Excel vs. MobyHub: the risks of managing a vehicle fleet using spreadsheets

Does your organisation still manage its fleet using Excel? It’s understandable: spreadsheets are cheap, familiar and quick to set up. But as soon as a fleet grows, multiple users are involved or processes become more complex, fleet managers hit the all-too-familiar Excel wall. And these limitations bring risks for the fleet and the entire organisation. We’ll discuss the (sometimes hidden) drawbacks of using Excel for fleet management and how specialised fleet management software such as MobyHub makes a difference. You can request a completely no-obligation demo of the software directly from PrismaFleet.

In day-to-day practice, managing vehicles, contracts, drivers and reports takes up a huge amount of time. A fleet manager is indispensable to the vehicle fleet of many organisations, but every professional knows that Excel or any other spreadsheet programme ultimately falls short for this purpose. A single incorrect entry or a modified formula can immediately lead to inaccurate reports, missed maintenance appointments or incorrect cost calculations.

Leaked Excel files containing fleet data are worth their weight in gold

Furthermore, many Excel files are stored locally or shared via email. These days, this carries enormous risks. It makes any organisation highly vulnerable to data breaches, and data on large vehicle fleets is worth its weight in gold in the wrong hands. After all, we’re talking about employees’ personal data.

As well as data, knowledge is also at risk of leaking out with locally stored spreadsheets. What if a fleet manager develops a brilliant system of links and formulas in Excel and then leaves? Who do you call if the system needs updating, or worse, breaks down? There’s no helpdesk for a spreadsheet.

A single centralised system for comprehensive fleet management

That is why more and more organisations are switching to specialised fleet management software such as MobyHub. Instead of separate spreadsheets, MobyHub centralises all fleet data in a single secure and well-organised system.

Vehicles, users and reports are available in real time to fleet managers and staff with the appropriate access rights. MobyHub also carries out an automatic RDW check to prevent incorrect vehicle information. The information is stored centrally and protected by backups. Furthermore, it integrates with various other programmes, such as those for HR and payroll. This means that staff data can be automatically synchronised, minimising the risk of duplicate entries and manual errors. When staff join or leave the company, the records are automatically kept up to date.

MobyHub is suitable for both small and large fleets

Whether an organisation has ten vehicles or hundreds, effective fleet management is increasingly about efficiency, safety and scalability. With PrismaFleet and MobyHub, companies are opting for a future-proof solution that simplifies fleet management and reduces risks. And perhaps even more importantly: fleet managers no longer need to worry that a single incorrect Excel formula could throw the entire fleet management system into disarray.

Want to find out more? Request an introductory meeting with a no-obligation demo. The experts from PrismaFleet will be in to visit you soon!