Run your vans, trucks and bikes from one calm, complete fleet system
A practical e-book and 19 ready-to-use files for owner-operators, small fleet owners and delivery founders running 2 to 50 vehicles, in any country and any currency.
- A 16-sheet Fleet Control Workbook: register, alerts, fuel log with theft flags, maintenance, incidents, cost per km, scorecards, replacement and lease vs buy
- Five fillable forms: walkaround and defect report, driver onboarding and licence check, accident report, coaching record, vehicle handover
- A fleet policy, 8 brand-ready letters, 37 messages and scripts and 27 AI prompts
- A 6-page print pack for cabs and the depot wall, plus a 90-day calendar and a task board
The Small Fleet Manager · Bodhih Pro Kits · 290 by Bodhih Training, trainers to 2,000+ companies since 2008.
How do you manage a small fleet of vehicles?
Keep one register of vehicles and drivers with dated alerts, run a daily walkaround check with a clear defect rule, log every fuel fill with the odometer, close the month on cost per km, availability and utilisation, coach drivers from data, and replace on evidence. The Small Fleet Manager kit from Bodhih Training gives you the workbook, forms and scripts for each step.
Want the full free guide first? Read How to manage a small fleet of vehicles: a step-by-step method.
You already feel the problem. Here is what it is costing you.
Dates that live in a drawer
Insurance, inspections, permits and licences expire quietly. You find out at a checkpoint or from a customer's gate guard, and a vehicle and a driver lose a day.
Defects that get 'mentioned'
A driver says the brakes feel odd. Nobody writes it down, decides on it or signs it off. The next time you hear about it may be in an incident report.
A fuel bill you cannot explain
The card statement says how much you spent, not whether a vehicle has a fault, a route has changed or fuel is walking away in a jerrycan.
No idea what a kilometre costs
Repairs, loans, insurance and fuel sit in different places, so you price jobs on a guess and cannot tell which vehicle is quietly losing money.
Tracking data nobody reads
Hundreds of alerts, no routine, and drivers who were never told what the black box records. Data without trust helps nobody.
Picture the next few weeks with the kit open beside you.
Imagine Monday at 07:00. You open the Dashboard and in ten minutes you know exactly which service is due, which document expires this month, which driver needs a licence check and which defect is still open. You book them before the first van leaves.
As you start the walkaround check tomorrow, drivers photograph defects and mark them S, 7, N or M. You decide each one within the hour, and nothing with an S moves until it is signed off. When a fuel fill is bigger than the tank, the workbook turns red and you already have the fair words for the conversation.
Picture the last working day of the month. You type the closing odometers, the days worked and the telematics totals, and the workbook gives you cost per km by vehicle, availability, utilisation and every driver's score. Forty-five minutes with a cup of tea, and you know which two decisions matter next month.
Whether you start with the register tonight or put the cab cards in the vehicles tomorrow, you will be running the same loop a well-run fleet runs: checked vehicles, checked drivers, visible costs and a calm plan for the bad day.
20 files that do the work for you
The e-book shows you how. The tools make it happen. Here is exactly what you download.
The Small Fleet Manager (e-book, PDF)
The guide: methods, worked examples, scripts and exercises
Start here: fleet manager map
The whole job in ten steps with the file to open at each, your first hour, your first week, the 30/60/90 day plan and the 'Brand it in five minutes' list.
Fleet Control Workbook
16-sheet workbook: settings, vehicle register with service and document alerts, drivers and licence checks, fuel log with theft controls, maintenance and defects, incidents, other costs, month usage, cost per vehicle and per km, cost mix, driver scorecard, replacement planner, lease vs buy, trend and a traffic-light dashboard with three charts.
Daily walkaround check and defect report
Two-page fillable form: the driver's before-use walkaround check with nil-defect sign-off, defect reporting with severity, and the manager's repair and return-to-road sign-off.
Driver onboarding and licence check form
Three-page fillable form: driver details and licence verification with the issuing authority, the induction checklist with an assessed drive, and the 30-day review.
Accident and incident report form
Three-page fillable form: what to do and record at the scene, the full account with other parties and witnesses, and the manager's review with root cause, costs and lessons.
Driver coaching conversation record
Two-page fillable form: a monthly scorecard coaching conversation in five steps, and a fair-process record for a fuel or expense discrepancy meeting.
Vehicle handover and condition record
Two-page fillable form for every change of hands: new or hired vehicle in, driver change, workshop return, lease return or sale, with condition, equipment, documents and readings.
Fleet policy template
A brand-ready fleet policy: a one-page summary drivers sign, then ten short sections on licences, checks, hours and fatigue, speed, phones, alcohol and drugs, loads, fuel cards, tracking, incidents, fines and breaches.
Driver, customer and supplier letters pack
8 brand-ready documents: licence check consent, tracking notice, fuel card agreement, vehicle allocation letter, temporary stand-down letter, insurer notification, customer disruption notice and a workshop service terms discussion sheet.
Fleet message and script library
37 ready-to-edit messages, emails and spoken scripts in 7 groups: the daily routine, licences and documents, scorecards and coaching, fuel and expenses, incidents and breakdowns, customers, and workshops, suppliers and lessors.
Worked example pack: Grace's 12-vehicle fleet in October
The kit's main forms and sheets completed for one composite case: Grace Wanjiru's 12-vehicle courier and haulage fleet in Nairobi through October 2026, from a brake defect and an overdue licence check to a fuel discrepancy, a reversing collision, month-end costs, scorecards and a lease versus buy decision.
AI prompt pack for fleet managers
27 tool-agnostic prompts in 9 groups (register and set-up, maintenance, drivers, scorecards, fuel, telematics, costs, incidents, replacement and policy), each with what to paste in and what to check before you use the output.
Numbers that matter: fleet KPI card
The 12 numbers a small fleet runs on, each with a plain definition, the exact formula, where it lives in the workbook and what to do if it moves, plus the traffic-light scale and a worked example.
Fleet decision card
Sixteen 'if this, do this' rows for defects, renewals, licences, fuel flags, customer pressure, scorecards and replacements, plus the five-step escalation ladder.
Fleet mistakes to avoid
Twenty common and costly small-fleet mistakes, each with what to do instead.
Fleet rules by country (correct at November 2026)
Dated orientation on driving hours, operator licensing, inspections, defect reports, licence checks and tracking rules in the US, Canada, the UK, the EU, India, Kenya and other countries, with the authority to check.
Fleet print pack: wall posters and cab cards
6 printable pages: the cab walkaround card, the glovebox at-the-scene card, the defect severity poster, the fuel rules poster, a depot vehicle status board and who-to-call wallet cards.
90-day fleet set-up and monthly rhythm calendar
29 events: a 30-day set-up plan, then fuel, defect and coaching reviews and three monthly closes. Import into Google, Outlook or Apple Calendar.
Fleet set-up task board
40 set-up and operating tasks with list, owner, due day, priority and the kit file to use. Import into Trello, Asana, Notion, Planner or Jira.
Chapter by chapter
Each chapter opens with a real situation, gives you a method and ends with something to do today, using the tools in your kit.
- Format
- PDF e-book + XLSX + fillable PDF + DOCX + printable PDF + ICS + CSV
- Files
- 20 files plus a one-click ZIP
- E-book
- 69 pages
- Works with
- Excel, Google Sheets, LibreOffice, Word, Google Docs, Acrobat Reader, Google Calendar, Outlook, Apple Calendar, Trello, Asana, Notion
- Best for
- Fleets of 2 to 50 vans, trucks, pickups and motorcycles
Know your fleet: the register that keeps you legal
One register with service, document and cost alerts, and two minutes every Monday on the Dashboard.
Preventive maintenance and defect reporting
Preventive services planned from the register, and the walkaround check with a four-letter rule for every defect.
Drivers: onboarding and licence checks
Licence checks with the issuing authority, a three-part induction and a 30-day review.
Driver scorecards and coaching
A score out of 100 per driver, scaled by distance, that opens a fair 15-minute coaching conversation.
Fuel: measure it, control it
Full-tank-to-full-tank economy, four layers of control and a fair way to handle a fuel flag.
Telematics and GPS without the creepiness
Three telematics numbers a week, a written notice, a privacy rule and where AI helps.
Cost per vehicle, cost per km and utilisation
Everything per vehicle per km, plus availability and utilisation, in a 45-minute month-end close.
Accidents and incidents: the procedure
People first, paperwork second, learning last, from the first ten minutes to the five whys.
Replacement planning: keep, lease or buy
Four replacement signals, and buy, finance and lease compared on present value.
Fleet policy, AI and the monthly rhythm
A fleet policy drivers sign, a daily-to-yearly rhythm and three rules for using AI safely.
Not just reading. Tools you will actually open again.
Start here
- 00-Start-Here-Fleet-Manager-Map.pdf: the job in ten steps, your first hour, first week, 30/60/90 day plan and 'Brand it in five minutes'
Workbooks
- Fleet-Control-Workbook.xlsx: 16 sheets including Settings, Vehicles, Drivers, Fuel Log, Maintenance, Incidents, Other Costs, Month Usage, Cost per Vehicle, Cost Mix, Driver Scorecard, Replacement Planner, Lease vs Buy, Trend and a traffic-light Dashboard with three charts
Forms
- Daily-Walkaround-Check-and-Defect-Report.pdf
- Driver-Onboarding-and-Licence-Check-Form.pdf
- Accident-and-Incident-Report-Form.pdf
- Driver-Coaching-Conversation-Record.pdf
- Vehicle-Handover-and-Condition-Record.pdf
Word templates
- Fleet-Policy-Template.docx: one-page summary drivers sign plus ten sections
- Driver-and-Customer-Letters-Pack.docx: 8 brand-ready documents including licence check consent, tracking notice, fuel card agreement and insurer notification
- Fleet-Message-and-Script-Library.docx: 37 messages, emails and spoken scripts
- Worked-Example-Pack-Grace-12-Vehicle-Fleet.docx: the forms and sheets completed for one composite fleet
- AI-Prompt-Pack-for-Fleet-Managers.docx: 27 tool-agnostic prompts with what to paste in and what to check
Cheat sheets
- Numbers-That-Matter-Fleet-KPI-Card.pdf: 12 numbers with exact formulas
- Fleet-Decision-Card.pdf: 16 'if this, do this' rows
- Fleet-Mistakes-to-Avoid.pdf: 20 mistakes and what to do instead
- Fleet-Rules-by-Country-Correct-at-November-2026.pdf: dated orientation for the US, Canada, UK, EU, India, Kenya and more
Print pack
- Fleet-Print-Pack-Wall-and-Cab-Cards.pdf: 6 pages: cab walkaround card, glovebox scene card, defect severity poster, fuel rules poster, vehicle status board, who-to-call cards
Calendar and import
- 90-Day-Fleet-Setup-and-Monthly-Rhythm.ics: 29 events
- Fleet-Setup-Task-Board.csv: 40 tasks for Trello, Asana, Notion, Planner or Jira
E-book
- The Small Fleet Manager: 10 chapters, 23 figures and charts, two appendices
When you have worked through it, you will be able to…
Every outcome is practised with a worked example and a tool, not just described.
- You will be able to see every vehicle's service, document and cost status on one sheet
- You will be able to run a daily walkaround check with a clear rule for every defect
- You will be able to verify driver licences and induct new drivers consistently
- You will be able to measure fuel economy per vehicle and handle fuel flags fairly
- You will be able to calculate cost per km, availability and utilisation every month
- You will be able to coach drivers from a monthly scorecard in 15 minutes
- You will be able to handle an incident in the right order and learn from it
- You will be able to compare buying, financing and leasing a replacement on present value
Know your starting point. Prove your progress.
People who measure before and after improve faster and can show it. AssessAll, our sister assessment platform, has AI-graded assessments that pair with this kit. Take one now, work through the kit, then re-take it.
Behind the Wheel: Road Risk Judgment for Drivers and Riders
Take the assessment →AssessAll assessmentFrontline Safety Leadership Judgment
Take the assessment →AssessAll assessmentDemand and Inventory Planning Judgment for Supply Chain and Operations Teams
Take the assessment →JobularyTurn what you learn into a measured development plan (Jobulary)
Make it a growth plan →A taste of Chapter 5
Fuel can be the largest single cost in a small fleet. In Grace's October it was 51% of everything. Yet if the only fuel number you see is the monthly total on the card statement, you are blind. That total cannot tell you whether a vehicle has a fault, a driver has a heavy foot, a route has changed, or fuel is leaving in a jerrycan. The measurement that can tell you is fuel economy per vehicle, measured full tank to full tank: fill to the top, note the odometer, drive, fill to the top again, note the odometer. Distance since the last fill divided by the fuel you just added is the economy for that tank. Compare it with what that vehicle should do, and a gap stands out.
The honest comparison
| Free templates and typical advice | This kit | |
|---|---|---|
| Vehicle register | A blank list of vehicles | Service, document and licence alerts that turn amber and red from your own Settings |
| Fuel | A monthly total | Full-tank economy per vehicle with automatic over-tank, cash and low-economy flags |
| Costs | Fuel and repairs in separate places | Cost per km per vehicle, everything in, with a 12-month trend |
| Drivers | A league table or nothing | A distance-scaled score and a fair 15-minute coaching script |
| Country rules | One country's rules, undated | A method that works anywhere, plus a dated sheet pointing to each regulator |
| Getting started | No instructions | A first-hour path, a worked example and a 90-day calendar |
Made for you if…
- Owner-operators who drive one truck and manage a few more
- Small fleet owners with 2 to 50 vans, trucks, pickups or motorcycles
- Courier and last-mile delivery founders
- Operations managers in businesses whose vehicles support the main work (builders, distributors, caterers, florists)
- Office managers who have inherited 'the vehicles' on top of their job
- Supervisors stepping up to run a depot
Probably not for you if…
- Fleets of hundreds of vehicles that already run dedicated fleet software and a maintenance department
- Anyone looking for legal advice on hours, licensing or employment: the kit points to your regulator and adviser
- Passenger transport operators needing a full regulated safety management system
Built by trainers, tested in real rooms.
Bodhih Training has designed and delivered corporate programmes since 2008. Bodhih Pro Kits package what works in those workshops into a guide plus the exact tools we use, so you can apply it the same day without a facilitator in the room.
From here to using it in three steps
- STEP 1
Tap Get the kit
Name, email and country. UPI, card or netbanking in India; international cards everywhere else. No account to create.
- STEP 2
Download instantly
Your download page opens at once, with every file and a one-click ZIP. A permanent link lands in your inbox too.
- STEP 3
Open the first tool
Start with the quick-start chapter, then the main spreadsheet or planner. Most buyers use something from the kit the same day.
Know every vehicle and every driver by Monday 07:10
Open the Start-here map and follow your first hour: by the end of it your own vehicles will be on the register. Whether you begin with the workbook tonight or the cab cards tomorrow, the loop starts the same way.
Personal licence for the buyer's own use, including use with your own drivers and team within your business. Please don't share or resell the files. Team and company licences: solutions@bodhih.com.
What buyers say
No ratings yet. Only people who have bought this kit can rate it - every buyer gets a one-click rating link a couple of days after their purchase.
The Bodhih family, when you are ready for more
The Delivery Business Starter Kit
Start a local courier, last-mile or hyperlocal delivery business.
The Owner-Operator Trucking System
Run a one-truck business on the numbers.
AssessAll
250+ AI-graded assessments to measure skills and earn verified credentials.
Jobulary
Individual development plans that start from evidence and stay yours.
Bodhih Training
Run this topic as a live workshop for your team, in person or online.
Pewple
Book a vetted coach for career, leadership or communication. Pay per session.
Bodhih.org pathways
Certification pathways in Applied AI, Workplace English and management.
How do I manage a small fleet without fleet software?
Use one register with dated alerts, a daily walkaround check, a fuel log with odometer readings and a monthly close on cost per km. The Fleet Control Workbook does all four in Excel or Google Sheets, and the e-book shows the routine that keeps it running in a few minutes a day.
How do I calculate cost per km for a van or truck?
Add every cost for the month (fuel, maintenance, incident costs, tolls and parking, and the monthly cost of owning the vehicle) and divide by the distance driven. The Cost per Vehicle sheet does it automatically for each vehicle and the fleet.
Can I use this with my staff, drivers or team?
Yes. Within your own business you can use the files with your drivers, supervisors and admin team under the personal licence. For company-wide or multi-site licences, contact solutions@bodhih.com.
Does it work in my country?
The method works anywhere and the workbook takes any currency, km or miles, and litres, gallons or kWh. The dated rules sheet covers the US, Canada, the UK, the EU, India, Kenya and points to regulators elsewhere. Laws on hours, licensing and inspections change, so always check your regulator and adviser.
Does it work for motorcycles and mixed fleets?
Yes. The worked example is a mixed fleet of trucks, vans and motorcycles. The scorecard scales by distance, and cost comparisons are made within each vehicle type.
Do I need a tracking or telematics system?
No. Without one, use logbooks and the walkaround check; the scorecard can run on checks and incidents alone. If you do track, Chapter 6 shows the three numbers to read and how to tell drivers what is recorded.
How can I measure my starting point?
To measure your starting point, AssessAll offers separate assessments that fit this work: Behind the Wheel: Road Risk Judgment for Drivers and Riders, Frontline Safety Leadership Judgment, and Demand and Inventory Planning Judgment for Supply Chain and Operations Teams. They are sold separately on assessall.com.
How do I turn what I learn into a development plan?
Use Jobulary to turn what you learn into a measured development plan for yourself or a supervisor: jobulary.com/individual-development-plan. It works well alongside the 30/60/90 day plan in the Start-here map.
Is this legal or safety advice?
No. It is educational and practical. Driving hours, vehicle fitness, load limits, licensing, drug and alcohol rules and data protection are set by your regulator and law. The templates are starting points for your adviser to review.
Which apps do I need?
Excel, Google Sheets or LibreOffice for the workbook; Word or Google Docs for the templates; any PDF reader that fills forms; any calendar app for the ICS file. Nothing else to install.
How much does The Small Fleet Manager cost?
₹999 including 18% GST for buyers in India, or $29 for buyers outside India. One-time payment, no subscription, with an automatic invoice.
How do I get the files after paying?
Instantly. Your download page opens the moment payment succeeds, and a permanent download link is emailed to you. Download each file separately or everything in one ZIP.
What software do I need?
Any of the usual tools: Excel or Google Sheets for spreadsheets, Word or Google Docs for templates, Adobe Acrobat Reader, Preview, Xodo or GoodNotes for the fillable PDFs, and Google, Outlook or Apple Calendar for the calendar plan.
Can I get a refund?
Because it is a digital download, kits are not refundable once downloaded. We always refund a duplicate charge or a failed delivery, and if a file is corrupted and we cannot fix it within 3 working days. Full terms: bodhih.org/refunds.
Can my company buy this for a team?
Yes. Team and company licences, and workshops on this topic run by Bodhih Training, are available. Write to solutions@bodhih.com or call +91 99000 11601.
