becomes a defect. A safety-critical fail takes the vehicle off the road.
PMIs on their intervals, so none falls through a gap in the diary.
CPC cards, medicals and driver cards with their expiry dates, and the licence photocard on the driver’s own page, warned weeks ahead.
On a schedule, more often for drivers with points, with the driver’s signed consent.
Vehicles authorised against vehicles run, and the renewal date.
In pounds, excluding VAT. Monthly only, with no annual contract to sign. Tell us your fleet and we will suggest a plan.
Buy online by card, start a free trial with no card, or book a demo and we will show you your own day on screen.
Anything else, contact us or book a demo and we will answer it with your own fleet in mind.
Create your company from Start free trial and you are logged in to your own CRM within a few minutes. Add a vehicle by its number plate and its DVLA and MOT details fill themselves in, then add your drivers and adjust the checklists and document types to suit.
No. The free trial needs no card. When you are ready, buy online by card, or ask us for a quote.
Yes. Loading your existing vehicle, driver and document records is part of setting you up, along with configuring the system and training your team.
Yes. Your logo and colours, walkaround checklists for each vehicle type, document types and how early each one warns, menus and staff permissions are all yours to set. If you need a module or an integration that does not exist yet, ask us about a bespoke build.
Yes. The setup guide on this website takes you through every step in order, from the free trial to your first job and beyond: company details, depots, staff and roles, email, WhatsApp, maps, tracking, vehicles, drivers, documents, walkaround checks, the Live Map, invoicing and your accounts, and leases. Each step says where to click. Inside the CRM, a new company is guided through the same steps by its own Setup Guide, which ticks each one off as it is done.
A smartphone and their own login, which the office creates from the driver’s record. Drivers get today’s jobs, new jobs as they are assigned, walkaround checks, proof photos, fuel logs, vehicle requests and their own documents in the driver app. Nothing is fitted to the vehicle.
No. The driver app shares the position of the vehicle a driver holds, which feeds the Live Map, the arrival questions and your customer’s tracking page. If you already run Traccar or GPSLive trackers, switch them on under Company Setup › Integrations & API Keys › Tracking sources; GPSLive links its trackers to your vehicles by their number plates. A source you switch off is never used.
Yes. Your company chooses where new jobs and stage questions go: the driver app, WhatsApp, or both. WhatsApp can come from the CRM’s own number, with nothing to set up, or from your own WhatsApp Business number.
A driver who asks for another driver’s vehicle needs that driver to agree first, then the office approves. A swap the office proposes goes ahead by itself once both drivers have agreed. A free vehicle is given at once, every swap stays on a timeline for each vehicle and driver, and the new driver checks the vehicle before using it.
Each booking has a tracking page your customer opens from the link in their WhatsApp or email update, or with the booking reference and postcode. It shows the stage of the delivery and towns with outward postcodes only, never the driver, the vehicle or the price.
Yes. Save a booking as a draft at any step and nothing goes to a driver or the customer, even before a vehicle or driver is chosen. When it is ready, Save & send tells each driver the journey is assigned to them; by then every journey on your own fleet needs its vehicle and driver. Every step after that, driver notified, arrivals, proof added, is kept on the booking’s timeline.
Yes. On the Route Planner, or a journey’s Driver’s route tab, the office picks up to three roads for each part of a job, marked 1st, 2nd and 3rd, and sends them to the driver’s app. Afterwards the vehicle’s positions show which road the driver took; nothing is asked of the driver.
Yes. Each journey is carried either by your own vehicle and driver or by a subcontractor from your Suppliers. A journey given to a subcontractor is never sent to any of your drivers. If you take it back onto your own fleet, the booking’s history records the change and any money you recorded for the subcontractor by hand is kept.
The booking is refused. A driver or vehicle already on another job at an overlapping time cannot be put on a second one, drafts included, and the vehicle must be the one its driver holds. A journey’s miles are worked out from its addresses, never typed.
Your company’s own time zone, chosen when you sign up and changeable on Company Setup › Company Profile. Every date and time in the CRM is shown in it, the driver app is told it too, and somebody working from another country can still pick times in their own and see what was saved.
Yes. Every booking on the list shows a driver score out of 100: 20 points each for arriving at the collection, the collection proof, arriving at the delivery, the delivery proof and delivering on time. Each journey’s History lists every step with who did it and when, the points earned, a Missed by driver badge on any step that was skipped, and whether it was delivered on time. The Live Job Board shows what is in flight and Diagnose explains why a job is where it is.
Yes. Walkaround checks from your own checklists, defects and how each was fixed, safety inspections on their intervals, licence checks and vehicles authorised against vehicles run all feed the Compliance Dashboard, which shows what to fix first. These are on every plan; checks on the driver’s phone come with the driver app.
From the DVLA Vehicle Enquiry Service and the DVSA MOT history. They are filled in when you add a vehicle and checked again every night, so road tax and MOT dates stay current and new MOT advisories arrive as defects to review.
Through Licence Check, and only with the driver’s recorded consent. Checks can run on a schedule, by default every 90 days for a clean licence and every 28 days with points, and the office is told about a disqualification, an expired licence or six points or more.
Per vehicle per month, in pounds, excluding VAT: Essentials is £4.50, Professional £8.50 and Enterprise £13.50. Each plan has a minimum number of vehicles. Billing is monthly and there is no annual contract.
Professional and Enterprise. Essentials covers compliance and records: vehicles, drivers, documents, checks, defects, inspections and the O-licence. Professional adds the workshop, bookings and dispatch, the Live Map, WhatsApp, automatic alerts, the driver app, Finance with Payroll and the Ledger, and Leasing.
Online by card through Stripe, each month. Your card details go straight from your browser to Stripe and never reach our servers. For a bespoke build, we send a quote.
Yes, on Professional and Enterprise. Finance shows what each customer owes and the payments received, your expenses and everything paid out, and the Ledger lists every payment in and out with a running balance, ready to download for your accountant. Payroll records your drivers’ and staff’s pay each month from the figures your payroll software or accountant gives you; it does not work out tax.
Yes. Leasing keeps each lease or contract hire agreement with its payment schedule, what is owed and overdue, the mileage against the allowance and when it ends. It warns you before the end and over the miles, and records the return, buy-out or renewal.
Nothing is lost. A record still used elsewhere, such as a driver with jobs, can only be deactivated, so it stays on its history but is not offered for new work. Anything else goes to Company Setup › Deleted Records, where the owner can bring it back, and the Activity Log shows who did what and when.
Yes. Each company sees only its own vehicles, drivers, jobs and documents. Staff see only the modules and actions their permissions allow, and every change is recorded with who made it.
From the support chat inside the CRM, which goes straight to our team, on every plan. Before you sign up, contact us or book a demo.