Industries · Fleet management
Keep the fleeton the road,not in the yard.
We build fleet systems that bring vehicles, drivers, maintenance, fuel, tolls, fines and documents into one record per vehicle — so you know what each one is doing, what it costs and when it will be off the road.
- Vehicle register
- Driver assignment
- Preventive maintenance
- Work orders
- Fuel & tolls
- Traffic fines
- Documents & expiries
- Cost per vehicle
01Where fleets leak
The vehicles are busy. The records are idle.
Most fleet costs aren't hidden — they're spread across fuel statements, workshop invoices, fine notices and a spreadsheet nobody fully trusts.
01Services are booked when the warning light comes on
What happens
Service intervals are tracked in a spreadsheet by odometer readings that drivers report when asked. Tyres, batteries and AC checks wait until something fails.
What it costs
Breakdowns on the job, vehicles stuck in workshops for days instead of hours, and repairs that cost more because they were left too long.
With one system
Preventive maintenance plans per vehicle by kilometres, engine hours or date — with odometer readings from telematics or the driver app and work orders raised before the due point.
02Fines arrive weeks later and nobody knows who was driving
What happens
Traffic fines and toll charges come in as statements against the plate. Someone matches them to a driver by asking around and checking an old WhatsApp message about who took which car.
What it costs
Fines paid by the company that should have been recovered, disputes with drivers, and no pattern visible for repeat offenders.
With one system
Every vehicle has an assignment history with dates and times, so each fine or toll is matched to the driver who had the vehicle — ready for recovery or review.
03Fuel cards are reconciled once a month, if at all
What happens
Fuel card statements are downloaded at month end and skimmed. Litres, odometer readings and vehicle tank sizes are never compared.
What it costs
Fills larger than the tank, fuel bought for the wrong vehicle and consumption creeping up unnoticed.
With one system
Fuel transactions are imported per vehicle and checked against tank size, distance travelled and normal consumption — with anything unusual flagged for review.
04Registration and insurance expiries are discovered at a checkpoint
What happens
Vehicle registration, insurance, permits and driver licences each have their own expiry, kept in a file or someone's calendar.
What it costs
Vehicles taken off duty at short notice, drivers who can't legally drive the vehicle they've been given, and renewal work done in a rush.
With one system
Each vehicle and driver carries its documents and expiry dates, with reminders, renewal tasks and a block on assigning anything that has lapsed.
05Nobody can say what a vehicle actually costs
What happens
Lease or depreciation is in accounts, fuel in card statements, repairs in workshop invoices and fines in a separate file.
What it costs
Old vehicles kept running long after they stopped making sense, and replacement decisions made on instinct.
With one system
Every cost lands on the vehicle record, so cost per vehicle and per kilometre is visible by month, department and project.
06Pool vehicles go missing between departments
What happens
Shared vehicles are handed over by key and a quick message. Bookings for site visits or projects are made by calling whoever looks after the keys.
What it costs
Vehicles double-booked, others standing idle, and damage found days later with no record of who had it last.
With one system
Pool vehicles are booked in the system, handed over with a short check-out and check-in (fuel, kilometres, photos), and every movement is logged.
02Fleet platform preview
What your fleet system could look like.
From the fleet controller's week plan to the finance view of cost per vehicle — switch between the screens your team would use. Every screen is designed per fleet in discovery.
Illustrative interface with sample data — your system is designed around your vehicles, departments and workshops.
Illustrative demo · sample dataPicture your own fleet on one screen?
Build your fleet system03Solutions
Fleet modules — chosen for the fleet you run.
One record per vehicle, from purchase to disposal
Vehicle register
Every vehicle with its plate, chassis number, ownership or lease terms, department, documents, odometer history, costs and full assignment trail.
- Owned, leased and hired vehicles
- Department and project allocation
- Odometer and engine-hour history
- Disposal and replacement records
One record per vehicle, from purchase to disposal
Vehicle register
Every vehicle with its plate, chassis number, ownership or lease terms, department, documents, odometer history, costs and full assignment trail.
- Owned, leased and hired vehicles
- Department and project allocation
- Odometer and engine-hour history
- Disposal and replacement records
Not every fleet needs every module. We scope the ones your operation actually uses, and add the rest when you need them.
04AI inside the system
AI that reads the fleet's paperwork for you.
A fleet generates statements, invoices, reports and readings every day. AI in your fleet system works through them, matches them to vehicles and drivers, and puts the exceptions in front of the people who decide.
AI flags, matches and drafts; your team decides. Fine recoveries, workshop approvals, assignments and messages to drivers wait for a person to confirm, and AI only sees the vehicles and records each user is permitted to see.
- 01
Fuel anomaly checks
Flags for reviewAnything unusual on this month's fuel card statement?Compares each fill with the vehicle's tank size, kilometres since the last fill and its normal consumption, and lists the fills that don't fit — with the reasons — for a supervisor to review.
- 02
Fine and toll matching
Recovery needs approvalMatch this week's fines to drivers.Matches each fine and toll to the driver assigned to that plate at that time, and lists anything with no clear assignment for someone to investigate instead of guessing.
- 03
Workshop invoice reading
Checked before postingRead this workshop invoice and check it against the quote.Extracts parts, labour and totals from the uploaded invoice, compares them with the approved quote and work order, and highlights any extra lines before the invoice goes to accounts.
- 04
Maintenance forecasting
Which vehicles will be due for service in the next two weeks?Projects each vehicle's due point from its recent daily kilometres and lists the services coming up, so the planner can schedule workshop slots around assignments.
- 05
Replacement analysis
Which vans should we replace next year?Ranks vehicles by cost per kilometre, repair frequency, age and remaining lease, and explains the figures behind each one — for management to decide.
- 06
Plain-language fleet reports
Summarise last month for the operations director.Fleet cost, utilisation, vehicles off road, open incidents and expiring documents in a short brief, with links to the records behind every figure.
05A day with ORCHESTR
A fleet controller's day, two ways.
- 06:15Handovers logged on the phoneDrivers complete the pre-trip check in the app and the assignment is recorded with time, kilometres and fuel level.
- 08:40Defect becomes a work orderThe defect is reported with photos, a work order opens, and the planner sees the vehicle flagged before it's sent on a long run.
- 10:30Free vehicles on the plannerThe planner shows which pool vehicles are free and fit for the trip, and the booking is made in one step.
- 12:00Fines matched to driversFines are imported and matched to assignments; only the two without a clear driver need someone's attention.
- 14:45Quote approved in the systemThe quote is attached to the work order with the vehicle's repair history, and the manager approves it from his phone.
- 16:30Renewals already in handThe renewal task for the bus was raised a month ago; tomorrow's assignment shows it cleared.
- 18:00Cost per vehicle, todayFuel, maintenance, tolls and fines are already on each vehicle record, so this month's cost is visible today.
An illustrative day — every system is designed around how your team actually works.
06Integrations
Connects to the data your fleet already produces.
Integrations depend on what each provider exposes — we confirm every connection in scoping before committing to it. Names are examples of categories we work with, not partnerships.
- Telematics & GPS
- GPS / telematics providers (via API where available)OBD and tracker exportsGoogle Maps
- Fuel & tolls
- Fuel card statements (export or API where available)Toll statements (file import)
- Fines & documents
- Fine statements (file import)Insurer and broker documents (upload)
- Workshops & parts
- External workshop quotes and invoices (email or upload)Parts suppliers (via export)
- Accounting & ERP
- Zoho BooksQuickBooksXeroMicrosoft Dynamics / SAP (via API or export)
- Messaging
- WhatsApp Business APIEmailSMS gateways
- Data
- Spreadsheets & exportsExisting databasesBI tools
07How we build your system
Built around your fleet — not a template.
- 01
Understand your business
We spend time at the yard and the workshop: how vehicles are handed over, how defects are reported, how statements arrive and where the fleet spreadsheet lives. - 02
Map your workflows
We map each vehicle's life — assignment, checks, maintenance, incidents, charges and replacement — including the awkward cases like pool cars and hired vehicles. - 03
Design your system
We design the planner, vehicle record, driver app and cost views around those flows, with permissions for controllers, drivers, workshops and finance. - 04
Build and integrate
Built in stages — usually the vehicle register, documents and assignments first — then maintenance, statements and telematics connections. - 05
Test and launch
We import your vehicles, drivers, documents and maintenance history, pilot with one yard or department, then roll out across the fleet. - 06
Support and improve
We support the system after launch and add vehicle types, sites, providers and reports as the fleet changes.
08Why it matters
What changes for the fleet.
We don't quote savings we haven't measured. In discovery we baseline how your team works today, so improvements can be tracked against your own numbers.
Fewer surprise breakdowns
Services and checks are planned from real readings, so problems are caught in the workshop rather than on the road.Charges recovered from the right driver
Fines and tolls are matched to assignments with dates and times, not memory.Fuel spend you can explain
Every fill is checked against the vehicle it was meant for, and the unusual ones are reviewed.No lapsed documents
Expiries are visible weeks ahead and renewals have owners.Replacement decisions on evidence
Cost per vehicle and per kilometre shows which vehicles have stopped making sense.One fleet record instead of five files
Assignments, maintenance, charges and documents all live on the vehicle.
09Possible use cases
How different fleets could use it.
Examples of what we could build — not completed client projects.
Vans and pickups across many sites
Technician vehicles assigned by team and project, with daily checks, preventive maintenance and costs recharged to each contract.
Buses on fixed routes and shifts
Bus and driver rostering against shuttle routes, inspections and permit expiries, with defect reporting from every trip.
Shared cars booked like rooms
Pool vehicles booked by employees, handed over with photos and kilometres, and fines matched to whoever had the car.
One view over many fleets
Separate fleets per company or emirate with their own controllers, and a group dashboard comparing cost, utilisation and time off road.
FAQs
Fleet questions, answered.
Logistics & automotive
01Is this a GPS tracking product?
No. We don't sell trackers. If your vehicles already have GPS or telematics units, we pull odometer, engine hours and location from the provider where it offers an API, and use them to drive maintenance and utilisation. Without trackers, readings come from the driver app.
02How is this different from your logistics system?
A logistics system runs shipments, dispatch and proof of delivery for customers. A fleet system runs the vehicles themselves — assignments, maintenance, fuel, fines, documents and cost. Many companies need one, some need both, and they can share the same vehicle and driver records.
03Can fines and tolls be imported automatically?
We import the statements you already receive — usually as files or exports — and match each line to the vehicle and driver. We don't connect directly to government fine systems; where a provider offers a supported business export or API, we confirm it during scoping.
04Do you work with our external workshops?
Yes. Workshops can send quotes and invoices by email or upload them through a simple workshop link, and every document lands on the right work order. Larger workshop partners can be given their own limited access.
05We have leased and owned vehicles from several suppliers. Can it handle that?
Yes. Each vehicle carries its ownership or lease terms, supplier, contract dates and monthly cost, so leased, owned and short-term hired vehicles can be compared on the same basis.
06Can we move our existing fleet spreadsheet?
Usually that's where we start. We map your columns to the vehicle, driver and document records, clean duplicates and import maintenance history where it's reliable, so the system starts with your real fleet.
07Will AI charge drivers for fines automatically?
No. AI matches fines to assignments and flags the unclear ones. Recovering a fine from a driver, approving a repair or changing an assignment always needs a person to confirm it.
08Does it scale to a large fleet?
Yes. The same structure works for a few dozen vehicles or several thousand across companies, yards and emirates — permissions and dashboards are set per entity and per role.
09How is a fleet system priced?
It's quoted after a discovery call, based on fleet size, modules, the providers we connect to and the number of sites. Support and hosting are agreed separately, in writing.
Start here
Let's mapyour fleet.
Tell us how your vehicles are assigned, serviced and costed today. We'll show you how one system could connect drivers, workshops and finance.
- 01We get back to you to arrange a call.
- 02A focused conversation about how your fleet runs today.
- 03If there's a fit, a written scope and quote — no obligation.