The verdict in three sentences
A lessor with 280 vehicles that tracks contracts in spreadsheets, fuel on paper slips and GPS on a separate platform loses money on recharging, not on leasing. A custom fleet system at AED 75,000 to 155,000, plugged into the existing GPS trackers, ties every kilometre, litre and job to the right client contract. With 8 to 12% fuel saved and complete recharging, the investment pays back in under a year.
What the software must cover
Embassy, NGO and mining clients demand precise reports: kilometres per trip, driver hours, consumption, proof of maintenance. GPS platforms alone give location, not margin per contract.
| Function | Typical current situation | With the software |
|---|---|---|
| Contracts | Spreadsheet, scattered terms | Contract per client, package, included km, excess rate |
| GPS | Vendor platform, checked on demand | 280 trackers integrated, km fed per contract |
| Fuel | Paper slips or unreconciled cards | Fuel card vs km reconciliation, alert above 15% variance |
| Renewals | Manual reminders, fines and downtime | D-30 alerts for insurance, RTA registration, Salik balance |
| Maintenance | Paper logbook per vehicle | Mileage-based preventive plan, history and cost per vehicle |
| Invoicing | Built by hand at month end, 5 to 8 days | Monthly invoice per client generated in 1 day |
2026 budget by module
| Module | Scope | Indicative budget |
|---|---|---|
| Fleet and contract master data | 280 vehicles, clients, drivers, rates | AED 12,000 to 25,000 |
| GPS integration | Tracker APIs, km and hours | AED 15,000 to 31,000 |
| Fuel | Cards, slips, variance control | AED 9,500 to 22,000 |
| Maintenance and renewals | Preventive plan, SMS and WhatsApp alerts | AED 9,500 to 22,000 |
| Invoicing and recharging | Packages, excess, driver fees, accounting export with 5% VAT | AED 15,000 to 31,000 |
| Driver app and client portal | Trip sheet, reports per trip | AED 12,000 to 25,000 |
The low end assumes one GPS vendor and simple contracts. The high end covers several tracker vendors, donor reporting for NGO clients and a client portal. Timeline: 4 to 5 months. Maintenance: AED 1,800 to 3,700 per month.
Watch points
Check that your GPS vendors expose an API or automatic export: without one, add 2 to 4 weeks. Drivers must be involved, because the trip-sheet app only works if it is simpler than the logbook. Driver location data also falls under the UAE Personal Data Protection Law: written notice to employees and a clear retention policy are required.
Mini case study
Omar, managing director of a 280-vehicle lessor in Dubai, spends AED 280,000 a month on fuel. A 10% saving from card and GPS reconciliation is worth AED 28,000 a month. He also finds that 6% of excess kilometres are never recharged, about AED 11,000 a month. For software at AED 118,000 plus AED 2,800 of monthly maintenance, the net gain exceeds AED 36,000 a month: payback in just over 3 months after go-live.
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FAQ
Do we need to replace our GPS trackers?
No, if your vendor exposes an API or export. In about 70% of cases existing trackers are enough; otherwise replacement costs AED 500 to 900 per vehicle.
Can the software bill embassies in several currencies?
Yes, invoices can be issued in AED, USD or EUR at a rate fixed per contract. This configuration adds about AED 3,000.
How do we detect fuel fraud?
The software compares litres purchased with GPS kilometres and the model's normal consumption. A variance above 15% triggers an alert to the fleet manager.
Can clients view their reports?
Yes, through a client portal with monthly reports per trip. NGO clients value this format, which saves 2 to 3 days of donor justification.
How long until go-live?
Allow 4 to 5 months, with a 40-vehicle pilot from month 3.
Let's scope your project. Tell us your fleet size, GPS vendors and contract types: we price a fleet system between AED 75,000 and 155,000, delivered in 4 to 5 months. Detailed quote within 48 h. WhatsApp +221 77 596 93 33. Request a quote
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.
