Fleet Control is an ERP for vehicle fleets: supplier invoices arrive by email and sort themselves by vehicle and cost category, fuelling is checked against mileage and fuel cards, and deviations arrive in Telegram. Setting up parsers for 20 suppliers costs a one-off €4 000, and the subscription is €360 a month. It runs as SaaS, and the code is not handed over.
What Fleet Control is
Fleet Control is a cost accounting system for vehicle fleets that documents get into without manual data entry. It grew out of our work for a transport company with a fleet of 80 vehicles. The client's story and first-week results are in the article “Automating Fleet Document Management via Telegram” and in the Fleet Control case study. This article covers what the product includes and what it costs.
What it is made of
Invoices from email
- The system collects new emails from the mailbox and recognises supplier invoices.
- Each invoice line goes to its own vehicle and cost category.
- Files go to an archive on Google Drive, and every invoice keeps a link to the original email and document.
How this kind of processing works for any documents, not only in a fleet, is described on our email and document automation page.
Checks instead of silent mistakes
- Wrong company. An invoice issued to another company is not posted, and an alert arrives in Telegram.
- Wrong vehicle. A line for a vehicle that is not in your fleet stays out of the records and becomes a critical issue with a Telegram alert.
- Totals do not add up. If the line items do not add up to the total, the system shows it. The printed total is posted: the system flags the mismatch rather than correcting it on its own.
- Plate without an exact match. If the plate number on a document does not match exactly, the system asks whether it is the same vehicle.
- Large amounts. An invoice read by the AI model that is above the threshold is not posted until a person confirms it.
Fuel
Fuelling is checked against mileage and fuel cards. Fuelling with another vehicle's card or a wrong odometer reading goes to the issue list and to Telegram. How to reconcile fuel card statements is covered in “Fleet fuel card statements”.
Cost per kilometre and costs per vehicle
Cost per kilometre is calculated from all running costs of a vehicle: fuel, AdBlue, tolls, repairs, rental and leasing, terminals, washing. These costs are divided by the mileage from the odometer readings at fuelling. The vehicle purchase, drivers' wages and general company costs are not included. Driver cost and costs per vehicle are shown separately.
AI and interface
You can ask questions about your fleet data in plain language via AI. The interface works in four languages, with light and dark themes.
What Fleet Control costs
| What | How much | What's included |
|---|---|---|
| Parser setup | €4 000 one-off | Recognising documents from 20 of your suppliers |
| Subscription | €360 a month | Bug fixes for as long as it runs, updates within the plan, support in day-to-day use |
| New features | In the subscription | Client feedback is taken into account when we add new features |
| Code | Not handed over | Fleet Control runs as a service (SaaS) |
The first year on these terms: €4 000 + €360 × 12 = €8 320. Prices are indicative; all products and plans are on our pricing page.
About the code. Fleet Control is a ready-made product on a subscription. You use the system, and its code stays with us. Bug fixes and updates within the plan are already part of the subscription, so there is nothing to order separately.
Who it is for
- Transport and logistics companies with their own fleet.
- Businesses whose supplier invoices arrive by email and are still typed into the books by hand.
- Those who need to check fuelling against mileage and cards rather than find out about extra costs after paying.
- Managers who need cost per kilometre and costs per vehicle without building spreadsheets by hand.
In the transport company case, the work also covered vehicle handovers with photos and videos and a monthly and annual AI analysis; the details are in the article on fleet document management. We can show you Fleet Control on demo data: get in touch.
FAQ
What is Fleet Control?
Fleet Control is an ERP for vehicle fleets by Riadov Systems. Supplier invoices from email sort themselves by vehicle and cost category, fuelling is checked against mileage and cards, and deviations arrive in Telegram.
How much does Fleet Control cost?
Setting up parsers for 20 suppliers costs a one-off €4 000, and the subscription is €360 a month. The first year comes to €8 320.
What does the Fleet Control subscription include?
Bug fixes for as long as the subscription runs, updates within the plan, client feedback taken into account for new features, and support in day-to-day use.
Can I get the Fleet Control source code?
No. Fleet Control runs as a subscription service (SaaS), and the code is not handed over.
Which invoice errors does Fleet Control catch?
An invoice issued to another company, a line for a vehicle outside your fleet, line items that do not add up to the total, and a plate number without an exact match. A wrong company or vehicle triggers a Telegram alert.
How does Fleet Control calculate cost per kilometre?
All running costs of a vehicle (fuel, AdBlue, tolls, repairs, rental and leasing, terminals, washing) are divided by the mileage from the odometer readings at fuelling. The vehicle purchase, drivers' wages and general company costs are not included.