Fleet compliance software for sales and company car fleets.

The problem

What makes sales fleet compliance hard

• 01

  The fleet you do not own

  Employees using private vehicles for work bring their own insurance, MOT and maintenance, and the employer's duty of care does not lapse because the vehicle does not belong to it. For most organisations this is the largest evidence gap they have, and often the largest part of the fleet.

• 02

  Licence checking that happened once

  Entitlement is typically verified at recruitment and then never again, while endorsements, disqualifications and expiry all happen afterwards and nothing surfaces them. A driver can accumulate points for years without anybody in the organisation knowing.

• 03

  Mileage that nobody treats as a risk

  A sales role can cover more annual mileage than a van driver, mostly alone, often at the end of a working day. It is rarely managed as the occupational risk it is, because the vehicle is a car and the driver has another job title.

• 04

  Maintenance that lives with the lease company

  Servicing, MOT and repair sit with a leasing provider or a dealer network, which is efficient and leaves the employer with no accessible history. After an incident, the question of what was known about the vehicle lands on the employer anyway.

• 05

  Incidents reported to insurance, not to anybody internal

  A collision is reported to the insurer and the lease company; whether it reaches anybody responsible for driver safety is a matter of chance. The pattern that would have shown a problem never forms, because nobody holds all the events.

The answer

How FleetOptix helps

• Licence checking that happened once

  Licence, entitlement and expiry sit on a record per person with the next check date against them, so checking becomes an interval the system applies rather than an event somebody remembers.

  Drivers and licensing

• The fleet you do not own

  Driver records are held per person whether or not the vehicle is yours, so the privately owned part of the fleet stops being the part with no evidence behind it at all.

  Incidents and reporting

• Incidents reported to insurance, not to anybody internal

  Incidents are captured properly while the detail is fresh and sit against the driver and the vehicle, so a pattern across a year is visible to somebody rather than distributed across claims files.

  Maintenance and roadworthiness

• Maintenance that lives with the lease company

  Service dates, MOT and what was done are recorded against the vehicle, so the employer holds a history rather than having to request one from a provider after the fact.

  Walkaround checks and defects

• Mileage that nobody treats as a risk

  Renewal and check dates sit on one calendar with the rest of the operation, so the admin that protects a high-mileage driver is visible rather than filed.

  Scheduling and planning

Who it is for

The people doing this job

• Fleet and facilities managers

  Usually running the car fleet alongside a wider role, with the lease provider holding most of the data.

• HR and people teams

  Owning onboarding, where licence checking either becomes a repeating obligation or a one-off box tick.

• Health and safety managers

  Carrying occupational road risk as part of a much broader brief, usually with the least evidence about the highest-mileage employees.

• Sales managers

  Responsible for people on the road all week, without seeing the vehicles they drive.

• Finance

  Holding the lease and insurance relationships, and asked after an incident what was known.

Questions

What sales fleet operators ask

We lease everything and have no workshop. Is this relevant?

The maintenance may be somebody else's, but the duty to the employee driving and the evidence of what you knew are not. This is mostly about driver records and incident history — the parts a lease provider does not hold for you.

Can it cover employees using their own cars?

Driver records are held per person, so licence and entitlement evidence can be kept regardless of who owns the vehicle. Evidence about the vehicle itself — insurance, MOT, condition — is only as good as what you ask for and record, so decide what you will require before relying on it.

How often should licences be checked?

There is no single answer — it is risk-based and set by the employer, with higher-mileage or higher-risk drivers usually checked more often. What FleetOptix does is hold the date of the last check and when the next is due, so whatever interval you set is actually applied.

Does it handle company car tax or BIK?

No. It is not a leasing, finance or payroll system and has no role in benefit-in-kind reporting. It is the compliance and driver record.

Does it track where drivers are?

No. FleetOptix is not a telematics or tracking platform and does not report vehicle location or driving behaviour.

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