Transportation Fleet Management Software

Manage your fleet and other items that are involved transportation in one centralized, always up-to-date system.

Do the planning and scheduling in our web app on any device, and checkouts and other in-field operations with our mobile app.

Key features:

  • Track tool and asset locations
  • Schedule and reserve vehicles
  • Report and resolve issues fast
  • Maintenance scheduled and logged
  • Assign user responsibility
  • Prevent double-bookings
  • Monitor asset usage trends
  • Digitize checkout and returns
Fleet and what is in it

A van is not one asset.
It is an asset with a stockroom inside it.

The van went in for its service and came back on the Thursday. The ratchet straps did not, and neither did the spill kit or the good torque wrench. Whether they were in it when it went, or whether somebody had already moved them into the other van, is a question nobody could answer. There had never been a list of what lived in that van.

Fleet systems treat a vehicle as a thing to maintain. Inventory systems treat it as a place. It is both, and the gap between the two is where the kit goes.

Four ways that shows up.

A place that moves

The vehicle is a location, and the location keeps driving away

Most systems make you choose: either the van is an asset with a service record, or it is a place things are stored. Choosing the first means the contents are invisible; choosing the second means the van itself has no history. Neither is right, and the mismatch is why nobody can say what was in the vehicle that just left the yard. What actually fixes it: letting the same van be a maintained asset and a location in its own right — one that is allowed to move, and remembers where it has been.

  • Locations have a kind, and vehicle and container count as mobile
  • Every move of a mobile location is logged, so a van’s placement history reads like any item’s
  • Nest locations the way the operation runs: depot → van → shelf, up to five levels
  • Filter by a depot and everything beneath it comes too, vehicles included
  • Group the kit that travels together into a kit, so it is checked out and returned as one thing
How location tracking works
A van with its rear doors open showing racking and equipment cases inside, drawn in ink line art
Tuesday

Who had it on Tuesday, and what state did it come back in

The question arrives late and from outside: a fine, a damage claim, a customer complaint about the state of the vehicle. By then the answer depends on somebody’s memory of a week they have no reason to remember, and the keys have been through four pairs of hands since. What actually fixes it: making the key handover an event with a name and a time on it, so the history exists before anybody needs it.

  • Check a vehicle out to a named driver, with a return time
  • Full handover history per vehicle — who, when, how long, and when it actually came back
  • Record the condition on return, with photos, as part of handing it back
  • Overdue notices go out on their own when something is not returned
  • Drivers can be given accounts that take and return vehicles, and nothing else
How checkouts work
A key board with several vehicle key fobs on hooks and one hook empty, drawn in ink line art
The defect

The fault was reported to a person, not to anything that remembers

A driver notices a light, a noise, a mirror that will not stay put. They mention it — to the supervisor, in a group chat, to whoever was in the yard. That is a report to a human being, and human beings go on holiday. The vehicle goes out again the next morning because nothing about it looks any different. What actually fixes it: making the defect a property of the vehicle, so it stops the next booking without needing anybody to intervene.

  • Report the fault from the cab with photos, in the time the phone call would have taken
  • An open issue can flip the vehicle to inoperative automatically, and clear it when the job is closed
  • Inoperative vehicles are refused for bookings and checkouts, flagged NOT WORKING in the picker
  • Repair, maintenance, inspection and transport bookings stay allowed, so it can be driven to the garage
  • Recurring inspections scheduled per vehicle, with the results kept on the vehicle
Maintenance & repairs
A cracked wing mirror hanging from a vehicle by its cable with a tag attached, drawn in ink line art
Keep or replace

The vehicle you should have sold two years ago

Every repair was approved on its own merits and every one of them was the cheaper option at the time. The pattern only exists across years, spread over invoices filed by date rather than by vehicle, which is how a van can cost more to keep on the road than to replace without anyone ever seeing the total. What actually fixes it: putting the cost of each job on the vehicle it was spent on, so keep-or-replace is a number rather than an argument.

  • Record what each service or repair cost, on the job itself
  • A costs report totals spend per vehicle, type, location or kind of work
  • Purchase value, expected lifespan and depreciation sit on the vehicle too
  • Downtime per vehicle, measured from the periods it spent marked inoperative
  • Attach invoices, service reports and inspection paperwork to the record
Reports & insights
A van raised on a two-post workshop lift with a tag hanging from one lift arm, drawn in ink line art
Being straight about it

What Itefy does not do

It is not telematics. There is no GPS tracking, no live vehicle positions, no fuel cards, no mileage capture and no driver-hours or tachograph handling. Nothing is read from the vehicle: a van’s location is where somebody last put it, not where it is this second.

That has one consequence worth weighing before anything else — service intervals are scheduled by date, not by distance. If your maintenance plan is driven by odometer readings, Itefy will not trigger from them, and that is the gap to test against your own process. There is also no DVIR workflow and no route planning.

01

Total Control of Your Transportation Equipment

Keep your fleet vehicles, diagnostic tools, heavy machinery, and support equipment in one centralized, always-synced database - ready when and where you need them.

  • Manage vehicles, machinery, tools, and inventory with a unified system built for transportation operations.
  • Sort and filter by asset type, category, location, condition or availability - perfect for complex, distributed fleets.
  • Group tools, containers, and portable kits with vehicles or service units for fast checkouts and returns - while maintaining each item separately.
Items registry in Itefy with tabs, search and filters
02

Schedule Equipment & Vehicle Use with Smart Reservations

Maximize utilization of vehicles, tools, and service equipment—no more double bookings or scheduling chaos.

  • Enable self-service bookings for teams
  • Book multiple items and kits in one reservation
  • Scan QR codes to reserve on the go
  • View all upcoming reservations at a glance
Reservation calendar in Itefy with color-coded bookings
03

Track Actual Usage with Checkouts

While reservations handle planning, checkouts give you full visibility into real equipment usage in the field.

  • Track when, where, and how equipment is used
  • Enable self-checkout to log user responsibility
  • Get alerts when items aren't returned on time
  • Set home locations to simplify returns
Checkout log in Itefy with statuses and due dates
04

Scan QR codes for fast handling

Label equipment with Itefy QR codes to speed up processes and avoid mix-ups in the field.

  • Print labels on Avery or Herma using a standard laser printer
  • Export item lists with unique codes for label printers
  • Scan QR codes with the Itefy GO mobile app
  • Quickly find items, reserve, or check out equipment
QR label generation in Itefy
05

Proactive Maintenance for Reliable Transport Operations

Keep your fleet, tools, and transport equipment in top shape with planned, documented maintenance.

  • Schedule recurring maintenance for vehicles and equipment
  • Assign tasks to specific mechanics or service locations
  • Track Service History Across Your Entire Fleet - Convert bookings into maintenance logs with service details
  • Let teams record diagnostics, repairs, and service notes
Issue ticket in Itefy with a Schedule repair action
06

Control Fleet Consumables with Inventory Management

Never run out of critical supplies—track parts, fluids, and consumables across depots and service bays.

  • Enable self-service registration for mechanics and drivers
  • Label shelves and bins with QR codes for fast usage logging
  • Maintain a complete usage history for all materials
  • Get low-stock alerts with custom thresholds per item
Inventory tab in Itefy with quantities and thresholds
07

Instant Fleet Status on Your Dashboard

Get a clear overview of your vehicles, tools, and equipment at a glance.

  • Color-coded alerts highlight critical fleet and equipment conditions
  • Quickly spot vehicles or assets needing maintenance or attention
  • View key stats and recent activity across your fleet in one place
  • Fast access to reservations, checkouts, and issue reports
Itefy dashboard with live equipment status
08

Delegate Responsibility Across Your Team

Empower drivers, mechanics, and field crews with self-service access while maintaining full control.

  • Set customized permissions for each team member
  • Assign specific vehicles, tools, or equipment to individual users
  • Track who currently has each asset in their possession
  • Generate checkout and activity reports grouped by driver
User permissions setup in Itefy

A Complete Toolbox for Managing Your Fleet and Equipment

Itefy offers a full suite of tools to track, reserve, maintain, and manage all your transportation assets - keeping your fleet and equipment running smoothly.

Asset Database

Keep track of, organize and categorize all your assets in one database.

Learn more

Reservations

Plan and schedule usage, maintenance or whatever needs to be scheduled for your assets.

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Checkouts

Keep track of actual asset usage, and make sure it's being returned in time.

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Location Tracking

Keep track of where your assets are located at any given time.

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Issue Tracking

When equipment breaks, Itefy's issue management module helps to efficiently resolve it.

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Event Tracking

Keep track of events such as purchases, license renewals, maintenance etc.

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Mobile App

Use our mobile app Itefy GO to create reservations, checkouts and more on the go.

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Statistics

Statistics on utilization, condition and inventory, refreshed hourly.

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Collaboration

Share the equipment management by delegating responsibility to multiple people.

From the blog

More on the blog

A Step-by-Step Guide to Creating a Fleet Maintenance Checklist

8 Fleet Management KPIs to Start Tracking Right Now

Trucking Logistics: What It Is, How It Works and The Business Model

Plans & Pricing

  • USD
  • EUR
  • NOK
Monthly Yearly

  • Basic

    N/A
    per month, paid N/A
    • N/A items
    • N/A locations
    • N/A users included
    • Extra seats N/A/month
    • N/A GB storage

    Core features

    • Items, check-in & check-out
    • Reservations & scheduling
    • Issues, maintenance & events
    • QR labels, NFC & mobile app
    • Public item pages
    • Custom specifications
    • Excel import & export
    • Sign in with Google
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  • Most popular

    Startup

    N/A
    per month, paid N/A
    • N/A items
    • N/A locations
    • N/A users included
    • Extra seats N/A/month
    • N/A GB storage

    Everything in Basic, plus

    • Recurring reservations
    • Kits
    • Contacts
    • Reports & insights
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  • Business

    N/A
    per month, paid N/A
    • N/A items
    • N/A locations
    • N/A users included
    • Extra seats N/A/month
    • N/A GB storage

    Everything in Startup, plus

    • API access for custom integrations
    • Up to 5 API keys
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  • Enterprise

    N/A
    per month, paid N/A
    • N/A items
    • N/A locations
    • N/A users included
    • Extra seats N/A/month
    • N/A GB storage

    Everything in Business, plus

    • Up to 25 API keys
    • Highest limits, built for large fleets
    • Lowest extra-seat price
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Take control of your equipment

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