Job Management

Requests, quotes, configurable service and production workflows, customer approvals, field updates, billing review, and reporting.

Job Requests

Create jobs manually, review customer-submitted requests, and keep customer, site, branch, urgency, status, notes, and files together.

Quotes and Approvals

Prepare quotes, revise quote versions, capture customer approval, and convert accepted quotes into jobs.

Quote Reminders

Configure two follow-ups and a final reminder, record each reminder in the audit trail, and alert the subscriber when there is still no response.

Workflow Templates

Build reusable templates for general, remote, field service, workshop, or production work with ordered tasks, required fields, and checklists.

Production Specifications

Require the important job details and checklist items before releasing workshop or production tasks.

Artwork and Proof Approval

Upload artwork versions to secure cloud storage and let customers approve or request changes through a branded review link.

Subcontractor Work Orders

Assign a whole job or individual task to a subcontractor, then track acceptance, progress, photos, files, completion, and agreed cost.

Job Calendar and Scheduling

Use a month-view job calendar to plan work, see urgency, assign technicians, and connect jobs to scheduled work.

Customer Portal

Let customer contacts submit requests, review quotes, see shared job updates, and access customer-scoped files.

Field Updates and Evidence

Technicians can update assigned jobs, add notes, upload photos or documents, and complete work from the mobile workflow.

Billing Review and Job Costing

Review quoted or actual charges, labour, travel, receipts, internal cost, margin, and invoice readiness before accounting handoff.

Completion Notifications and Reviews

Choose suitable pickup, installation, or completion wording, resend an update when needed, and optionally request a five-star customer survey or Google review.

Job Reports

Review job workload, completed work, billing queues, revenue, cost, labour, travel, and exceptions from Jobs reports.

Fleet Connection

Use Job Management on its own, or connect jobs with Fleet records, vehicles, bookings, travel, customers, files, and reporting.

Fleet and Logbook

Core vehicle and trip records for daily operations.

Trip Tracking

Record business trips, private trips, deliveries, vehicle usage, distance, purpose, start readings, end readings, notes, and active trip status.

Tax Logbook Support

Maintain cleaner business-use records for ATO, IRD, IRS, HMRC, SARS, and internal compliance reporting.

Vehicles and Machinery

Manage cars, utes, vans, trucks, pool vehicles, plant, equipment, trailers, and hour-based assets.

Odometer and Hour Tracking

Use kilometre, mileage, odometer, or hour-based readings depending on asset type and region.

Vehicle Status

Track active, archived, assigned, and out-of-service vehicles with visible detail pages.

Bookings

Reserve vehicles, check availability, and review upcoming bookings from admin and mobile workflows.

Costs and Maintenance

Fuel, tyres, tolls, reminders, faults, servicing, and compliance deadlines.

Fuel Logging

Capture fuel entries, receipts, litres, prices, odometer readings, and fuel history across vehicles.

Toll Cost Tracking

Import and review toll costs as part of vehicle operating cost records.

Tyre Records

Record tyre brand, size, fitted reading, replacement provider, and tyre cost against each vehicle.

Service Reminders

Track servicing by date, odometer, or hours so maintenance does not disappear into spreadsheets.

Registration and Insurance

Store registration, expiry dates, insurance details, and supporting vehicle documents.

Fault Reporting

Let drivers report faults from mobile, then review fault history and reports from the admin portal.

Road User Charges

Support RUC purchase and compliance records for New Zealand fleets where required.

DEF / AdBlue Reporting

Track diesel exhaust fluid usage and reporting where that matters to your fleet.

Drivers, Branches and Access

Control who can use the system and what they can see.

Driver Management

Add drivers, invite users, manage driver profiles, and review driver activity.

Roles and Permissions

Use company admin, branch admin, booking admin, and driver access levels.

Branch Access

Separate teams, branches, and locations so users work with the records relevant to them.

Two-Factor Authentication

Add extra account protection for users who need stronger sign-in security.

Company Settings

Configure customer labels, trip rules, safety checks, vehicle tracking, compliance, and operational settings.

Company Contacts

Keep useful internal and external contact records connected to fleet admin.

Delivery Operations

Plan, run, and report on delivery work.

Delivery Runs

Manage multiple deliveries within a single run or trip.

Delivery Details

Track delivery records, customers, addresses, notes, status, and run history.

Proof of Delivery

Capture delivery photos, signatures, and supporting delivery evidence from the mobile workflow.

Delivery Invoices

View and download delivery invoice records where used.

Customer Records

Manage customer records and customer-specific delivery or trip history.

Mobile and Offline

Driver workflows built for phones and poor signal areas.

Mobile App Experience

Use SharpFleet from iPhone or Android through a Progressive Web App with an app-style home screen shortcut.

Offline Support

Trips, driver workflows, and supported already-loaded field jobs can continue when coverage is poor, then sync when connection returns.

Mobile Trip Start and End

Drivers can start trips, end trips, enter readings, add notes, and record trip details from their phone.

Mobile Fuel Receipts

Drivers can capture fuel entries and receipt images from the field.

Mobile Safety Checks

Run safety check workflows from the driver mobile interface when enabled.

Mobile Messages

Send and review company messages and notifications for drivers.

Driver Support Pages

Give drivers help, support, profile, booking, and security pages from mobile.

GPS Add-On

Optional phone-based GPS for selected vehicles.

Phone-Based GPS

Use GPS from the driver phone without installing hardwired tracking hardware.

Optional Tracking

Use SharpFleet without GPS, or enable GPS only for the vehicles that need it.

Admin Controlled

Admins control whether GPS is available, which vehicles have GPS enabled, and whether the driver workflow should enforce GPS use.

Global GPS Use

GPS is not Australia-only. It can support teams in Australia, New Zealand, South Africa, the United States, the United Kingdom, and other regions.

GPS Map and GPS Trips

Review GPS-enabled trips and map activity from the admin portal when the add-on is enabled.

Vehicle-Level Add-On Billing

GPS is billed only for GPS-enabled vehicles; everything else in SharpFleet is included in the core platform.

Compliance and Safety

Keep vehicle, driver, and safety records visible.

Vehicle Compliance

Track vehicle compliance types, expiry dates, required documents, and compliance health.

Driver Compliance

Track driver compliance records and requirements from the admin portal.

Safety Checks

Configure and complete safety checks for vehicles and daily workflows.

Emergency Procedures

Store emergency procedure information for teams that need it available in SharpFleet.

Alerts and Notifications

Stay ahead of servicing, compliance, registration, safety, and operational deadlines.

Document Storage

Attach supporting vehicle, insurance, fuel, delivery, and compliance records where relevant.

Reporting and Admin Visibility

Operational reports without rebuilding records manually.

Reports Home

Access reports from a central admin reporting area.

Trip Reports

Report on trip history, vehicle usage, business/private use, dates, drivers, and readings.

Tax Reports

Generate tax and logbook-focused reports for cleaner recordkeeping.

Private Vehicle Claim Reports

Support private vehicle claim reporting where staff use private vehicles for work.

Vehicle Usage and Utilisation

Review vehicle usage patterns, activity, and utilisation across the fleet.

Fuel Intelligence

Review fuel spend, volume, burn-rate metrics, vehicle comparisons, customer allocation, filtered summaries, PDF exports, CSV exports, and shareable fuel snapshots.

Fault Reports

Report on faults by vehicle and related maintenance issues.

Delivery Reports

Report on delivery activity, delivery runs, and supporting delivery records.

Booking Reports

Review vehicle booking activity and booking history.

Branch Reports

Report on vehicles and activity by branch where branches are used.

Saved Reports

Keep custom report setups available for repeat reporting.

PDF and CSV Exports

Export operational records and reports for sharing, review, or offline filing.

AI Report Builder

Use assisted report building to help turn operational questions into useful report outputs.

Platform, Security and Support

Business-grade foundations included in the platform.

Global Use

Use SharpFleet in Australia, New Zealand, South Africa, the United States, the United Kingdom, and other regions.

Multi-Region Support

Support teams operating across different countries, regions, terminology, and business requirements.

Time Zones

Use organisation and regional time zone settings so trips, bookings, reports, and operational records line up with the team using them.

Regional Distance Language

Use kilometres for AU, NZ, South Africa, and other metric regions; use mileage for US and UK contexts.

Azure Hosting

SharpFleet is hosted on Microsoft Azure with managed cloud infrastructure practices.

Backups

Automated backup processes support recovery and operational continuity.

Encrypted Access

Customer access uses secure web connections.

Privacy-Focused Design

SharpFleet is designed around operational visibility and recordkeeping, not intrusive workforce monitoring.

Support and Help Pages

Admins and drivers have support and help areas inside SharpFleet.

Account and Subscription Management

Manage subscription status, vehicle counts, GST-inclusive billing where applicable, and account access.

Who Uses SharpFleet

Common teams and businesses using SharpFleet for vehicles, trips, equipment, deliveries, and records.

Trades

Construction

Farming

Field Service

Healthcare Transport

Maintenance Teams

Small Business Fleets

Individuals

Features