Frequently asked questions

Getting started

What is FleetCommander?

FleetCommander is software for running a transportation or school-bus fleet: vehicles, drivers, routes, maintenance, inspections, fuel, expenses, documents, insurance, invoices to school districts and reporting, all in one place instead of spreadsheets and paper.

How long is the free trial, and do you need a credit card?

Every new company gets a 14-day free trial with full access — no credit card needed to start. You only see a bill once the trial ends, and only for what you actually use.

How quickly can we get set up?

Most companies are up and running the same day. Add your vehicles one by one or import them all at once from a CSV file, then add your drivers and routes. An in-app tour walks a new Super Admin through the main pages, and we can load example data so you can click around before entering your own.

Do you offer a guided tour or example data?

Yes. The app tour (the compass icon in the header) walks through the menu and every main page. A Super Admin can also load a small example company — drivers, buses, routes and work orders — to explore risk-free, and remove it with one click when ready to start fresh.

Pricing and billing

The full price list, with a calculator for your fleet, is on the Pricing page.

How much does FleetCommander cost?

The standard rate is $10.99 per vehicle per month, and no setup fee. Larger fleets can get a custom rate — contact us and we'll work out a price for your company.

Are there any other fees?

No setup fee, no per-user charges and no feature paywalls on what your plan includes — you pay per vehicle per month. You can add or remove vehicles at any time and next month's invoice reflects the change. The only possible extra: if you pay online by credit card, a 3% card surcharge is added; paying from a bank account, by debit card, by bank transfer or by check has none.

What happens if an invoice is late?

We remind your Super Admins by email and in the app when an invoice is issued and again on its due date. If it stays unpaid past the grace period, the account is suspended — your data is kept safe and everything comes back the moment the invoice is paid.

Can we cancel any time?

Yes, there's no contract term. A Super Admin cancels on the Billing page (or tells us, and we close the account): you keep everything until the end of the month you've paid for, and nothing more is charged. After the account closes your data is kept for 60 days — you can download it as spreadsheets or reopen the account — and then it is deleted.

Data, security and access

Is our data kept separate from other companies?

Yes. Every company's data is isolated by its own account — nobody outside your company, and nobody at another customer, can see it.

How do you keep our account secure?

All traffic is encrypted, passwords are never stored in plain text, repeated wrong guesses lock an account for a while, and every important change is recorded in an audit trail. Super Admins can turn on two-step login (a 6-digit code from an authenticator app, with backup codes) for extra protection on the accounts that matter most. Photos and documents are kept in private Cloudflare storage and only handed out after a permission check, and our code lives in a private GitHub repository where every change is tested automatically before release.

Can we control who sees what?

Yes. Roles (Super Admin, Admin, Dispatcher, Driver and more) control which pages and actions each person has, so a driver only sees their own day and a mechanic only sees fleet and maintenance data, for example.

Can we export our data?

Yes, at any time — most tables and reports export to CSV, Excel or PDF, and you're never locked in.

Features

Does FleetCommander handle driver compliance (licences, medical cards, inspections)?

Yes — FleetCommander tracks licence and medical-card expiry, pre-trip and post-trip inspections with photos, and flags defects automatically so nothing slips through.

Can drivers use it from their phone?

Yes. Drivers sign in to My Day on their phone to see their route, do their inspection, and message dispatch. There's nothing to download from an app store — it opens in the phone's browser, and added to the home screen it gets its own icon and opens full screen, like an app.

Can we invoice the school districts we work for?

Yes. Each school gets a calendar of its school days (holidays filled in; you add snow days and emergency closures), each route a price per school day, and each month a district's invoice is counted for you. Days a route shows no sign of running are flagged for you to confirm. Then issue it with the district's own number, email the branded PDF to its billing office, and record its payments — part payments too.

Can we change it to fit how our company works?

Yes. You set it up yourself in Settings: your own roles and what each one can see and do, your own inspection checklists per vehicle type, which documents every driver and vehicle must have, how often inspections are due and how the compliance score is weighted, what raises a notification and how many days ahead reminders go out, how drivers are paid (per hour or per shift), your pay period, when a driver counts as late, your time-off kinds, and your own departments, locations and vehicle types. Need something we don't have? Tell us how you work — if it helps other contractors too, we'll build it into FleetCommander for everyone.

Can we turn off the modules we don't need?

Yes. Each company's plan can include just the modules you use — ask us and we'll tailor it, often at a lower price than the standard plan.

Do you support multiple companies or locations under one login?

Each company is its own account with its own data and billing. If you run more than one company, contact us and we'll set each one up.