BUYING GUIDE How to choose a GPS vehicle tracking & fleet tracking system

Vehicle tracking advice – where to start

When you’re being given a demonstration of a tracking system, the supplier should be asking you a lot of questions about your business – vehicles, routes, working patterns and goals. A good GPS vehicle tracking system can do far more than just show dots on a map; it can help reduce fuel spend, improve productivity, protect vehicles and support health & safety.

The right system will become part of how you run the business every day, not just something you log into occasionally. Below are a few key things to think about before you choose a vehicle and fleet tracking supplier.

What should a GPS vehicle tracking system help you do?

At a minimum, a modern vehicle tracking and fleet tracking system should help you:

• See each vehicle’s live location, speed and status on a map.
• Review journey history and time on site for proof of attendance and timesheets.
• Reduce fuel costs by cutting idling, unauthorised trips and poor driving habits.
• Improve productivity by dispatching the nearest vehicle and avoiding wasted mileage.
• Protect vehicles with out-of-hours and movement alerts.
• Produce clear, automatic reports for managers and accounts.

If a system only shows basic locations and cannot give you the reports you need, it may not deliver a return on investment.

Rental vs purchase – which is right for you?

Vehicle tracking rental means you pay nothing (or very little) up front for hardware and installation. Instead, you pay a monthly fee per vehicle which usually includes:

• Tracking hardware
• Data & SIM costs
• Use of the tracking platform
• Support and warranty

Rental can be ideal if you prefer predictable monthly costs or you don’t want the hardware on your balance sheet.

System purchase means you buy the tracking hardware outright, then pay a lower ongoing service fee per vehicle. This can be a good option if:

• You plan to keep your vehicles for several years.
• You want to capitalise the hardware cost.
• You’re replacing an older tracking system and already budget for monthly service.

Not sure which works best? We’re happy to run through typical 3–5 year costs so you can see the difference between rental and purchase in real numbers.

Key questions to ask any vehicle tracking supplier

• What’s included in the monthly price? Check if mobile app access, alerts, reports and support are all included, or if there are add-on charges.
• Are there any hidden fees? Ask about installation costs, cancellation fees, admin fees, SIM charges and “extras” such as driver behaviour modules.
• How flexible is the contract? Avoid being tied into a long contract with heavy penalties if the system doesn’t deliver.
• How often are locations updated? Updates every 30–60 seconds are ideal for most fleets. Very slow update rates may limit the value of the system.
• What support and training do we get? Make sure there is proper onboarding, not just a login and a password.
• Can we run automatic reports? Daily or weekly emailed reports save managers time and keep everyone focused on the right KPIs.

Training, integration & “big brother” worries

A good vehicle tracking company won’t just install the box and disappear. They should help you integrate the system into your day-to-day operations – for example:

• Setting up the right reports for fleet, operations and accounts.
• Configuring speeding, idling and out-of-hours alerts properly.
• Training your office team and key drivers.
• Showing you how to use the system for duty-of-care and driver safety.

Many businesses worry that tracking feels like “big brother”. In reality, when it’s explained properly, most drivers understand that the system is there to protect their jobs, keep them safe and reduce wasted miles – not to catch them out.

Checking the small print – contracts & exit terms

Before you sign, read the small print carefully. We suggest checking:

• Minimum term for each vehicle.
• Notice period if you want to cancel or reduce your fleet size.
• What happens if a vehicle is sold or written off.
• Whether there are early termination charges.

In our opinion, you shouldn’t be punished for growing or changing your fleet. A fair contract gives you flexibility without nasty surprises.

Next step – speak to us about your fleet

If you’d like straight, practical advice on choosing a GPS vehicle tracking system or fleet tracking solution, you can talk to us directly. We work with fleets of all sizes across the UK and Ireland.

Call or WhatsApp:
+353 87 611 5181
Message us on WhatsApp

Or you can request a quote online or contact us with more details about your vehicles and routes. We’ll come back with clear options, not a hard sell.