The verdict in three sentences
A pool vehicle reservation app for 60 vehicles costs, as a 2026 order of magnitude, about EUR 11,000 to 26,000 (MAD 120,000 to 280,000) excluding VAT on our delivery model, shipped in 2 to 4 months. It replaces the Excel sheet with online bookings, tracked key handover, logbooks and fuel tracking, plus automatic maintenance alerts. The fastest gain comes from finally measuring real utilisation: most groups discover they can hand back 15 % of their vehicles.
Why Excel stops working beyond 30 vehicles
In a group of 1,500 employees, the facilities team's shared spreadsheet always ends up with the same flaws: double bookings, missing keys, mileage entered from memory, unexplained fuel fills, forgotten services. Nobody knows how many days each vehicle actually runs. Yet that number sizes the fleet, and therefore the heaviest budget line: leasing or depreciation.
| Issue | With Excel | With the app | Estimated 2026 impact |
|---|---|---|---|
| Utilisation rate | Unknown or guessed | Measured per vehicle per day | Basis for fleet reduction |
| Double bookings | 3 to 6 per month | Blocked automatically | No more cancelled trips |
| Key handover | Paper log or verbal | Code or QR check-out and check-in | Traceable responsibility |
| Logbook | Filled in afterwards | Mileage and condition entered on mobile | Reliable data for tax purposes |
| Fuel | Loose receipts | Fill / trip / fuel card reconciliation | Discrepancies spotted within 30 days |
| Maintenance | Manual reminders | Alerts by mileage and date | Fewer unplanned breakdowns |
| Incidents | Late reporting | Photos and report from the app | Faster insurance handling |
Price by functional scope
| Scope | Features | Indicative 2026 price | Timeline |
|---|---|---|---|
| Booking core | Calendar, allocation rules, manager approval | EUR 11,000 to 14,000 (MAD 120,000 to 150,000) | 2 months |
| + Key handover | Code or QR, compatible key cabinet, history | + EUR 1,900 to 3,700 (MAD 20,000 to 40,000) | + 2 weeks |
| + Logbooks and fuel | Mobile entry, fuel card import, discrepancies | + EUR 2,800 to 4,600 (MAD 30,000 to 50,000) | + 3 weeks |
| + Maintenance and incidents | Alerts, partner garages, photos, reports | + EUR 1,900 to 3,700 (MAD 20,000 to 40,000) | + 2 to 3 weeks |
| IT integrations | Active Directory or Azure AD, accounting export | included at the high end | depends on IT |
| Full version | All modules, management dashboards | EUR 20,000 to 26,000 (MAD 220,000 to 280,000) | 3 to 4 months |
The app runs as a responsive web app, usable on the employee's phone without installation. Data is hosted according to group policy; if it includes named employee trip data, GDPR obligations (information notice, data protection impact assessment where relevant) should be planned into the schedule.
Business rules to settle before the quote
Cost depends less on technology than on the rules to configure. Before asking for a quote, list: who can book (all staff or authorised profiles), who approves (line manager, facilities, nobody), maximum booking length, priorities (executives, sales, technicians), handling of late returns, sites covered (HQ, branches, depots). A clear rule takes half a day to build; a vague rule discovered during testing costs a week.
Mini case study
Aoife, head of facilities for a 1,500-employee group in Dublin, runs 60 leased vehicles at about EUR 370 per month each (MAD 4,000), i.e. roughly EUR 4,450 per vehicle per year (MAD 48,000). She orders the full version at EUR 22,200 (MAD 240,000). After three months of data, the app shows average utilisation of 52 %: she hands back 9 vehicles (15 %) as leases expire. Annual saving: 9 × MAD 48,000 = MAD 432,000, about EUR 40,000. The app pays for itself in roughly 7 months, before counting any fuel savings.
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FAQ
Do we need a native mobile app?
Not in most cases. A responsive web app is enough to book, confirm key handover and enter mileage. Native is only justified for frequent offline use, at a 30 to 50 % premium.
Can we connect an electronic key cabinet?
Yes, if the manufacturer provides an API or export. Integration falls within the MAD 20,000 to 40,000 range of the key handover module, depending on the protocol.
How long until utilisation is measurable?
Allow 2 to 3 months of clean data before deciding on a fleet reduction. The most obvious outliers (vehicles used fewer than 5 days a month) often show up in the first month.
Is trip tracking legal?
Yes, if proportionate and disclosed. Under GDPR, employees must be informed and continuous GPS tracking avoided without a strong justification.
Who maintains the app after delivery?
The vendor or your IT team, depending on the contract. Require the source code, documentation and a test environment so you stay in control.
Let's scope your project. Describe your fleet, your sites and your booking rules: we will price the scope module by module, with a 2 to 4 month plan. 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.
