The vehicle's paperwork
Registration, technical specs, insurance policy and whatever else is needed. Available when it's needed, which is usually the worst possible moment.
Guide
The van is part of the operation too
A field technician doesn't just carry tools: they carry a vehicle with its paperwork, its refueling, its mileage and its expenses. And in most companies, all of that lives in a folder in the glovebox and an envelope of receipts.
What this is actually about
This isn't about managing a transport fleet, it's about the vehicles your team uses to get to the job. The approach is the same as the rest of the system: what the technician needs on hand, they have on their phone, and what the company needs to record gets recorded the moment it happens, not in a spreadsheet at month end. The vehicle is assigned to a person, carries its paperwork on board, builds up its refueling and service history, and the mileage from each trip stays tied to the work order that generated it.
Where it slips through today
None of this is serious on its own. Together, it's a hole of several thousand euros a year that nobody sees.
- The inspection expires and gets discovered at a roadside check, not through an alert.
- The technician carries the insurance policy in the glovebox and, the day of the accident report, can't find it.
- Fuel receipts show up in an envelope at month end, some illegible and some lost.
- Nobody actually knows how much each vehicle has consumed, or whether one of them has spiked.
- Mileage gets estimated for expense claims, and an estimate always ends up generous.
- A vehicle goes to the garage and its invoice gets filed by supplier, not by license plate.
What the technician carries on their phone
Their vehicle, inside the same app they use to work their orders.
The inspection, with an alert
Date of the last one and date it's valid until. The alert arrives before it expires, not once it already has.
Refueling with its receipt
Amount, liters, mileage and location, with a photo of the receipt. Average consumption comes straight out of that, with nobody having to calculate it.
Mileage against the order
Starting and ending mileage tied to the work order and the time logged. Travel stops being estimated.
Daily expenses
Tolls, parking, per diems and minor purchases, with their category, their amount and a photo of the receipt taken on the spot.
Garage visits
Check-in, check-out, mileage and document for every service or repair, filed by license plate rather than by supplier.
Expenses, with as much or as little leeway as you want
Expense control is where the most friction shows up between the office and the field team, which is why it's designed with nuance. Each expense type is configured separately: it can have a default amount, it can be flagged so it can't repeat on the same day, and you decide whether the technician sees the amount and whether they can edit it. That allows two very different policies with the same system. A meal allowance with a fixed amount the technician just confirms, and a toll where they enter the real amount with their receipt. What matters is that the decision is explicit and doesn't depend on each branch's habits, which is how three different criteria end up coexisting inside the same company.
Shall we look at it with your way of working?
Leave your details and we will get in touch to see whether we fit. No commitment, no lock-in period.
Consumption, the figure nobody has
With refueling logged — liters, amount and mileage — each vehicle's average consumption comes straight out of the system with nobody doing the math. And that's when the interesting part shows up, which isn't the number itself: it's the comparison. Two vans of the same model with very different consumption are telling you something, and it's almost always one of three things: a mechanical problem that hasn't shown itself yet, a driving style, or refueling logged against the wrong vehicle. None of the three shows up looking at the fuel supplier's monthly invoice, and all three show up looking at consumption per license plate over a few months.
What this isn't
Worth saying up front because a lot of people land here looking for something else. GMAO CLOUD is not fleet management software: no telemetry or real-time location, no delivery route optimization, no driving-time or tachograph management, and no load planning. If your business is transport and you need that, you need a TMS, and this doesn't replace it. What it does solve, and it's the real problem for a maintenance company with fifteen vans, is that your team's vehicles stop being an administrative black hole: locatable paperwork, inspection dates flagged, expenses with receipts, and cost by license plate. And if you already have a fleet system, mileage can come in from it through the API.
Frequently asked questions
Is GMAO CLOUD fleet management software?
No. There's no telemetry, no real-time location, no route optimization, no tachograph. What it manages are your field team's vehicles: their paperwork, their inspection dates, their refueling, their mileage per job and their expenses.
What can the technician do from their phone?
Check their vehicle's paperwork and insurance policy, log a refueling with a photo of the receipt, note the starting and ending mileage of each trip, and log the day's expenses with their receipt.
Is mileage tied to the work order?
Yes. Starting and ending mileage stay tied to the work order and the time logged, so travel gets recorded with real data instead of being estimated at month end.
Can I control which expenses the technician handles?
Yes, and in quite some detail. Each expense type can have a default amount, be flagged so it can't repeat on the same day, and be configured so the technician can or can't see the amount and can or can't edit it.
Does it warn about inspections and insurance?
Yes. The vehicle stores the date of the last inspection and the date it's valid until, and documents support an expiry date with an alert before they run out.
Can I know the consumption of each vehicle?
Yes, it comes from logged refueling with liters and mileage. What's useful isn't the standalone number but the comparison between vehicles of the same model, which is where a mechanical problem, a driving style, or a misassigned refueling entry gets spotted.
How many vans do you have?
In the demo we register one with its paperwork and expenses, and see what would stop living in the glovebox.