Stop chasing trucks and paperwork
Simple Fleet Manager gives your office one screen for vehicles, trips, delivery documents and invoices — and gives your drivers a phone app that sends the paperwork back before the truck is.
Talk to a person, not a form. We reply from info@simplefleetmanager.com.
| Trip | Vehicle | Driver | Route | Status |
|---|---|---|---|---|
| TRP-1042 | KDA 114J | J. Kamau | Mombasa → Nairobi | In progress |
| TRP-1041 | KCX 887R | S. Otieno | Nairobi → Eldoret | Completed |
| TRP-1040 | KBZ 220T | A. Wanjiru | Nakuru → Kisumu | Completed |
| TRP-1039 | KDG 512M | P. Mutiso | Mombasa → Kampala | In progress |
- Web dashboard for the office
- Android and iOS app for drivers
- 8 document types captured on the road
- Invoices raised from completed trips
The whole job, from the gate to the invoice
Dispatch, driver paperwork and billing are the same chain of events. Splitting them across a WhatsApp group, a folder of photos and a spreadsheet is where the money leaks.
Vehicles and crews
Every unit on one list — plate, make, model, photos — with a driver and co-driver assigned. Retire a truck without erasing the trips it already ran.
Trips from dispatch to done
Schedule a trip, watch it move to in-progress when the driver starts it, and close it out complete. Attach the customer up front and a finished trip is already billable.
Paperwork that comes back
Delivery orders, weighbridge tickets, fuel receipts, EIRs and PODs, photographed at the gate. A re-shoot is filed as a new version and the original stays on record.
Invoicing built on the work
Pick the unbilled trips for a customer and they become line items. Your logo, KRA PIN, tax rate, payment terms and bank details are filled in from your organisation settings.
Payments and balances
Send an invoice, record what lands — M-Pesa, bank transfer, cash or cheque — and let it settle to part-paid or paid. What is still owed sits on the dashboard.
Roles that fit the yard
Admins, dispatchers, drivers and co-drivers each see their own slice. People join by invitation, so nobody is sharing one login.
Four steps, and the file closes itself
Nobody keys the same trip in twice. What the driver captures on the road is what the office bills from.
- 1
Dispatch schedules the trip
Assign the vehicle, the driver, and the customer the haulage is for.
- 2
The driver runs it from a phone
They start the trip in the app and photograph each document as it is issued — no envelope of receipts to hand in later.
- 3
The office sees the file fill up
Every capture lands against the trip, with its version history, while the truck is still on the road.
- 4
Invoice, send, get paid
Turn the completed trips into an invoice, email it to the customer, and record the payment against it.
An app a driver can use with one hand at a weighbridge
Drivers are not going to learn a fleet system. They get a list of their trips and a checklist of the documents each one still needs — and the office gets the photograph the moment it is taken.
Their trips, nothing else
A driver opens the app to the jobs assigned to them. No dispatch screens, no other crews.
Capture at the gate
Photograph a document straight from the camera against the right kind — weighbridge ticket, POD, ETR receipt.
Blurred shot? Take it again
A replacement is filed as version 2. The office keeps both, so nothing is quietly overwritten.
- Delivery order
- Weighbridge ticket
- Fuel pump photov2
- Delivery note
- Proof of delivery
Your trips are your business
Customer names, rates and delivery documents are commercially sensitive. Access to them is decided on the server, by role and by organisation.
One organisation, one wall
Every vehicle, trip, customer and invoice belongs to your organisation and is scoped to it on the server, not just hidden in the interface.
Documents stay behind the login
Scanned paperwork is served through authenticated requests. There are no public links to a delivery note that anyone could guess.
Access you can withdraw
Sessions run on short-lived tokens, and deactivating someone who has left ends their access to the dashboard and the app together.
Full detail is in the privacy policy.
Questions we get asked
How small a fleet does this make sense for?
It is built for operators running a handful of trucks up to a few dozen. If your paperwork currently travels in the cab and your invoices are typed up from a notebook, that is the problem it solves.
What do drivers need?
An Android phone or iPhone with a camera and a data connection. If there is no signal the app says so immediately rather than pretending a capture went through, so nothing is lost silently — the driver simply retries once they are back in coverage.
Can a driver see another driver's trips?
No. Drivers and co-drivers only see trips they are assigned to. Dispatchers and admins see the whole organisation.
Does it handle Kenyan invoicing?
Yes. Currency, tax rate, KRA PIN, payment terms, invoice prefix, bank details and a footer note are set per organisation and printed on every invoice you issue.
How do we get started?
Talk to us. We set up your organisation, load your vehicles and invite your team — you sign in on the web the same day and your drivers install the app.