The verdict in three sentences
A lessor running 450 vehicles on long-term corporate leases cannot keep managing contracts, servicing and accidents across three spreadsheets without losing revenue every month. The right tool brings together the fleet registry, lease contracts, servicing and RTA renewal alerts, GPS tracking and excess mileage billing. Regional vendors and integrators quote AED 250,000 to 550,000, while a Kolonell custom build sits between 3,810 and 22,870+ EUR (2.5 to 15M+ FCFA) depending on complexity.
What three spreadsheets cost on 450 vehicles
At an average rent of AED 4,000 a month, the fleet generates about AED 1.8 million in monthly rent. Every unplanned day off the road, every forgotten mileage overage and every unrecharged Salik toll or traffic fine cuts straight into margin.
| Indicator (2026 order of magnitude) | Spreadsheets | Fleet software |
|---|---|---|
| Excess mileage actually billed | 50 to 70 % | 95 to 100 % |
| Days off the road per vehicle per year | 9 to 14 | 4 to 6 |
| Late servicing | 20 to 30 % | under 5 % |
| Time to recharge an accident excess | 30 to 60 days | 5 to 10 days |
| Monthly billing preparation time | 4 to 6 days | under 1 day |
| Profitability per vehicle visible | no | actual margin per contract |
On 450 vehicles, cutting downtime by 6 days per vehicle per year frees the equivalent of 7 vehicles permanently available, about AED 340,000 of potential rent a year.
Modules and their budget
| Module | Key function | Indicative Kolonell budget 2026 |
|---|---|---|
| Fleet registry | vehicles, RTA registration (Mulkiya), insurance, residual value | included in core |
| Lease contracts | term, rent, mileage allowance, amendments | 1,525 to 3,810 EUR |
| Servicing and renewals | schedule, alerts, partner workshops | 1,220 to 3,050 EUR |
| Accidents | report, photos, assessment, excess, recharge | 1,525 to 3,810 EUR |
| GPS tracking | tracker integration, odometer readings | 2,285 to 4,575 EUR |
| Billing | rent, overages, Salik, fines, accounting export | 1,525 to 3,810 EUR |
| Corporate client portal | leased fleet, invoices, service requests | 2,285 to 4,575 EUR |
A core with fleet, contracts, servicing and billing starts around 3,810 to 7,620 EUR. The full version with accidents, GPS and client portal reaches 13,720 to 22,870+ EUR. Interfaces with a specific tracker vendor or ERP are quoted separately.
GPS tracking: reading mileage without waiting for return
Most forgotten overages come from an odometer reading taken only when the vehicle is returned, sometimes after 36 or 48 months. The software pulls the monthly mileage from the GPS tracker, compares it to the contract allowance and alerts the client as soon as the projection exceeds it. The lessor can then offer an amendment with a new rent rather than a heavy end-of-lease penalty. Corporate clients value this transparency, which helps renewals.
Mini case study
Omar, managing director of a 450-vehicle lessor in Dubai, sizes the stakes. About 90 contracts a year exceed their allowance by 8,000 km on average, billed at AED 0.50 per km: AED 360,000 in theory, of which only 60 % is collected today. Moving to 97 % recovers about AED 133,200 a year. Add AED 340,000 of potential rent from reduced downtime. For a full Kolonell project around 18,300 EUR, payback comes within a few months.
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FAQ
Does the software work with our existing GPS trackers?
Yes, if the vendor offers an API or regular export of positions and mileage. Integration usually takes 2 to 4 weeks depending on documentation.
Can billing handle AED with UAE VAT?
Yes, invoices apply the 5 % UAE VAT and produce an export to your accounting system. Invoice templates are set up in 1 to 2 days.
How long until go-live?
Allow 3 to 4 months for the core and 5 to 7 months for the full version with client portal. Migrating the 450 vehicles and active contracts takes 2 to 3 weeks.
How are accidents tracked with insurers?
Each accident has a file with photos, police report, assessment and excess amount. The software automatically follows up with the insurer and client at day 7 and day 15.
Can our clients view their fleet online?
Yes, the portal shows leased vehicles, renewals, invoices and lets them request service. For a 40-vehicle corporate client, this sharply cuts calls to customer service.
Let's scope your project. Tell us your fleet size, priority modules and GPS vendor, and we will price a scope between 3,810 and 22,870+ EUR on a 3 to 7 month schedule. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
