Fleet Management Software for Haulage and Transport
In transport, your fleet record is not just an operational tool. Chain of Responsibility under the Heavy Vehicle National Law places safety duties on the business and its executives, not only on the driver, and if you are ever asked to show the reasonable steps you took, you will be asked for records. TFO Software is fleet management software that builds those records out of the work itself: digital pre-starts, defect reports, full maintenance history, service intervals counted down on real usage and driver behaviour captured by the telematics on the truck.
The compliance gap is usually a paperwork gap
Very few operators fail a Chain of Responsibility question because they were not doing the work. They fail it because the evidence that they did the work is spread across a pre-start book in the truck, a maintenance spreadsheet in the office and a mechanic’s invoice in an inbox. Under the Heavy Vehicle National Law the obligation is to take reasonable steps so far as is reasonably practicable, and the practical test of that is whether you can produce a time-stamped, asset-linked record when someone asks. A recollection is not a record.
Pre-starts and defects, captured on the truck
Drivers complete pre-start checks digitally on their own phone, with photos attached, and the record stores against the specific vehicle permanently. A defect raised at 5am is visible to the office at 5am rather than at the end of the week, which shortens the window between a fault appearing and it being booked in to fix. Every check is time-stamped and stays retrievable, so the inspection trail builds itself as part of the run instead of being reconstructed after the fact.
Maintenance history that stands up to an audit
FleetMaint schedules preventative maintenance against kilometres, engine hours or set calendar dates, sends reminders before work falls due, and records parts and labour against every work order. The result is a full service history on each asset, ready for audits and compliance records. It is also the cheaper way to run a fleet: a missed service is inexpensive, and the breakdown it leads to is not, because a truck that drops out mid-haul means a towed asset, a blown delivery window and an idle crew.
Driver behaviour and heavy vehicle telematics
FleetTrack puts every vehicle and trailer on one live map, with speed, harsh braking and idle time flagged automatically and trip history you can replay: routes, stops and run hours, all logged. For heavy vehicles the hardware is chosen to suit the job, with IVMS, Dart 3 and G70 devices carrying the vehicle interface technologies heavy fleets need, plus in-vehicle cameras that can be configured to capture both the road and the driver. Geofences alert you the instant an asset enters, leaves or moves after hours.
Fuel tax credits built from data rather than an estimate
Diesel is the line item most transport operators feel and least often see clearly. Fuel Logging ties every litre to an asset, logged by card, bowser or manual entry, and reconciles fuel card transactions against the assets that actually consumed them, so an odd one out stands out instead of hiding in a monthly total. With GPS tracking, it also builds the on-road and off-road records a fuel tax credits claim needs, which means the split you lodge at BAS time rests on recorded usage rather than a percentage someone settled on years ago.
The whole depot in one system
Transport operations rarely stop at the truck. Digital dockets replace the paper docket book and can be sent as a PDF with digital signatures attached. Timesheets record hours against project or job codes with location captured on submission, and export to accounting with data flowing to Xero. FleetSafety keeps licences, tickets and permits in one register with alerts before anything expires, and delivers inductions and policy updates to drivers and subcontractors centrally. Every program works off the same asset register, so the numbers agree.
Australian built, and supported by the people who built it
TFO Software is developed in-house in Mooloolaba, Queensland, by its own team, with hardware supplied and supported by the same business rather than resold. Every device carries a 24-month warranty, ships with a fitting guide and activates by QR code. Support is included for the full life of your subscription, the platform is modular so you switch on only what you need, and there are no lock-in contracts. You can put it on your own trucks with a 14-day free trial before you commit. The same platform runs across the other industries we serve, including civil construction, mining and resources, and plant and equipment hire.
Frequently Asked Questions
Still Got questions?
How does fleet software help with Chain of Responsibility?
It produces and stores the evidence your duties rest on. Pre-starts, defect reports, repair history, service intervals and driver behaviour are captured as the work happens, time-stamped and linked to a specific vehicle, so the record is retrievable when it is asked for. Meeting your obligations remains the operator’s responsibility, and the software is what makes the trail provable.
Can drivers complete pre-starts from their phone?
Yes. Pre-start and inspection forms are completed digitally in the field, with photos attached, and the record stores against the vehicle. Faults raised by a driver are visible to the office immediately. Pre-starts can also be completed offline when a driver is out of a serviced area, and they sync as soon as the device is back in coverage.
Does it track licences and permits?
Yes. FleetSafety monitors expiry dates on every licence, ticket, certification and permit, and notifies administrators before they fall due. Inductions and company policies are delivered from the same portal.
Can it help with our fuel tax credits claim?
Fuel Logging builds the on-road and off-road usage records that support a claim, with fills logged by card, bowser or manual entry and reconciled against the asset that used them. Your accountant still lodges the claim, and the difference is that the split is based on recorded data.
What tracking hardware suits heavy vehicles?
IVMS, Dart 3 and G70 devices are used for heavy vehicles, alongside light vehicle units for utes and vans, plant trackers and battery trackers for trailers and non-powered assets. All hardware is supplied and supported in-house with a 24-month warranty.
Get your compliance record building itself. Book a demo or start a 14-day free trial and see TFO Software running on your own fleet.
- Book your demo
- Or claim your 14-day Trial
