Fleet management software for South African trucking
TruckAgent runs the business side of a truck fleet: which truck is on which load, what it burned, what it cost, when it is due for a service, which permits are about to lapse and what the client owes. One system, priced in rand, built for the N3, the N1 north and the border posts beyond.
From R599 a month, VAT included. 30 days free on any plan, no card needed.
This morning
Tuesday · 12 vehicles
7
on the road
3
slips to review
1
expiring soon
What fleet management software does for a trucking company
Fleet management software is the system a transport company uses to run its trucks as a business rather than as a list of vehicles. It records every load and everything that load cost, keeps each truck's services and paperwork on schedule, and turns finished work into invoices.
In South Africa the term is often used for vehicle tracking: a device in the cab and a dot on a map. Tracking tells you where a truck is. It does not tell you whether the last trip to Lusaka made money, which permit lapses next week, or why the fuel bill jumped. That is the operations side, and it is the part most fleets still run on spreadsheets.
Good software replaces those spreadsheets with one record. The driver's fuel slip, the trip it belongs to, the service it brings closer and the invoice it ends up on are the same data, entered once.
- Trips
- Each load from booking to delivery: truck, driver, route, rate and odometer.
- Fuel
- Litres, cost and odometer for every fill, read from a photo of the slip.
- Costs
- Tolls, border fees, repairs and fines, each tied to the trip that caused it.
- Maintenance
- Services by kilometres or date, tyres, inspections and open faults per truck.
- Compliance
- Licences, permits, roadworthies and PrDPs, with warnings before they lapse.
- Invoicing
- Tax invoices built from completed trips, and what every client still owes.
Tracking or operations: which do you need?
Most fleet software sold in South Africa is one of two kinds. They answer different questions, and plenty of fleets end up with both.
| Question | Vehicle tracking | Fleet operations software |
|---|---|---|
| The question it answers | Where is the truck, and how is it being driven? | What did the load earn, what is due, and who still owes us? |
| What you buy | A device per vehicle, installed, plus a monthly fee | A subscription. Nothing to install in the cab |
| Who uses it | The control room | The office, the workshop and the drivers |
| Where the data comes from | The device in the cab | Trips, slips, invoices and documents your team captures |
| How it is usually priced | Per vehicle, per month, sometimes on a contract | By fleet size, per month |
TruckAgent is the operations kind. On the Professional and Premium plans it also puts the fleet on a live map and suggests the closest unloaded truck for a new load, using the drivers' phones until a tracking provider's feed is connected. You can start without buying hardware, and if you already pay for tracking, keep it: TruckAgent does the work the tracker does not.
What South African fleets need from it
Generic fleet software is written for vans on a city round. A truck fleet here has long corridors, border posts, paper slips and several currencies. These are the jobs that matter most.
Fuel slips that type themselves
Drivers photograph the slip at the pump. Litres, amount, station and odometer arrive at the office already read, and a slip that does not add up is flagged before it is filed.
Fuel slipRead from photoN3 Truck Stop, Harrismith
ND 412-889 · Tue 14:52
Litres
412.6
Amount
R 9 103.52
Odo
412 338
ConfirmEditPermits and PrDPs that never lapse quietly
Cross-border permits, roadworthies, licences, PrDPs and insurance in one view ordered by expiry, with email warnings on the schedule you set.
Expiring soonNext 90 days- 12 days
Cross-border permit · Zambia
ND 412-889
- 38 days
Roadworthy certificate
ND 371-204
- 71 days
Professional driving permit
S. Dlamini
Services by the kilometre, not by guesswork
Long corridors put kilometres on fast. Service plans run on the odometer readings your trips already capture, so the next service due is always current.
Service planFrom real odometersND 412-889 · Scania R450
1 840 km to serviceND 371-204 · Volvo FH
7 120 km to serviceND 290-117 · MAN TGS
Front-left tyre: replace
Costs in the currency you paid
Rand, pula, kwacha, metical or US dollars on one trip, each kept as it was paid instead of converted at a rate nobody recorded.
Trip TA-0390 costsOn the roadJohannesburg → Lusaka
- Diesel · HarrismithR 9 103.52ZAR
- Clearing agent · BeitbridgeR 1 850.00ZAR
- Road toll · ZimbabweUS$ 32.00USD
- Diesel · LusakaK 6 840.00ZMW
Each cost stays in the currency it was paid in.
Invoices from finished work
Pick a client's completed trips and the invoice builds itself from the agreed rates, as a branded PDF tax invoice. A trip can never be billed twice.
INV-0042SentRichards Bay Mill
- TA-0375 · Richards Bay → JohannesburgR 46 800
- TA-0378 · Richards Bay → JohannesburgR 46 800
- TA-0379 · Richards Bay → NelspruitR 47 700
Due in 14 daysR 141 300
More on fuel slip capture and on running loads across the borders.
Built for the corridors
DurbanJohannesburgBeitbridgeLusaka
JohannesburgRessano GarciaMaputo
Walvis BayWindhoekGaborone
What fleet management software costs in South Africa
Tracking is usually priced per vehicle per month, often with a device to install. Operations software is more often priced by fleet size. TruckAgent is priced by the number of trucks on your register, in rand, with VAT included and drivers free.
Spread over a full plan, that is R120 a truck a month on Starter, R75 on Professional and R60 on Premium. Above 50 trucks, talk to us.
Starter
The paperwork of a small fleet, off paper.
R599 / month, incl. VAT
- Up to 5 vehicles
- 3 office logins, unlimited drivers
- 50 automatic document readings a month
- Trips, schedule and delivery notes
- Fuel and cost log
- Clients and invoicing with PDFs
- Compliance documents with expiry alerts
- Service plans and work history
- Photograph-and-read document capture
- The TruckAgent mobile app for office and drivers
- Excel exports
Professional
Most fleetsMaintenance, tyres, inspections and getting paid on time.
R1 499 / month, incl. VAT
- Up to 20 vehicles
- 10 office logins, unlimited drivers
- 300 automatic document readings a month
- Everything in Starter
- Condition inspections with drawings and PDFs
- Tyre positions and tyre-life forecasting
- Trailer register and couplings
- Repair stages with photos, quotes and invoices
- Automatic payment reminders and delivery-note reconciliation
- Monthly, performance, maintenance and order-number reports
- Team tasks
- Live map and nearest-vehicle dispatch
Premium
The whole business: forecasts, budgets and the AI assistant.
R2 999 / month, incl. VAT
- Up to 50 vehicles
- Unlimited office logins, unlimited drivers
- 1 000 automatic document readings a month
- Everything in Professional
- AI assistant
- Forward cash-flow forecast
- Maintenance budget
- Full data backup download
How to choose fleet software: eight questions to ask
Put these to every vendor on your list, us included. The answers sort the tools that fit a South African truck fleet from the ones that only look good in a demo.
Does it answer the questions you actually have?
If the trouble is fuel, paperwork and getting paid, a map on its own will not fix it.
Will your drivers use it?
Anything that needs training at the depot gets skipped on the road. Capture should be one photo and a button.
Is it priced in rand, with VAT shown?
Dollar pricing moves with the exchange rate. Ask what a month costs, all in.
What has to be installed?
Hardware means installation days, contracts and a box to remove when the truck is sold.
Can it handle the borders you cross?
Permits per truck and per driver, and costs kept in the currency they were paid in.
Does it turn trips into invoices?
Retyping trips into an invoice is where loads get billed twice, or not at all.
Can you get your data out?
Every log should export to Excel whenever you like, without asking anyone.
Can you try it on your own fleet?
A demo shows their data. A trial shows whether it fits yours.
Questions buyers ask about fleet software
Something not covered? Ask us directly.
What is the best fleet management software in South Africa?
It depends on the question you need answered. If you need to see where trucks are and how they are being driven, a vehicle tracking platform is the right buy. If you need to know what each load earned, keep services and permits on schedule and invoice without retyping, you need fleet operations software. TruckAgent is built for that second job, for trucking companies in South Africa and across its borders.
How much does fleet management software cost in South Africa?
Tracking platforms are usually priced per vehicle per month, often with a device to install. TruckAgent is priced by fleet size, VAT included: R599 a month for up to 5 vehicles, R1 499 a month for up to 20 vehicles, R2 999 a month for up to 50 vehicles. Drivers never count towards a plan.
Do I need a tracking device to use TruckAgent?
No. Everything except the live map runs on what your team captures: trips, slips, invoices and documents. On the Professional and Premium plans the map uses the drivers' phones until a tracking provider's feed is connected.
Can my drivers use it without training?
Drivers have one job in TruckAgent: choose the document type, photograph it and press submit. They sign in with a cell number or ID number and see nothing else.
Does it work for cross-border fleets?
Yes. Trips can run to towns across the region, each cost keeps the currency it was paid in, and cross-border permits and drivers' PrDPs are tracked with warnings before they expire.
Can we move off our spreadsheets gradually?
Yes. Start by logging new trips and capturing slips in TruckAgent while the old workbook stays open. Every log exports to Excel, so the two are easy to compare until you trust the new one.
Is there a free trial?
Yes: 30 days on whichever plan you choose, with no card needed.
See it with your own fleet
Add your trucks and drivers, log a real trip and photograph a real slip. If it is not easier than the spreadsheet by the end of the trial, you have lost nothing.
30 days free on any plan, no card needed.
