The verdict in three sentences
A fleet of 90 chauffeured vehicles managed on paper and spreadsheets loses money on three fronts at once: unplanned downtime, uncontrolled fuel and corporate contracts billed late. A custom software build within Kolonell's grid of 4,000,000 to 7,000,000 FCFA (6,100 to 10,670 EUR, roughly 9,000 to 15,800 CAD), delivered in 3 to 4 months, centralises contracts, maintenance, fuel and drivers. Paired with GPS tracking at 15 to 30 CAD per vehicle per month, it above all lets you manage fleet utilisation, the metric that drives a Montreal rental company's profitability.
What a paper-run fleet really costs
In Montreal, a chauffeured rental company works mostly with corporations, event organisers, film productions and hotels. Contracts are monthly or per assignment, with frequent amendments. On paper or in Excel, nobody sees in real time which vehicle is free, which is at the garage and which has exceeded its contractual mileage.
| Common problem | Symptom | Estimated 2026 impact (90 vehicles) |
|---|---|---|
| Unplanned maintenance | Breakdowns on assignment, replacement vehicle | 6 to 10 days of downtime per vehicle per year |
| Fuel with no control | Paper receipts, fill-ups not matched to mileage | 8 to 15% overconsumption |
| Extra kilometres not billed | Readings forgotten at contract end | 2 to 4% of revenue |
| Late corporate invoices | 60 to 90 days to get paid | Tight cash flow every month end |
| Driver scheduling over text messages | Double bookings, overtime | 10 to 20 hours of coordination a week |
| Expired insurance, SAAQ registration or inspections | Fine or vehicle stopped | 300 to 1,500 CAD per incident |
These figures are 2026 orders of magnitude seen at rental companies with 40 to 150 vehicles.
Custom or SaaS software: the 2026 comparison
International SaaS rental software is designed for short-term self-drive rental paid by card. It handles poorly corporate framework contracts, GST and QST billing per client, invoices in French and English, and driver assignment.
| Criterion | SaaS rental software | Kolonell custom software |
|---|---|---|
| Cost | 30 to 80 EUR per vehicle per year (market estimate), i.e. 2,700 to 7,200 EUR a year for 90 vehicles | 4,000,000 to 7,000,000 FCFA one-off (6,100 to 10,670 EUR) |
| Maintenance | Included in the subscription | 75,000 FCFA per month (about 110 EUR, Standard plan) |
| Lead time | 2 to 6 weeks | 3 to 4 months |
| Framework contracts and amendments | Poorly suited | Modelled on your clients |
| Driver management | Missing or basic | Schedule, hours, bonuses, licences |
| GST/QST billing, bilingual invoices | Partial | Built in |
| Data ownership | Vendor | Your company |
GPS tracking remains a separate subscription in both cases: 15 to 30 CAD per vehicle per month with local telematics providers, i.e. 16,200 to 32,400 CAD a year for 90 vehicles. The software pulls positions and mileage through an API.
Utilisation rate, the metric to watch
Utilisation is calculated as billed days divided by available days. A paper-run rental company often sits between 55 and 65%. A well-equipped one targets 70 to 78%. Software does not create demand, but it cuts lost days: a vehicle at the garage with no return date, a free vehicle nobody offered, an expired contract nobody followed up.
Mini case study
Marc, managing director of a 90-vehicle chauffeured rental company in Montreal (illustrative scenario). Average rate: 450 CAD per day, driver included. Current utilisation: 62%.
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- Available days per year: 90 x 365 = 32,850 days.
- Moving from 62% to 68% utilisation: 6% x 32,850 = 1,971 more billed days.
- Extra revenue: 1,971 x 450 = 886,950 CAD.
- With a 25% contribution margin after driver wages and fuel, the gain is about 221,700 CAD a year.
- Investment: 6,000,000 FCFA of development (about 9,150 EUR, roughly 13,700 CAD), about 1,650 CAD of yearly maintenance and about 21,600 CAD of GPS tracking at 20 CAD per vehicle per month.
The project pays for itself within the first months, before even counting fuel savings.
FAQ
How much does custom fleet management software cost?
At Kolonell, a medium-complexity application sits between 4,000,000 and 7,000,000 FCFA, i.e. 6,100 to 10,670 EUR. Maintenance starts at 35,000 FCFA (about 50 EUR) per month.
Is a GPS tracker mandatory?
No, but it is strongly recommended above 30 vehicles. Without a tracker, mileage is entered by the driver from a phone, which leaves 5 to 10% discrepancies.
Does the software work with poor connectivity?
Yes, the driver app can work offline and sync once the network is back. This matters for trips to remote regions or underground car parks.
Can clients pay online?
Yes, card payment through Stripe can be added to the invoice link. Card processing fees in Canada usually run around 2.9% plus a small fixed fee per transaction.
How long does it take to get started?
Allow 3 to 4 months, including 2 to 3 weeks to load the 90 vehicles, current contracts and the last 12 months of maintenance history.
Let's scope your project. Send us your fleet size, contract types and current tools for an estimate within the 4,000,000 to 7,000,000 FCFA grid and a 3 to 4 month plan. Detailed quote within 48 h via our quote page. 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.
