Fleet management on WhatsApp
Your fleet's data, without the paperwork
Drivers record trips, fuel and problems on WhatsApp. FleetManagerHub turns it into the numbers you need: what each truck earns, where fuel goes, what needs your attention today, and where every truck is right now.
The problem
Running trucks shouldn't mean guessing
Trips, fuel and breakdowns arrive as calls, messages and receipts in a bag. Nothing adds up until month end.
A truck burning a quarter more, a receipt for more than the tank holds, a fill-up claimed twice: invisible on paper.
Income per trip, cost per km and profit per truck take hours in a spreadsheet.
A brake warning becomes a breakdown; an expired inspection becomes a fine; an overdue service becomes a gearbox.
Easy to record
Your drivers just use WhatsApp
- Drivers send START and COMPLETE, the odometer, the fuel they bought with a photo of the receipt, and any problem with the truck.
- No app to install, no password, no training day: the WhatsApp they already use.
- Every trip gets a clear number: 2610-01-1A is driver 01’s first trip of October 2026, 1B the way back.
- You get updates on WhatsApp too: trips completed, problems reported, and a daily summary.
In the example fleet: all 816 trips and 428 fill-ups in six months came from drivers' phones. The office typed none of them.
Shortened: the questions in between (odometer, litres, delivery) are left out.
Know where the money goes
Numbers, alerts and answers
- Fuel: consumption per truck, every fill-up checked against the truck’s usual, possible duplicates held back.
- Money: income per trip and per truck, cost per km, profit. Amounts a driver reports wait for your confirmation.
- What needs attention today, on the dashboard and in your WhatsApp summary.
- Ask the AI: “Which truck is costing me most?” The answer comes from your records, with the figures.
See every truck
GPS tracking that plugs straight in
- A Teltonika FMC920 in each truck reports straight to FleetManagerHub: no third-party tracking service in between.
- Live map of what is moving, stopped or needs attention; GPS trips with distance and top speed.
- Depots and the port as geofences, with an alert when a truck arrives or leaves.
- GPS sits beside the drivers’ trips and never replaces them: the odometer stays the official distance.
An example month
What one 12-truck fleet would have missed
From the example company we use to test FleetManagerHub: a fleet earning about KES 10.9 million a month, with fuel at about KES 4.4 million. Your figures will be your own.
| What the system caught | Truck | Amount |
|---|---|---|
| Fuel use up from 2.59 to 2.06 km per litre over six weeks: about 775 extra litres (possible siphoning) | KCQ 553R | KES 133,906 |
| A fill-up receipt of 1,648 litres: 4.4 times the truck's usual, more than its tanks hold | KCW 409U | KES 282,074 at stake |
| The same fill-up sent twice, held for review instead of paid twice | KCK 745P | KES 53,376 |
| Customer amounts reported by drivers, waiting for the owner's confirmation | 3 trips | KES 436,500 |
The first three come to about KES 469,000 in a month, roughly a tenth of that fleet's fuel bill. Example figures from a sample company, not a promise of savings.
Early warnings
Problems reach you before they cost money
Problems from the road
- Drivers report a problem on WhatsApp; you see it at once.
- "Brake warning light is on and the truck pulls left" stays on your dashboard until it is fixed.
Services and documents
- Services due by date or kilometres.
- Insurance, inspection and licences, with reminders before they expire.
Fair to drivers
- Incidents are allegations until reviewed.
- Drivers see and answer what is shared with them. Nothing is deducted automatically.
Built for everyone in the business
The owner
- One WhatsApp summary a day: trips, kilometres, income, expenses, profit, and what needs a look.
- Fuel leaks and doubtful receipts found in days, not at month end.
- Profit per truck without spreadsheets.
The manager
- Every trip, fill-up and problem in one place, numbered and dated.
- A list of what to do today.
- Where every truck is, and when it reached the depot.
The driver
- No app and no paperwork: a few messages per trip.
- Problems reach the owner straight away.
- A clear number for every job.
Questions owners ask
Will my drivers use it?
It is WhatsApp, which they use every day. They send a code once to link their number, then a few short messages per trip.
Do I need GPS trackers?
No. Trips, fuel, finances, alerts and the AI work without any tracker. Trackers add the live map and depot alerts when you are ready.
Which trackers work?
Teltonika FMC920 and the FMB/FMC family connect directly. Other brands can be added later.
Does it work in my country?
Each company works in its own currency and time zone and records its own documents and receipt references. It started with fleets in Kenya and is built for transport businesses anywhere drivers use WhatsApp.
Is my data private?
Each company sees only its own data, and roles decide who sees money, incidents and settings.
See your own fleet clearly
Create your account, add your trucks and drivers, and link the first driver’s WhatsApp. It takes minutes.