Use case · Fleet
Electronic GPS logbook with FMC003
If, as a driver or fleet manager, you find keeping a logbook tedious and time-consuming, we have good news for you: with Teltonika GPS trackers, you can automate this process almost entirely – with an accurate and reliable electronic GPS logbook.
Image: Teltonika Telematics
The challenge
To remain economical and profitable, keeping their fleet in good condition is a top priority for most businesses. Manual reporting and human error, a flood of paperwork, a lack of driver accountability, communication and coordination problems, no clear separation between business and private use, uncoordinated or chaotic routes and idle times inevitably affect the fleet's operating costs, the company's liquidity, its competitive advantage and its reputation.
These challenges must not be ignored but should be tackled by fleet managers and business owners. This is exactly where the electronic GPS logbook function comes into play.
The solution
Businesses all over the world usually keep a logbook for each vehicle so that the fleet manager can keep track of the running costs of a particular vehicle and/or the entire fleet. This is where the Teltonika electronic logbook function with GPS tracking is particularly helpful.
In general, logbooks are kept for reliable shipping and delivery services, just like logbooks in shipping and the like. For example, the electronic logbook of the Teltonika FMC003 GPS tracker accurately records all distances travelled by a vehicle as well as the purpose of each trip.
How it works: The logbook shows the place and date of departure, a driver ID, the odometer reading at the start and end of the trip (total distance travelled), eco-friendly driving parameters (Green Driving) and the purpose of the trip. If required, the data can be used for tax purposes, for insurance and for other purposes.
The Teltonika FMC003 can read standard OBD data, including the odometer reading. However, if this data is not available for the vehicle in question, the “Trip Odometer” function is the solution. It works with GNSS data: so it is not a direct reading from the dashboard but a fairly accurate calculation based on the distance travelled. The best part: with this function, you can read the vehicle's odometer without leaving the office.
One of the most striking advantages of the logbook is the trip purpose assignment function. On the FMC003, this function is implemented as “Trip Mode”, which is configured in the “Trip” section of the device settings. A trip begins when the ignition is switched on according to the configured ignition source, movement is detected according to the configured movement source and the start speed is exceeded. The start speed defines the minimum speed from which a trip is detected. When one trip has ended and the next begins, the trip odometer is reset to zero.
Trip purpose assignment gives the driver two options: business mode or private mode. When business mode is activated, the electronic logbook captures all relevant vehicle events and records them automatically. If the driver selects private mode, the logbook is switched off and no events are recorded. This mode also enables businesses to comply with the EU General Data Protection Regulation (GDPR).
This function is particularly useful when a company car is used for both business and private purposes (e.g. at weekends, on holiday or after work), or for accurate vehicle tax reporting in some countries. It is also an easy way for self-employed people to use their own vehicle as a business asset.
For example, Teltonika's plug-&-play trackers for the OBD-II port are ideal for tracking light commercial vehicles, for instance for courier services, car rental and leasing, insurance telematics and many other scenarios in which simple, fast and cost-effective installation is the priority.
System overview
Graphic: Teltonika Telematics
Your benefits
Efficiency and accuracy
Automate your logbook, reduce manual errors and time-consuming paperwork, and ensure accurate documentation.
Greater driver accountability
Keep an eye on drivers' driving behaviour and activities, and promote a sense of responsibility as well as compliance with company policies.
Real-time fleet monitoring
Track every vehicle in your fleet in real time and gain insight into routes, stops and usage patterns.
Separate business and private modes
Switch easily between business and private mode to ensure privacy and legal compliance.
Comprehensive reporting
Use the electronic logbook for tax, insurance and other records – based on accurate and reliable data.
Easy to use
Access the electronic logbook in the way4net Portal from any device, from smartphone to PC – convenient for drivers and fleet managers alike.
Cost savings and ROI
Reduce operating costs and achieve a faster return on investment by monitoring and optimising your fleet operations.
Devices used
Devices from Teltonika – available from way4net to buy or rent, bundled with the way4net Portal.
Case study (Teltonika)
A German fleet management company and Teltonika customer specialising in digital logbook solutions has integrated the Teltonika FMC003 tracker to improve tax compliance and operational efficiency for businesses in various industries. The tracker has helped to automate trip recording, ensure accurate mileage records and reduce administrative effort by 75% – with average annual savings of over €2,500 per driver. By eliminating manual data entry, the businesses can now prepare their tax records more easily and quickly while avoiding errors and inconsistencies in their logbooks.
In addition, the FMC003 gives fleet managers full transparency and greater protection against unauthorised vehicle use and theft through real-time GPS tracking, geofencing and instant notifications. By reading OEM data, it provides valuable insights into fuel consumption, engine performance and vehicle condition, enabling predictive maintenance and further cost optimisation. As a result, around 3,000 fleets across Germany have already successfully switched from paper-based logbooks to fully digital reporting systems with this Teltonika customer – with improved legal compliance, operational efficiency and more effective fleet management overall.
Note
Content and graphics based on the use case by Teltonika Telematics (original on teltonika-gps.com), translated and adapted for way4net. Device data according to manufacturer specifications. Together, we will work out which devices and functions suit your application – and you can test the solution with a 14-day trial.
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