Vehicle register
Every car, ute, truck, trailer and plant item with rego, VIN, documents, photos, location and who's driving it.
Fleet management software: rego, servicing & driver checks
Fleet managers: every vehicle legal, serviced and checked. Less chasing, more driving.
Rego dates live in one person's spreadsheet. Services get booked when someone notices the sticker. Driver licences were last checked at induction and pre-starts are paper sheets in the glovebox. We build vehicle registers, servicing, driver and pre-start systems for fleet managers that all talk to each other. Then we host them and look after them.
Looking for fleet management software that keeps every vehicle and driver on the right side of the law?
Running a fleet means juggling a dozen deadlines per vehicle. Rego, CTP, insurance, services by kilometres, tyres, licences, pre-starts, fuel cards, tolls and the odd speeding fine that turns up six weeks late. Most fleets track it across a spreadsheet, the telematics portal, the fuel card website, a shared inbox and a folder of paper pre-starts. One person holds it all in their head and the whole thing wobbles when they take leave.
Wollopit builds custom fleet software around how your fleet actually runs. One vehicle register holds every date, document and cost. Reminders go out before anything lapses. Drivers do pre-starts on their phone and defects land straight with the workshop. Fuel, tolls and fines match to the right vehicle and the right driver. We connect the telematics, fuel cards and accounting tools you already use and host the lot on our own servers.
01The problems
What we hear from fleet managers
Does your fleet management business have these problems? Here's how we'd fix them.
Most fleet managers we talk to aren't short on effort. They're short on one place where everything about a vehicle lives. Until the audit, the breakdown or the fine.
- The problemRego dates in a spreadsheetOne person keeps the rego dates. They go on leave for a fortnight and a ute drives around unregistered with no CTP.How we fix itEvery vehicle's rego, CTP and insurance dates in one register, with reminders to the right person 30, 14 and 7 days out.
- The problemServices missed by thousands of kilometresServices get booked when someone notices the windscreen sticker. By then it's 5,000 km over and the warranty is shaky.How we fix itService schedules by kilometres, engine hours or date, with odometers pulled from telematics or driver entries and booking requests sent to the workshop.
- The problemLicences checked once at inductionNobody knows whose licence expires next month, who's lost points or who's still allowed to drive the medium rigid.How we fix itA driver register with licence classes, expiry dates and photo uploads, plus reminders and a block on allocating vehicles to drivers who aren't cleared.
- The problemPre-starts on paperSheets get ticked in the car park without anyone looking at the tyres. Half of them never make it back to the office.How we fix itDigital pre-start checks on the driver's phone with photos, odometer readings and a timestamp you can actually rely on.
- The problemDefects reported and forgottenA driver writes 'brakes feel soft' on the sheet. It sits in the glovebox and the vehicle goes out again tomorrow.How we fix itDefects go straight to the workshop queue. Critical ones tag the vehicle off-road until someone signs the repair off.
- The problemWho had the car that day?A speeding fine or toll notice arrives for a pool car and nobody can say who was driving three weeks ago.How we fix itA vehicle allocation log that shows who had what and when, so you nominate the driver in minutes before the deadline.
- The problemFuel cards nobody checksFills on a car parked in the depot, premium in a diesel ute and receipts that never match the odometer.How we fix itFuel card transactions imported and matched to vehicle, driver and odometer, with odd fills flagged for a look.
- The problemIncidents reported days laterA reversing bump gets mentioned at smoko on Friday. No photos, no witness details and the insurer wants a report.How we fix itIncident reports from the scene with photos, location, third-party details and a claim tracker through to repair.
- The problemPool cars booked by emailThree people want the same car on Thursday and someone always turns up to an empty bay.How we fix itOnline pool car bookings with keys, return times and a calendar everyone can see.
- The problemAudit records in five placesChain of responsibility or a client audit asks for maintenance and pre-start history. Someone spends two days digging.How we fix itEvery service, defect, pre-start and driver check stored against the vehicle and pulled into an audit pack in a few clicks.
- The problemNo idea what each vehicle really costsReplacement decisions are made on gut feel because fuel, repairs, tyres and downtime are spread across five systems.How we fix itWhole-of-life cost per vehicle with a replacement planner that shows which ones are costing more than they're worth.
02What we build
Solutions
What we build for fleet managers. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Rego & insurance reminders
Rego, CTP, insurance and permit dates tracked with email and SMS reminders before anything lapses.
Service schedules
Services by kilometres, engine hours or date, with odometers from telematics and booking requests to your workshop.
Workshop & repairs log
Job cards, parts, invoices and tyres recorded against each vehicle, whether the work is in-house or outsourced.
Driver register & licence checks
Licence classes, expiries, photo uploads, inductions and tickets, with reminders and allocation blocks.
Digital pre-starts
Checklists built for each vehicle type, done on the driver's phone with photos and odometer readings.
Defect management
Defects flow to the workshop, critical faults take the vehicle off-road and repairs are signed off with a trail.
Vehicle allocation & pool bookings
Who has which vehicle and when, with pool car bookings, key handover and return times.
Fuel card reconciliation
Fuel card data matched to vehicle, driver and odometer, with litres per 100 km and odd fills flagged.
Tolls & fines
Toll and infringement notices matched to the driver at the time, with nomination deadlines tracked.
Incident reports & claims
Reports from the scene with photos and location, then insurer claims tracked through to repair.
Telematics connection
Odometers, engine hours and locations pulled from your GPS tracking so nobody types them in.
Cost per vehicle & replacement planner
Fuel, repairs, tyres and downtime rolled into whole-of-life cost, with a plan for what to replace next.
Fleet dashboard & audit packs
What's due, what's overdue and what's off-road on one screen, plus audit-ready history per vehicle.
03The systems
The big ones
Your whole fleet, on one system.
These are the systems fleet managers ask us about most. Each one works on its own and they get properly useful when they're joined up.
Vehicle register
Every vehicle, every date, one register.
The register becomes the single source of truth for your fleet. Rego, CTP, insurance, documents and who's driving it all sit against the vehicle. Reminders go out on their own so nothing lapses because someone was on leave.
- Cars, utes, trucks, trailers and plant
- Rego, CTP and insurance dates
- Reminders at 30, 14 and 7 days
- Documents and photos per vehicle
- Current driver and depot
- Permits and accreditation dates
- Off-road and disposal status
- Search by rego, VIN or fleet number
- Bulk import from your spreadsheet
- Change history for every record
Servicing & maintenance
Services booked before the sticker runs out.
Service schedules run on kilometres, engine hours or dates. Odometers come in from telematics or pre-starts, so the system knows when each vehicle is due and asks the workshop to book it in.
- Schedules by km, hours or date
- Odometers from telematics
- Booking requests to the workshop
- In-house and outsourced job cards
- Parts and invoices per job
- Tyre and battery records
- Warranty and recall tracking
- Downtime logged per vehicle
- Service history ready for resale
- Overdue alerts to the fleet manager
Drivers & licences
Know who's cleared to drive what.
Every driver has a profile with licence classes, expiry dates, inductions and tickets. If a licence lapses or the class doesn't match the vehicle, the system won't let them be allocated it.
- Licence class and expiry tracking
- Licence photo uploads
- Expiry reminders to driver and manager
- Inductions and tickets recorded
- Class checked against vehicle type
- Allocation blocked if not cleared
- Driver declarations signed on phone
- Vehicle allocation history
- Incident and fine history per driver
- Driver self-service portal
Pre-starts & defects
Pre-starts on the phone. Defects that get fixed.
Drivers scan the QR in the cab and tick through a checklist built for that vehicle. Photos and odometer readings go with it. A defect goes straight to the workshop and a critical one pulls the vehicle off the road until it's signed off.
- Checklists per vehicle type
- QR code in every cab
- Works on any phone
- Photos for every fault
- Odometer and hours captured
- Defects routed to the workshop
- Critical faults tag vehicle off-road
- Repair sign-off with a trail
- Missed pre-start alerts
- Full history for audits
Fuel, tolls & fines
Every litre and every fine on the right driver.
Fuel card transactions import and match to the vehicle, the driver and the odometer. Tolls and infringements match to whoever had the vehicle at the time, so nominating the driver takes minutes instead of detective work.
- Fuel card imports
- Litres per 100 km by vehicle
- Wrong fuel and odd fill alerts
- Fills on parked vehicles flagged
- Toll notices matched to driver
- Infringement nomination deadlines
- Driver notified and asked to confirm
- Costs coded to jobs or departments
- Exports to Xero or MYOB
- Monthly cost per vehicle report
04How it changes
Before and after
A rego renewal month, wolloped.
Here's how a busy renewal month could change. Every fleet is different, so we map yours first.
Before
- Scroll the spreadsheet hoping the dates are right
- Find out a ute lapsed last week from a roadside check
- Services missed because the odometer was a guess
- Chase drivers for licence photos by text
- Paper pre-starts stuffed in the glovebox
- A fine turns up and nobody knows who drove
After
- Reminders went out a month ago on their own
- Every rego renewed and marked paid
- Services booked off real odometer readings
- Drivers uploaded their licences from their phones
- Pre-starts done digitally with photos
- The fine is matched to the driver in a minute
05Services
Everything under one roof
Software, websites and systems for fleet managers.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for fleet managers
Built around how your fleet management business actually runs: vehicle register, rego & insurance reminders and the admin in between, in one system you own.
Websites for fleet managers
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Fleet management business system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for fleet managers
Service schedules and workshop & repairs log: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Xero, MYOB and Microsoft 365 so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your fleet management business, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the telematics, fuel cards and accounting tools you rely on, work alongside platforms you're happy with or replace the ones holding you back.
- Xero
- MYOB
- Microsoft 365
- Google Workspace
- Google Maps
- Twilio SMS
- Stripe
- Teletrac Navman
- MTData
- Geotab
- EROAD
- Webfleet
- Motorpass
- FleetCard
- BP Plus
- AmpolCard
- Shell Card
- Linkt
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your fleet management business: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit with you, the workshop and a few drivers, then work out where vehicles, dates and paperwork are slipping through the cracks.
- 02
Archi-tech
We plan it before writing code: your vehicles, drivers, checklists, telematics, fuel cards, reminders, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the register and reminders first, so you get a win before the next rego comes due.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things fleet managers ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can drivers do pre-start checks on their phone?
Yes. Drivers scan a QR code in the cab, tick through a checklist for that vehicle and add photos and odometer readings. Defects get flagged straight to the workshop.
Can it pull odometers from our GPS tracking?
Usually. We can connect to telematics platforms like Teletrac Navman, MTData, Geotab, EROAD and Webfleet so odometers and engine hours flow into your service schedules without anyone typing them in.
Can it check driver licences?
It tracks licence classes and expiry dates, collects licence photos from drivers and reminds everyone before anything expires. If a driver isn't cleared it can stop them being allocated a vehicle. We'll talk through any formal check services you already use and connect to them where we can.
Can it handle trucks and heavy vehicles as well as cars?
Yes. Checklists, service intervals and licence classes are set per vehicle type. Maintenance, defect and pre-start history is kept against each vehicle so it's ready when an audit or a client asks.
We already use fleet or telematics software. Do we have to switch?
No. If your tracking or fuel card platform is doing its job, we build around it and pull its data into one register. If something is holding you back, we'll show you what replacing it would involve before anything changes.
How much does a fleet system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like a vehicle register with rego reminders can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most fleet managers we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a fleet management business problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.