BetaSuite 360 Online ERP

Stop Fuel Theft. Cut Fleet Running Costs.

5-signal pilferage detection. Bulk tank control. Fuel card tracking. Cost per km reports.

Get a Free Demo

Complete Fleet Management for East African Operators

Every vehicle, driver, litre of fuel and service record under control — in real time

Vehicle Registry & Document Management

Maintain a complete digital record for every vehicle in your fleet — registration details, insurance certificates, NTSA inspection certificates, logbooks and service history all stored in one searchable system. BetaSuite sends automated alerts 30, 14 and 7 days before any document expires — insurance, inspection, road licence or driver licence — so your vehicles are always legally compliant and no renewal is missed.

Fuel Management & Pilferage Detection

Record every fuel issue by vehicle, driver, date, odometer reading and litres dispensed. BetaSuite's five-signal pilferage detection algorithm flags suspicious fuel consumption patterns — unexpected fuel increases without corresponding mileage, excessive consumption for the route, fuel issued outside working hours and duplicate authorisation codes. Flagged transactions are quarantined for management investigation before payment is processed.

Preventive Maintenance Scheduling

Create service templates for each vehicle type with maintenance tasks triggered by mileage, hours or calendar interval — whichever comes first. BetaSuite tracks every vehicle's odometer reading and calculates when the next service is due automatically. When a service date approaches, the system generates a job card, alerts the fleet manager and books the vehicle into your preferred garage — preventing costly breakdowns from neglected maintenance.

Driver Management & Performance Scoring

Maintain records for every driver including licence details, PSV badges, medical certificates, training history and disciplinary records. BetaSuite calculates a monthly driver performance score based on fuel efficiency, accident history, vehicle damage incidents, timekeeping and compliance with inspection checklists. Performance scores feed into HR appraisals and bonus calculations — incentivising safe, efficient driving across your fleet.

Trip Logging & Route Tracking

Record every trip with start and end odometer, departure and arrival times, driver, vehicle, purpose and cargo details. BetaSuite calculates trip cost, fuel consumed and cost per kilometre automatically. Trip logs provide the documentation required for fuel expenditure audits and help identify routes where mileage claims are inconsistent with expected distances — a common source of fleet cost leakage in Kenya.

Incident & Accident Management

Record accidents, breakdowns and incidents with photos, driver statements, third-party details and insurance claim references. BetaSuite tracks the repair status, costs incurred, insurance recovery and time the vehicle was off the road. Incident analytics show which drivers, vehicles and routes have the highest incident rates — informing training decisions and helping manage insurance costs proactively.

Fleet Cost Analysis & Budgeting

Understand the true cost of running each vehicle — fuel, maintenance, tyres, insurance, driver wages and depreciation — broken down by vehicle, fleet category or period. BetaSuite compares actual fleet costs against monthly budgets and produces variance reports for management review. Cost per kilometre analysis identifies your most expensive vehicles — those that should be prioritised for disposal or replacement.

Tyre Management

Track every tyre from fitment to removal, recording the vehicle, axle position, tread depth at fitment and removal, total kilometres run and reason for removal. BetaSuite calculates tyre cost per kilometre for each brand and size, helping fleet managers make informed tyre procurement decisions. Tyre performance analysis also identifies wheel alignment or driving style issues that are reducing tyre life across the fleet.

How BetaSuite Fleet Management Works

Compliance, fuel and maintenance under control from one dashboard

1

Register Your Fleet

Enter every vehicle with its registration, make, model and document details. Upload existing certificates. Configure maintenance schedules based on manufacturer recommendations and your own operating conditions. The compliance calendar immediately shows what is due and when.

2

Authorise & Record Fuel

Drivers request fuel via the mobile app or at the depot. Authorised fuel issues are recorded with odometer, litres and attendant. The pilferage detection engine analyses each issue instantly and flags anomalies for the fleet manager before the fuel card or cash is released.

3

Schedule & Track Maintenance

Receive automated maintenance alerts before they become overdue. Generate job cards for scheduled services and repairs. Record parts used, labour costs and workshop charges. Maintenance history builds automatically per vehicle — available instantly for audits or insurance claims.

4

Analyse Costs & Optimise

Monthly fleet cost reports show total expenditure by vehicle, driver and route. Driver performance scores identify training needs. Cost-per-kilometre analysis guides replacement decisions. All reports export to Excel for board presentations and auditor packs.

Frequently Asked Questions

BetaSuite analyses every fuel issue using five signals simultaneously: expected consumption based on mileage and vehicle type, fuel level change relative to quantity issued, timing of the issue relative to trips logged, authorisation code uniqueness, and consistency with the driver's historical consumption pattern. If two or more signals are triggered on the same transaction, it is flagged for management investigation before any payment or recording is finalised.

Yes. Every vehicle has a compliance calendar that tracks insurance expiry, NTSA inspection due date, road licence renewal and any other configurable compliance item. BetaSuite sends automated alerts to the fleet manager 30, 14 and 7 days before expiry via email and in-system notification. Expired documents are highlighted in red on the fleet dashboard so nothing slips through unnoticed.

Driver performance scores are calculated monthly from five components: fuel efficiency (actual versus expected consumption for routes driven), incident record (accidents and damage reports), compliance (on-time vehicle inspections and document checks), timekeeping (adherence to scheduled trips) and customer feedback where applicable. Scores are weighted and normalised to a 0–100 scale and fed into the HR performance management module for appraisals.

Yes. BetaSuite supports bulk fuel tank management alongside fuel card and petrol station records. You record bulk tank deliveries from the supplier, track the tank level and record vehicle fill-ups from the tank. The system reconciles litres delivered against litres issued to vehicles and flags unexplained tank losses that may indicate leakage, measurement errors or theft.

Yes. Driver records in the fleet module are linked to employee records in the HR module. Attendance, overtime and per-diem allowances captured in fleet trips feed directly into the payroll run. Performance scores from the fleet module appear on the driver's HR performance review. This integration eliminates the common problem of fleet and HR maintaining separate, inconsistent driver databases.

Yes. BetaSuite allows you to set monthly or annual budgets for each vehicle or fleet category covering fuel, maintenance, tyres, insurance and other costs. Actual expenditure is posted as costs are incurred and compared against budget in real time. The fleet budget variance report shows which vehicles are over budget, by how much, and in which cost category — enabling timely management intervention before costs spiral.

BetaSuite produces comprehensive fleet reports including: fuel consumption by vehicle and driver, cost per kilometre by vehicle, maintenance cost and history, tyre life analysis, compliance calendar status, trip log summary, incident register, driver performance scorecards, fleet budget vs actual variance, insurance and renewal calendar, and vehicle utilisation rates. All reports are exportable to Excel and can be scheduled for automatic email delivery.

Ready to transform your Fuel Management System Kenya operations?

Join 500+ East African businesses already running on BetaSuite ERP Suite 360. Implementation in days, support for life.

Book a Free Demo