01 / THE HIDDEN COST
Costs hidden across files and receipts.
Repairs, renewals and running costs are hard to compare when every record lives somewhere different.
See recorded costs by vehicle, group and category.
Fleet management software for vehicles & equipment
Every vehicle.
Every cost.
A clearer picture.
Bring your vehicles, equipment, maintenance and operating costs into one accountable system. OCTO Ops Fleet Management gives operations teams the records to spot waste and act before small issues grow.
Miles, kilometres + hoursVehicles + equipmentWorks without GPS
OCTO Ops / Fleet ManagementFleet overviewAll business units ⌄
Active vehicles41 / 484 in workshop · 3 out
Service due6Action required
Renewals due4Within 30 days
Needs your attentionVehicle · Next action
TRK-024 · Delivery truckEngine service · 220 mi remaining
Due soonEXC-008 · ExcavatorCritical hydraulic defect reported
Review issueVAN-012 · Company vanInsurance renewal · 14 days remaining
Renewal dueTRK-024 · Recorded cost$0.28 / miKnow which vehicles need a closer look.
Make costs visiblePer vehicle, distance or hour
Stay ahead of serviceDistance, hours or calendar
Keep responsibility clearDrivers, inspections and issues
Keep renewals in viewRecords, dates and reminders
What is OCTO Ops Fleet Management?
OCTO Ops Fleet Management is software for managing road vehicles and operating equipment in one connected record. It combines driver assignments, inspections, preventive maintenance, renewals and cost reporting, helping fleet and operations teams see exceptions, trace responsibility and make better-informed decisions.
Asset Management ↗Logistics & 3PL ↗Looking for fleet management in Sri Lanka? ↗Product information reviewed 19 October 2026
Where fleet waste hides
The small gaps add up.
Make them easier to act on.
Lost time and avoidable cost often start with a record nobody can find or an action nobody owns. Give your team a shared view of the vehicle, the next task and the person responsible.
02 / THE HIDDEN COST
Service gets missed until something stops.
A service date on a spreadsheet cannot tell the whole story when vehicles cover different distances and equipment runs different hours.
Use distance, engine hours or calendar intervals.
03 / THE HIDDEN COST
Responsibility gets lost in the follow-up.
A defect is mentioned. A driver changes. A renewal is forgotten. Your team spends time piecing together what happened.
Keep assignments, issues and renewal history together.
From scattered records to useful decisions
See the cost.
Know the next action.
Explore how connected fleet records help your team spend less time chasing updates and more time managing the exceptions.
Know which vehicles need a closer look.
Bring maintenance, repairs, insurance and other recorded expenses into a vehicle cost ledger. Compare costs by distance or operating hour, then review total cost of ownership.
- Compare recorded costs across vehicles and groups
- Review acquisition, lease costs and disposal proceeds in TCO
- Separate spending by business unit where applicable
TRK-024 · Cost summarySample month
Maintenance & repairs$840
Insurance & renewals$300
Other recorded costs$612
Accepted distance readings6,257 mi
Recorded cost / mi$0.28
Illustrative data. Recorded costs total $1,752. Cost per distance uses accepted readings; lease costs are shown separately. TCO also considers acquisition and disposal.
Keep service visible before it becomes overdue.
Set service programmes using distance, engine hours or calendar intervals. See due-soon and overdue work, then connect it to Maintenance work orders.
- Set intervals for vehicles and equipment
- Notify the responsible managers when service becomes due
- Update the service baseline when work is completed
Service due · Next actionsIllustrative data
TRK-024
Engine service · 220 mi remainingDue soon
Engine service · 220 mi remainingDue soon
EXC-008 · Excavator
Hydraulic service · 18 hours overdueOverdue
Hydraulic service · 18 hours overdueOverdue
VAN-012
Scheduled inspection · Due in 8 daysDue soon
Scheduled inspection · Due in 8 daysDue soon
→
Create a Maintenance work orderCompletion updates the service baseline.
Work orders use the OCTO Ops Maintenance module and require the appropriate access.
Follow the record from driver to resolution.
Keep driver assignments, meter readings, inspections and defects connected to the vehicle. Give drivers access to their own work when self-service suits your operation.
- Review permanent and temporary assignment history
- Flag implausible readings for review
- Use authenticated QR links to open the right record
TRK-024 · Accountability trailIllustrative data
01
Driver assigned to vehicleAssignment date and starting reading recorded
02
Inspection records a brake defectFailed check creates a linked critical issue
03
Manager reviews and assigns actionVehicle flagged; service status follows your settings
04
Repair is recorded against the vehicleWork order and resolution stay connected
Driver self-service is optional. Staff can enter records for drivers.
Stop rebuilding the renewal list every month.
Record vehicle and driver renewals, keep the history, and send reminders before expiry. A calendar and compliance report help managers see what needs attention.
- Configure renewal types and reminder days
- Link vehicle and driver documents to their records
- Keep previous and renewed records connected
Renewals & compliance recordsIllustrative data
Vehicle registrationDue in 14 days
Vehicle insuranceDue in 30 days
Driver licenceValid
↗
Reminders before expiryConfigurable by renewal type
Maintain your renewal records and supporting documents. Requirements are defined by your organisation; the software does not certify legal compliance.
One connected follow-through
A failed check should
start an action.
Capture a defect while the vehicle is in front of the driver. Keep the issue, the responsible person and the repair record connected.
01
Inspect & record
Use a phone checklist with photos and signatures.
02
Raise & assign
Failed items create issues; critical defects notify managers.
03
Repair & resolve
Link a Maintenance work order and retain the completion record.
Driver entry is configurable. Work orders use OCTO Ops Maintenance with the appropriate permissions.
OCTO OpsMy Fleet
TRK-024
Daily vehicle check
Pre-trip inspection
Lights & indicators✓ Pass
Tyres✓ Pass
Brakes✕ Fail
Defect photo attached
Submit inspection
Linked issue created
Brake defect
needs attention.
The inspection and vehicle stay connected to the follow-up.
Critical · Manager notifiedFlag or out-of-service action follows your settings.Illustrative workflow · Sample vehicle and inspection
Inside OCTO Ops Fleet Management
The records your fleet needs.
The controls your team can use.
Start with Fleet for your core records. Connect service and defect workflows with the Maintenance module when your operation needs work-order control.
Vehicles & equipment
Keep one register for cars, vans, trucks, forklifts, excavators, generators and other fleet equipment.
Readings you can review
Record odometer and engine-hour readings. Flag implausible entries before they affect current readings and service calculations.
Driver assignments
Record permanent and temporary assignments, handover readings and driver renewal details.
Digital inspections
Use configurable checklists with photos and signatures. Failed checks create issues for follow-up.
Service programmes
Schedule by distance, hours or time. Generate work orders through OCTO Ops Maintenance.
Renewal reminders
Track insurance, registration, licences and your own renewal types with configurable expiry reminders.
QR record access
Identify vehicles and drivers with QR labels. Signed-in, authorised team members can open the relevant record.
Management reporting
Review vehicle cost summaries, service-due reports and renewal records. Filter supported views by business unit.
A practical fit for mixed fleets.
Manage owned, leased, rented and hired vehicles.
A practical fit for distributed operations
One fleet process.
Room for local differences.
Manage road vehicles and equipment with configurable distance units, engine-hour readings, vehicle groups and inspection templates. Use business units to review the parts of your operation that matter.
01
Configure the process around your fleet.
Use miles or kilometres at team level, and engine hours for equipment. Define your renewal types, reminder windows and inspection checklists.
02
Give people access that fits their role.
Control who can view records, enter readings, review exceptions and change vehicle status. Enable driver self-service when it fits your workflow.
03
Evaluate remotely. Scope implementation together.
Discuss your fleet, current records and rollout needs in an online demo. Integration requirements and regional obligations are reviewed separately.
Before you decide
Clear answers.
A practical starting point.
Understand what the current module covers and where your requirements need a separate conversation.
What does OCTO Ops Fleet Management cover?
The current module covers vehicles and equipment, driver assignments, readings, inspections, issues, service programmes, renewals, vehicle costs and reporting. It supports staff entry and optional driver self-service.
Do we need GPS trackers to use it?
No. You can record odometer and engine-hour readings manually and collect inspection records from a phone. Live GPS maps and telematics are not included in the current Fleet module.
Can we manage equipment as well as road vehicles?
Yes. Vehicle types support distance readings, operating hours, both, or neither. You can register equipment such as forklifts, excavators and generators alongside cars, vans and trucks.
What happens when an inspection finds a defect?
Failed inspection items create linked issues. Critical defects notify managers and either flag the vehicle or move it out of service, depending on your settings. Repair work can be linked to a Maintenance work order; this requires the Maintenance module and appropriate permissions.
Does this include fuel management, dispatch or finance posting?
The current module can record fuel as a cost category. Dedicated fuel management, trips and dispatch, live telematics and automatic posting of Fleet costs to Finance are outside the current release. We will confirm your requirements during the demo.
How does it help us reduce fleet waste?
It makes overdue service, expiring renewals, unresolved defects, assignment history and recorded vehicle costs easier to see and act on. Your actual savings depend on the quality of your records, team adoption and the actions you take. No fixed savings percentage is promised.
Does it meet the regulations in our country?
You can configure renewal types, inspection templates and reminders to support your processes. This page does not claim country-specific regulatory certification, hosting location or data residency. Discuss the requirements for your region with Flatorb before implementation.
How can we see it or get started?
Request a fleet demo using the form below, call Flatorb on +94 77 512 0838, or create an OCTO account through the signup link. The signup link opens the OCTO platform; Fleet access, plan terms and setup requirements should be confirmed with Flatorb.
Book your fleet management demo
Bring your fleet into
a clearer view.
Show us how you manage vehicles, equipment and costs today. We’ll focus the conversation on the controls and visibility your team needs.
- Review your vehicles, equipment and current records
- Walk through costs, service, inspections and renewals
- Discuss setup, module access and next steps
Prefer to call? Our team is based in Sri Lanka.+94 77 512 0838 ↗
Or email contact@flatorb.com
Ready to explore? Create an OCTO account ↗
Opens the OCTO platform. Confirm Fleet access and plan terms with Flatorb.