Operations · Module
Fleet
Compliant vehicles and drivers, planned trips and controlled fuel and toll costs
Fleet keeps vehicles and drivers compliant and productive, from trip planning to fuel, tolls, expenses and maintenance. It integrates telematics providers rather than selling GPS hardware.
What it does
Fleet is designed to keep vehicles and drivers compliant, productive and cost-controlled. A vehicle is an Asset with registration, type, body, capacity, fuel type, ownership (owned, leased or hired) and home base. Drivers are People records, employees or contractors, with licence class, validity, endorsements, medical and training records.
Compliance
Registration, insurance, pollution and fitness certificates, permits, road tax and tracking-device certification are tracked with expiry reminders to fleet managers and drivers. At trip start, a compliance gate blocks or warns (per tenant policy) when mandatory vehicle or driver documents have expired. Registry verification through licensed providers and traffic challan records are planned; all rules are to be verified.
Trips and the driver app
Trips carry origin, destination, stops, time windows, linked shipments, and vehicle and driver assignment after compliance checks. The driver app covers the trip list, start and end with odometer photo, pre-trip checklist, stop arrival, e-POD, fuel and expense capture with receipt photos and incident reports, with WhatsApp as an alternative for key steps. Advances and expenses settle at trip end and post to Accounts.
Cost control
Fuel logs come from the driver app or fuel card imports; FASTag toll transactions are matched to trips. Fuel anomaly detection compares fill quantity with tank capacity, consumption with expected, and fills away from route. Trip P&L sets freight revenue against fuel, tolls, driver cost, expenses and maintenance allocation. Service reminders by km or time create work orders in Assets & Maintenance.
What is different
Driver behaviour scores and fuel anomaly flags never auto-penalise anyone; outcomes are decided by people. Location is used only during trips. Remote vehicle control is excluded until a physical-risk Action tier exists. Planned for W5.
Features
What Fleet includes
Vehicle master
Vehicle as an Asset with registration, type, body, capacity, fuel type, ownership and home base.
Vehicle compliance documents
RC, insurance, pollution and fitness certificates, permits, road tax and tracking-device status with expiry alerts (rules to verify).
Driver master
Employee or contractor drivers with licence, class, validity, endorsements, medical and training records.
Trip planning
Stops, time windows, linked shipments and vehicle and driver assignment with compliance checks.
Compliance gate at trip start
Trip start blocked or warned when mandatory documents are expired, per tenant policy.
Driver app
Trip list, odometer photos, pre-trip checklist, e-POD, fuel and expense capture and incident reports, with WhatsApp alternatives.
Telematics integration
Location, odometer, ignition and alerts from provider APIs with device mapping and data-gap detection.
Fuel logs and anomaly detection
Manual, receipt and fuel card entries; flags for capacity, consumption and off-route fills.
FASTag toll import
Toll transactions matched to trips by vehicle and time with exceptions.
Trip expenses, advances and P&L
Advances and expenses settled at trip end and posted to Accounts; freight revenue vs all trip costs.
Maintenance link and inspections
Service reminders by km or time with work orders in Assets; periodic and pre-trip inspections creating WOs from defects.
Tyres, challans and incidents
Tyre fitment, rotation and life; traffic challans, accidents and insurance claims.
Market vehicle hire
Hired vehicles with owner or broker, hire charges, advances and balance payments.
Workflow
Trip lifecycle
- 1
A trip is planned
- 2
A vehicle and driver are assigned after a compliance check
- 3
The driver starts with a pre-trip checklist and odometer photo
- 4
Stops are recorded with POD before departure
- 5
Delays and breakdowns are flagged and resolved
- 6
The trip completes and expenses and advances are settled
Workflow
Fuel and toll cost control
- 1
Fuel entries arrive from the driver app or fuel card import
- 2
Each entry is validated against capacity, odometer and location
- 3
FASTag toll transactions are matched to trips
- 4
Anomalies or unmatched tolls are flagged with evidence to the fleet manager
- 5
Valid costs post to the trip and to Accounts
AI
AI skills and Digital Employees
Document extraction
Reads vehicle and driver documents from photos and proposes records with validity dates.
Expiry chasing
Template reminders to drivers and fleet managers ahead of document expiry.
Fuel anomaly flags
Flags with evidence; outcomes are always decided by people.
Load, route and driver proposals
Assignment and route proposals using Maps travel times.
Incident structuring
Turns driver voice notes and photos into a structured incident report for confirmation.
Digital Employees that use this module
They act through the same governed Actions as people; risky steps wait for approval.
Frequently asked questions
Does One3 sell GPS devices?
No. Fleet integrates telematics providers and does not sell or manage GPS hardware.
Will drivers be penalised automatically for behaviour scores?
No. Behaviour summaries are for coaching, and fuel anomaly flags never auto-penalise. Drivers see their own data.
Can a trip start with expired documents?
The tenant decides: the compliance gate can block the trip or warn with an override and reason.
When is Fleet planned?
W5 (Years 4–5).
See Fleet in your workflow
Tell us about your team and the outcomes you want. We will walk you through the apps, the Digital Employees and the plan for your industry.