Real fleet cost lives across trips, drivers, fuel, maintenance, tyres, compliance, accidents and downtime. Cyclomax brings those records together so management can see the whole operational picture.
01
Trips Without Reconciliation
Vehicle requests, fuel issues, odometer readings and driver allocations often sit in separate records.
Separate recordsLinked to the trip
02
Maintenance Without Component History
Tyres, batteries and spare parts get replaced without knowing how long or how many kilometres they lasted.
Separate recordsLinked to the vehicle
03
GPS Without Business Context
Location data alone does not explain trip cost, driver behaviour, fuel efficiency or operational purpose.
Separate recordsLinked to the driver
Complete Fleet Lifecycle
One Fleet System From Registration to Replacement.
Cyclomax follows each vehicle through compliance, allocation, operation, maintenance, cost analysis and final replacement or disposal.
01
Register
Vehicle master, ownership, certificates and documents.
02
Comply
Insurance, licence, fitness, weight and permits.
03
Book
Employee/department request and approval.
04
Dispatch
Driver, running chart, start meter and fuel.
05
Track
GPS route, speed, stops and location history.
06
Maintain
Service, repairs, tyres, batteries and parts.
07
Analyze
Fuel, TCO, utilization, driver and AI insights.
08
Replace
Cost, age, mileage and condition-based planning.
Fleet Management Capabilities
Everything You Need to Control Vehicles, Trips and Cost.
Click a capability to explore how it works inside the wider Cyclomax ERP.
Vehicle Registry & Compliance
Maintain the complete identity, legal status and compliance history of every vehicle in the fleet.
Vehicle registration and master details
Insurance, revenue licence and fitness certificate tracking
Weight/load, emission and permit certificate management
Lease/finance details and document uploads
Renewal reminders, escalation and allocation warnings
Critical compliance can be linked to allocation rules so expired vehicles can be warned or blocked where required.
01
Vehicle Registry & Compliance
Maintain the complete identity, legal status and compliance history of every vehicle in the fleet.
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Driver Pool & Performance
Manage driver eligibility, availability, assignments and performance inside the same fleet operation.
Driver registration and licence details
Licence class and expiry control
Driver pool and availability
Trip, mileage and incident history
Fuel efficiency, GPS behaviour and driver KPIs
Connects with HRM so driver identity and operational assignments remain aligned.
02
Driver Pool & Performance
Manage driver eligibility, availability, assignments and performance inside the same fleet operation.
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Vehicle Booking & Running Chart
Control the full process from internal vehicle request through approval, dispatch and trip closure.
Vehicle request by employee or department
Approval workflow and availability checks
Vehicle and driver allocation
Running chart / trip sheet generation
Start/end odometer and fuel reconciliation
Suitable for company vehicle pools, logistics teams and internal transport workflows.
03
Vehicle Booking & Running Chart
Control the full process from internal vehicle request through approval, dispatch and trip closure.
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Fuel Management
Know where every litre went and whether the vehicle is performing as expected.
Fuel type and issue quantity/value
Fuel card, voucher or supplier references
Start/end fuel level and odometer linkage
km/L and trip-wise consumption
Abnormal usage alerts and cost allocation
Fuel data can be reconciled against trip distance, GPS history and driver performance.
04
Fuel Management
Know where every litre went and whether the vehicle is performing as expected.
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Service & Repairs
Plan regular service and track special repairs, breakdowns and accident work against each vehicle.
Mileage/date-based service schedules
Preventive and special repair work orders
Accident and damage repairs
Insurance-claim-linked repairs
Vehicle-wise repair cost and service history
Connects Maintenance, Inventory and Accounts for complete cost and parts traceability.
05
Service & Repairs
Plan regular service and track special repairs, breakdowns and accident work against each vehicle.
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Tyres, Batteries & Serial Parts
Track component life from installation to replacement instead of losing it in maintenance notes.
Old/new serial number capture
Battery replacement history
Tyre position and rotation history
Part life by kilometres and time
Replacement and component cost history
Useful for identifying real tyre, battery and spare-part life by vehicle and operating condition.
06
Tyres, Batteries & Serial Parts
Track component life from installation to replacement instead of losing it in maintenance notes.
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GPS & Telematics
See where the vehicle went, how long it stopped and how it was driven.
Live vehicle location
Route and trip history
Speed, overspeed and idle time
Geofence and route deviation alerts
GPS distance and driver behaviour analysis
Supports multiple GPS providers through APIs depending on client hardware and implementation.
07
GPS & Telematics
See where the vehicle went, how long it stopped and how it was driven.
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Vehicle Inventory & Toolkit
Know what equipment should be inside every vehicle before it leaves the yard.
Standard toolkit by vehicle type
Vehicle-wise assigned equipment
Issue/return and condition checks
Missing or damaged item alerts
Periodic verification and replacement history
Can connect assigned items with Fixed Assets or Inventory where detailed tracking is required.
08
Vehicle Inventory & Toolkit
Know what equipment should be inside every vehicle before it leaves the yard.
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Accidents & Insurance Claims
Keep incident, damage, claim and repair information in one connected workflow.
Accident/incident registration
Photo/video and third-party evidence
Damage assessment and repair estimate
Insurance claim and surveyor tracking
Settlement, repair order and downtime history
Driver history, vehicle downtime and uncovered repair costs remain linked to the incident.
09
Accidents & Insurance Claims
Keep incident, damage, claim and repair information in one connected workflow.
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Fleet Cost & TCO
See the fleet as a business cost, not just a vehicle list.
Fuel and maintenance cost
Tyre, battery and spare-part cost
Insurance, licence and permit cost
Trip cost and cost per kilometre
Total cost of ownership and replacement analysis
Supports cost analysis by vehicle, branch, department, project or operational use case.
10
Fleet Cost & TCO
See the fleet as a business cost, not just a vehicle list.
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AI & Predictive Fleet
Use mileage, fuel, GPS, service and cost history to identify risk before it becomes expensive.
Predictive maintenance indicators
Fuel anomaly detection
Driver risk and route efficiency analysis
Idle or underused vehicle detection
Replacement, tyre and battery life recommendations
Custom AI models and natural-language fleet queries can be configured around available client data.
11
AI & Predictive Fleet
Use mileage, fuel, GPS, service and cost history to identify risk before it becomes expensive.
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Fleet Intelligence Dashboard
Bring trips, cost, maintenance, compliance, GPS and driver performance into one management view.
Trip and driver history
Fuel efficiency and cost reports
Maintenance and compliance due dashboards
Utilization, idle time and cost per km
AI-generated fleet summaries and alerts
Designed for fleet managers, operations teams and management to act from the same live data.
12
Fleet Intelligence Dashboard
Bring trips, cost, maintenance, compliance, GPS and driver performance into one management view.
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Vehicle Pool & Running Chart
Request. Approve. Dispatch. Reconcile.
Employees or departments can request a vehicle, route it through approval, allocate an available vehicle and driver, record starting fuel and meter readings, then reconcile the journey when the vehicle returns.
Vehicle Request→Approval→Vehicle + Driver→Start Meter / Fuel→Dispatch→Return Meter / Fuel→Reconcile
Running Chart Control
Vehicle and driver availability before allocation.
Trip purpose, destination, date and time.
Automatic distance and fuel consumption calculation.
Complete vehicle and driver trip history.
Trip Request · TR-2048
Pending Approval
Request
Approve
Dispatch
Reconcile
Requested BySales Department
PurposeClient visit
RouteKurunegala → Colombo
Date · TimeMon · 08:30
VehicleAwaiting approval
Driver–
Start Meter–
Return Meter–
Fuel Used–
496 km · 42 L · 11.8 km/L reconciled
Click to move the trip forward
Fuel Management
Know Where Every Litre Went.
Track fuel issue, value, supplier or card, start/end levels, odometer readings and trip distance to calculate real fuel efficiency and reconcile usage.
Trip-Wise Consumption
Link fuel usage to the actual running chart and distance travelled.
km/L Efficiency
Compare vehicle and driver efficiency over time.
Abnormal Usage Alerts
Flag unusual fuel consumption for review and escalation.
For tyres, batteries and serialized spare parts, Cyclomax can retain both the old and new component details so actual component life becomes measurable.
Old Serial→Replace→New Serial→Install Date→Kilometres→Life & Cost
Component Life · WP CAB-8812
Old · Front LeftTY-58213
New · Front LeftTY-61907
Lasted 52,400 km · 26 months
Old BatteryBT-20417
New BatteryBT-23380
Lasted 31 months · 68,900 km
Old AlternatorAL-77120
New AlternatorAL-80554
Lasted 18 months · 41,300 km
Service, Repairs & Components
Know How Long Every Tyre, Battery and Part Really Lasted.
Regular service, special repairs, accident work, tyre rotations, batteries and serialized parts all remain connected to the vehicle’s mileage, cost and maintenance history.
GPS & Telematics
See Where the Vehicle Went — and How It Was Driven.
Connect supported GPS providers to bring live location, route history, stops, speed, overspeed, geofence activity, route deviation and idle time into the fleet record.
Live Location→Route→Stops→Speed→Geofence→Idle Time→Driver Behaviour
GPS + Running Chart
Link route history to the assigned vehicle, driver and approved trip.
Fuel + Distance
Compare GPS distance, odometer readings and fuel consumption for stronger reconciliation.
Provider Integration
Connect supported GPS/telematics platforms through APIs.
Trip 2048 · WP CAX-4321
Live
GPS Distance496 km
Stops2
Idle Time18 min
86
Driver Score
Speed
Idle Time
Route
AI & Predictive Fleet
Know the Risk Before the Vehicle Becomes the Problem.
Use service history, mileage, fuel usage, GPS behaviour, maintenance cost, component life and utilization to surface risk and support better replacement decisions.
Ask Your Fleet Data
● Online
Which vehicles are consuming significantly more fuel than normal?Which vehicle is likely to require maintenance soon?Which vehicles should be considered for replacement based on TCO?
NW BCD-1458 is running at 6.9 km/L against its usual 10.4 km/L. Flagged for fuel review.
Accidents & Insurance Claims
From Accident Report to Repair and Claim Closure — Keep It All Connected.
Capture incident details, evidence, damage assessment, claim progress, repair work, uncovered cost, downtime and driver history in one workflow.
Police / third-party references and photo/video evidence.
Insurance claim status and settlement tracking.
Repair order, downtime and uncovered cost.
Driver incident history automatically updated.
Claim progressStage 5 of 8
Fleet Cost & Utilization
See the Fleet as a Business Cost — Not Just a Vehicle List.
Combine fuel, maintenance, tyres, batteries, spare parts, compliance costs, trip expenses and downtime to understand cost per kilometre, utilization and total cost of ownership.
Cost / km
True operating efficiency
TCO
Full vehicle lifetime cost
Utilization
Identify idle or underused vehicles
Vehicle Cost Breakdown
Cost / kmLKR 38Stable
Utilization86%Healthy
TCO to DateLKR 4.2MOn plan
Fuel46%
Maintenance18%
Tyres & Batteries10%
Compliance8%
Downtime4%
Cost / kmLKR 44Service due
Utilization74%Healthy
TCO to DateLKR 5.1MWatch
Fuel40%
Maintenance26%
Tyres & Batteries12%
Compliance7%
Downtime6%
Cost / kmLKR 71Rising
Utilization52%Underused
TCO to DateLKR 7.8MReview
Fuel44%
Maintenance28%
Tyres & Batteries9%
Compliance6%
Downtime13%
Connected ERP Ecosystem
One Fleet System. Connected to the Entire Business.
Fleet Management connects vehicles and trips with the people, parts, finance and logistics processes around them.
Fixed Assets
HRM / Drivers
Inventory
Procurement
Accounts
Maintenance
CYCLOMAX FLEET
CORE
GPS / Telematics
Logistics / Dispatch
Sales / Delivery
CRM
Projects / Job Costing
BI / APIs
Built for Your Business. Owned by Your Business.
Fleet Management Without Per-User Licence Lock-In.
Cyclomax can configure vehicle structures, approval flows, trip logic, GPS integrations, reports and fleet policies around the client, then hand over the deployed solution and source code for internal use.
Full source-code handover for internal use.
No compulsory per-user licence fees.
AWS, cloud, local or hybrid deployment as required.
Optional AMC — continue with Cyclomax or your own IT team.
Agile Implementation
Configure the Fleet Around the Way Your Operation Actually Runs.
We map booking, driver allocation, fuel, service, GPS, claim and cost workflows, then implement and validate them in stages with the operational teams.
01
Requirement Study
Fleet structure, vehicle pool, approvals, fuel, service and compliance rules.
02
Process & Prototype
Running chart, forms, reports, GPS/device and workflow design.
03
Build & UAT
Agile configuration with fleet, finance and operational testing.
04
Go Live & Enhance
Deployment, migration, training, AI/GPS extensions and ongoing improvement.
Enterprise Fleet Control
More Than Vehicle Tracking.
Cyclomax connects the vehicle’s compliance, trip, driver, fuel, maintenance and financial life in one operational system.
360°Complete vehicle lifecycle
1 FlowBooking → Trip → Reconciliation
GPS + AITracking, risk and prediction
Ready to Take Control?
Control Every Vehicle. Every Trip. Every Cost.
See how Cyclomax Fleet Management can be configured around your vehicle pool, logistics operation, maintenance policies, GPS provider and reporting needs.
