Extension module – Analyze – Decide

Total cost of ownership in the vehicle fleet

Fleet costs under control

Summarize, evaluate and compare costs

Managing accident damage

Documentation of accident damage and claims settlement

The TCO module is an extension module that can be activated in addition to the standard modules of the GPS Fleet software. The TCO module works for vehicles WITH GPS telematics but also for vehicles that are to be managed purely WITHOUT telematics .

Additional module – Can be used for all vehicles – Excel document import

TCO module (extension for GPS Fleet Software)

Manage service providers

Suppliers, cost units and service providers are created, and data, documents and contact details can also be stored for the service providers.

TCO cost types

You can enter costs and cost types in the TCO module or import them via Excel. Recurring costs and costs per 100 kilometers can be set.

Development of fleet size

The TCO module shows how the number of vehicles in the fleet with new and deregistered vehicles develops over time.

TCO cost types

The total costs can be analyzed and evaluated. There are many cost types (financing, leasing, repairs, service, insurance). Ongoing and recurring costs can also be stored in the TCO module.

Manage accident damage

All accident or damage data can be stored with the other party’s data in claims management.

Statuses for losses in settlement

Users set a status for the accidental damage. This makes it easier to see which accident damage is being processed or has already been completed.

Additional module – Document accident damage – Manage images

Video on accident damage management

Accident damage management functions

Accident damage requires the filing of many documents and fleet managers spend a lot of time working through the claim with drivers and the workshops and insurance companies involved. Fleet managers use the GPS Fleet software with the TCO module to clearly document accident damage.

  • Create partner workshops, insurers and appraisers
  • Upload accident damage with documents, file accident parties
  • Transparency about the current status: new damage can have a status: under assessment, under repair, insurance claim closed, etc.
  • Cost and invoice overview of accident damage

Frequently asked questions Total-Cost-of-Ownership (FAQs)

The following points are important for fleet managers when it comes to accident damage management:

  1. Complete damage recording: Efficient documentation of the damage.
  2. Cost control: Overview of repair costs through cooperation with trusted partners and workshops.
  3. Repair processing: Fast organization of repairs to reduce downtimes, knowing which vehicle is currently in which status.
  4. Insurance processing: processing of appraisals, on-site inspections, insurance.
  5. Overview and traceability: which claims have been incurred, which claims are being processed or have already been completed?
  6. Prevention: Analysis of frequent damage or causes of accidents and measures to prevent them.
  7. Replacement mobility: Ensuring that replacement vehicles or pool vehicles or rental vehicles can be provided.
  8. Compliance with legal requirements and internal guidelines.

The total cost of ownership (TCO) refers to the total costs of a vehicle during its lifecycle. When considering the TCO, it is not only the original purchase costs that count, but also the total costs of the vehicle, including servicing, over the entire period of use until disposal.

The total cost of ownership (TCO) is calculated by adding up all direct and indirect costs incurred over the entire service life of a vehicle. This includes acquisition costs, operating costs, maintenance costs and any disposal costs.

Fleet managers should be concerned with total cost of ownership in the fleet:

  1. Cost transparency: to better understand and control all costs.
  2. Identify optimization potential in the vehicle fleet: savings through more efficient vehicle selection, maintenance and operation.
  3. Strategic decisions in the selection of suppliers for vehicle fleets: sound evaluation of investments, leasing or purchase.
  4. Sustainability: weighing up more environmentally friendly and cost-effective options.
  5. Competitive advantage for your own company: Remaining competitive through lean cost structures.
TCO software in the fleet should include the following functions:

  1. Cost recording: Recording of all relevant costs (acquisition, operation, maintenance, insurance, taxes, etc.).
  2. Cost analysis: Analysis of total costs per vehicle, vehicle type and fleet.
  3. Reporting: Preparation of TCO cost reports and comparison of vehicles.
  4. Forecasts: Prediction of future costs and residual values.
  5. Benchmarking: Comparison of vehicle models based on TCO data.
  6. Integration: Connection to existing telematics data.
  7. Flexibility: Adaptation to individual fleet sizes .
  8. Sustainability assessment: analysis of CO₂ emissions .