Odoo Fleet Management For Australian SMEs: Features, Integrations and Setup Guide
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Marcie Nguyen
Marcie is a skilled writer at Havi Technology focusing on creating content for marketing, eCommerce, point of sales, and ERP solutions. With over 8 years of experience in the retail, eCommerce and ERP technology sectors, Marcie is dedicated to providing insightful answers to business owners of all scales.
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Odoo Fleet Management is a dedicated module within the Odoo ERP ecosystem designed to help businesses manage company vehicles, contracts, servicing, and costs - all from a single, centralised platform. Unlike standalone fleet tools, it integrates seamlessly with other business-critical functions such as Accounting, HR, and Maintenance. For Australian businesses, especially those operating across multiple sites or with field-based teams, this means better control, audit readiness, and operational visibility.
This guide takes an Australian perspective, focusing on vehicle registration tracking, FBT reporting, cost control, and integrated SME operations. As of 2024 - 25, the logistics sector is valued at $130.7 billion but has declined 0.5% annually over five years. Intense competition - especially across NSW, Victoria, and Queensland - has left many smaller operators under pressure to digitise fleet management and stay compliant, according to IBISWorld.
What sets this article apart is not just its clarity, but its practical value:
If you’re managing more than vehicles, you’re managing service reliability, compliance, and cost - this is the guide to help you do it smarter.
What Are The Key Features Of Odoo Fleet?
Odoo Fleet Management provides a unified system for tracking vehicles, managing servicing, monitoring costs, and centralising documentation - integrated natively with other ERP functions. Its key features cover every stage of the fleet lifecycle, from configuring technical vehicle data to linking service logs, fuel usage, and contract costs. With constant enhancements across versions, Odoo supports compliance, automation, and decision-making for Australian SMEs managing vehicles at scale.
1. Comprehensive Vehicle Profile & Technical Details
Comprehensive vehicle profiles in Odoo Fleet include all technical, administrative, and compliance-related information structured into one digital record. This ensures each vehicle is fully documented for operational planning, registration tracking, and asset control. As shown in the picture below, comprehensive vehicle profiles in Odoo begin with structured data entry on the vehicle form:
Vehicles are configured with details such as model year, seating, transmission type, horsepower, fuel type, CO₂ emissions, and chassis number. Supporting documents - like registration certificates, insurance policies, and servicing history, are attached and centralised for auditing and fast retrieval.
2. Centralised Vehicle Lifecycle Management
Centralised lifecycle management in Odoo allows businesses to monitor and control all stages of a vehicle’s usage - from initial acquisition to operational deployment and reassignment. Odoo’s Kanban view gives fleet managers a live snapshot of where each vehicle stands in its lifecycle, from assignment to return:
Through a Kanban-based dashboard, users can visualise vehicle status, identify overdue renewals, and access activity planning. Categories, models, and manufacturer details are fully customisable, with driver assignments and future availability tracked in real time.
3. Scheduled Maintenance and Service Logs
Scheduled maintenance and service logs ensure every vehicle is kept roadworthy and safe. Odoo maintains a full service history by vehicle, supporting compliance and reducing downtime. Each time a service is logged, Odoo captures critical maintenance details in a structured record, as illustrated in this screen:
Service records include date, type, vendor, cost, and notes. Recurring issues can be flagged, and servicing is tracked against regulatory or insurance requirements, supporting readiness for audits or inspections.
4. Fuel and Mileage Monitoring
Fuel and mileage monitoring in Odoo captures real-time usage data from drivers, allowing businesses to control operational costs and support carbon reporting. The form below shows how to register a new maintenance event, including service type, vendor, and odometer reading:
Each odometer update and fuel log is linked to a driver, timestamped, and accessible in reporting views. Entries can also feed into employee expenses for reimbursement, reducing administrative workload and supporting audit trails.
5. Cost Control & Reporting Tools
Odoo’s reporting tools provide visibility into operational spend by segmenting costs across servicing, contracts, and fuel. Data can be filtered by vehicle, cost type, or time frame, enabling forward-looking budgeting and cost forecasting.
This reporting dashboard enables you to track vehicle-related expenses over time, broken down by category and vehicle:
Insights are visualised in dashboards or exported as pivot tables for deeper analysis, supporting decisions around lease renewals, driver assignments, or vehicle replacement.
6. New Enhancements in Odoo 17 & 18
Odoo versions 17 and 18 introduced critical upgrades that enhance accounting traceability, streamline user workflows, and reinforce integration between fleet and other ERP modules.
6.1 Specify Vehicles During Bank Reconciliation
Introduced in Odoo 17.0, this enhancement enables users to tag vehicles during manual bank reconciliation, even when no bill exists. It supports accurate cost allocation and strengthens audit traceability within the Accounting module.
6.2 Centralise Vehicle Documents in the Documents App
Also in Odoo 17.0, users can now store all vehicle-related documents in the Documents app. This centralises registration, insurance, and service records, making compliance and audits faster and more reliable.
6.3 Assign Plan Activities to Fleet Managers
Launched in Odoo 17.0, this feature lets you assign scheduled activities to the fleet manager responsible for a vehicle linked to an employee. It improves accountability and streamlines task management.
6.4 New Vehicle Order Date Field
Added in Odoo 17.0, this field separates vehicle procurement tracking from operational use, providing more precise control over lead times and supplier timelines.
6.5 Search by Model or Brand
Since Odoo 17.0, vehicle searches can be filtered by model or brand, improving admin efficiency in larger or multi-brand fleets.
6.6 Mass Emailing Drivers with Mail Wizard
Introduced in Odoo 17.1, this allows fleet administrators to email selected drivers through the mail wizard - ideal for compliance alerts, maintenance reminders, or policy updates.
6.7 Improved Contract & Vehicle Stage UX
First released in Odoo 17.2 and improved in version 18.0, the interface now offers clearer stage transitions for contracts and vehicles, reducing friction for new users and standardising fleet status tracking.
6.8 Bicycle Categories in Salary Configurator
Available from Odoo 17.2 and retained in 18.0, this feature lets businesses manage bicycles in the Payroll module, supporting flexible benefit schemes and sustainable transport options.
So, how does Odoo Fleet work together with other business functions?
While the core features of Odoo Fleet deliver operational control, their real value multiplies when connected across your broader ERP system. From logging costs in Accounting to assigning vehicles in HR and managing vendor records in Purchase, the next section explores how Fleet integrates into a fully connected business workflow, tailored for Australian SMEs aiming to streamline compliance, reduce admin, and scale smarter.
How Odoo Fleet Connects with the Rest of Your ERP Workflow
Odoo Fleet connects directly with core ERP modules - Accounting, HR, Maintenance, and Documents - ensuring that vehicle operations are not managed in isolation but are fully embedded within your wider business system. The following illustration highlights how Odoo Fleet integrates with other business modules such as HR, Accounting, and Documents:
This integration eliminates duplication, enhances compliance, and improves cross-functional efficiency. For Australian SMEs, it means one system for managing vehicle registration, FBT, expenses, and servicing - all traceable, auditable, and in sync.
1. Accounting integration for vehicle expenses & depreciation
Accounting integration in Odoo Fleet ensures that every cost - fuel, repairs, insurance, or lease payments - is automatically recorded and categorised in the general ledger. This functionality supports accurate budgeting and aligns with ATO-compliant reporting structures for asset depreciation. In Odoo 17, vehicle tagging in manual bank reconciliation was added, enabling clearer audit trails for every transaction related to fleet activity.
2. HR integration for assigning vehicles to employees
Odoo links fleet operations with the Employees module by allowing companies to assign vehicles to employees, record usage, and log expenses against individuals. This supports role-based accountability and simplifies fringe benefits tax (FBT) tracking. Since version 17, organisations can also assign scheduled activities directly to the fleet manager of an employee’s vehicle, ensuring responsibilities, like servicing or returns, are never overlooked.
3. Maintenance integration for preventive services
Preventive servicing is integrated with the Maintenance module, enabling tasks such as tyre rotation, inspections, or repairs to be scheduled based on time intervals or odometer readings. This structured approach allows businesses to move away from reactive servicing and instead implement proactive fleet maintenance strategies, improving vehicle reliability, reducing unexpected downtime, and staying road-compliant across all Australian states.
4. Documents integration for vehicle registration/insurance handling
Odoo’s Documents app allows all fleet-related paperwork - registration renewals, insurance policies, warranties - to be linked directly to each vehicle. These documents are version-controlled, searchable, and securely stored, replacing manual systems or scattered cloud drives. For Australian SMEs, this ensures full traceability and readiness for audits or compliance checks with local transport regulators.
While understanding Odoo Fleet’s features and integrations is critical, the real impact comes from implementation. From adding your first vehicle and configuring models, to tracking services and logging costs, the next section walks you through how to practically set up and run your fleet operations using Odoo - step by step, from the ground up.
Step-by-Step: How to Set Up Odoo Fleet for Your Business
Odoo Fleet is implemented with a structured 5-step setup process that includes system activation, vehicle data entry, service tracking, incident logging, and cost reporting. See the following image for the initial steps to activate and configure your fleet management environment in Odoo:
When correctly configured, it provides Australian businesses with full control over vehicle operations, from initial assignment to depreciation tracking and regulatory compliance.
For the most up-to-date instructions and interface walkthroughs, we recommend also referring to the official Odoo Fleet tutorials published by Odoo.
1. Install and Configure the Fleet App
To begin using Odoo Fleet, you must first install and activate the Fleet module from the Apps dashboard. Once enabled, it provides a Kanban-style view of all fleet assets organised by status, such as Ordered, Registered, or Running.
Each vehicle card uses visual indicators to reflect contract and activity status. Red and yellow triangles flag overdue or soon-to-expire contracts, while icons indicate pending actions. Clicking into any card gives access to detailed records, including:
2. Add Vehicles and Configure Contract Details
Adding a vehicle involves defining the manufacturer, model, and technical specifications. These include transmission type, fuel type, CO₂ rating, horsepower, and the number of seats or doors. This structured setup is critical for downstream filtering, maintenance planning, and reporting.
Operational fields - such as driver assignment, category, and location - are then populated. Contracts are added via the smart button, where you define start and end dates, vendor, service entitlements, and monthly lease costs. Once saved, the system updates the vehicle’s status to "Running," making it ready for assignment and operational use.
3. Log and Track Vehicle Maintenance Services
All vehicle maintenance - whether routine or reactive - is logged under the Services section. Each service entry captures the description, service type, vendor, vehicle, date, cost, and current odometer reading.
Statuses progress from New → Running → Done, enabling clear tracking of tasks and vendor performance. New service types and vendors can be created directly from the form, ensuring flexibility and real-time data capture across all repair or maintenance events.
4. Log and Manage Accidents with Customised Categories
Accidents are tracked as specialised service types, allowing categorisation by liability (e.g., driver at fault or not at fault). This ensures incident records are separated from routine servicing and can be reviewed independently.
Accident logs include the repair needed, vendor, vehicle, driver, odometer reading, and notes about the incident. Costs are recorded once estimates are approved, and service records are updated as work progresses. Filters such as “New” or “Running” help you monitor cases that need follow-up.
5. Generate and Analyse Fleet Reports
Fleet reporting in Odoo gives managers full visibility over operational spend, service frequency, and asset usage. The Cost Analysis dashboard segments costs by month and service type, with the ability to compare current data to previous years.
You can drill into specific records - by vehicle, driver, or contract - and analyse maintenance trends. Pivot tables offer further breakdowns by cost type or vendor, enabling more informed decisions around lease renewals, asset performance, or driver accountability.
With custom filters and saved views, you can isolate high-cost areas, validate contract value, or decide whether to renew a lease or retire a vehicle. This transforms fleet data from a passive log into a strategic resource.
However, how did a real business transform its operations using Odoo Fleet? Understanding features is one thing, but seeing how a growing logistics provider streamlined its end-to-end operations with Odoo Fleet offers deeper insight. In the next section, we examine a real-world case study of how integrated fleet management can drive commercial impact at scale.
Real Use Case: How a Vehicle Logistics Provider Centralised Operations with Odoo Fleet
SCL Rotterdam centralised its vehicle logistics operations with Odoo Fleet by replacing siloed systems, manual tracking, and disjointed workflows with an integrated ERP platform. The business eliminated redundant data entry, improved service visibility, and empowered its teams to generate customer-specific vehicle offers instantly - all from a single source of truth. The result: faster quoting, reduced admin, and more coordinated service delivery across departments.
About SCL
SCL Rotterdam is a full-service vehicle logistics provider, specialising in global car transport - from classic cars to EVs. With 50 employees and 35 Odoo users, the company manages import/export workflows for dealers, wholesalers, and private customers, offering a one-stop solution from licensing to last-mile delivery.
The Challenge: Disconnected Systems and Operational Inefficiencies
As the business expanded, SCL relied on Excel files, homegrown apps, and fragmented logistics tools. Each department operated in silos, using Google Sheets or custom trackers to manage vehicle flows, customer data, and service records.
This led to:
Operationally, the company was constrained by outdated tools that couldn’t scale with its growing service portfolio.
The Solution: Centralising Fleet Data and Driving Smarter Offers with Odoo
SCL deployed Odoo’s Fleet, Sales, Purchase, and Accounting apps - consolidating their previously fragmented architecture.
The Fleet module became instrumental in transforming day-to-day operations. Vehicle records were fully centralised, driver history and service logs were accessible via smart buttons, and contract tracking was streamlined across leased units.
More importantly, the company leveraged Fleet data to improve sales responsiveness. By linking customer history with vehicle availability, SCL could generate tailored offers in one click, increasing deal velocity and customer satisfaction.
Odoo’s user-friendly layout and mobile access made the transition smooth. Teams adopted the platform quickly, and its open integration approach allowed SCL to continue using their logistics platform without disruption.
Today, Odoo enables SCL Rotterdam to operate with agility, data accuracy, and cross-team coordination - critical traits for any transport-focused business scaling its fleet operations.
Key Takeaways for Australian SMEs Managing Fleet Operations
Is your business also grappling with disjointed tools and growing vehicle complexity? The next section explores how to assess if Odoo Fleet is the right fit for your operations, especially if you’re managing vehicles across teams, sites, or systems under increasing compliance pressure.
Is Odoo Fleet the Right Fit for Your Australian Business?
Yes. Odoo Fleet is specifically designed to support Australian SMEs with multi-vehicle operations, rising regulatory demands, and the need to move away from disconnected, manual workflows. Its strength lies in centralising your vehicle data, automating workflows, and connecting fleet operations with your broader finance, HR, and compliance landscape.
1. Do you manage vehicles across multiple sites, regions, or job functions?
If your operations span across cities, branches, or field roles, fragmented vehicle oversight leads to delayed servicing and unclear responsibility. Odoo Fleet consolidates all your vehicles - regardless of location - into a single interface, helping your team coordinate usage, handovers, and maintenance with clarity.
2. Do you need to link vehicle usage to Accounting, Payroll, or HR records?
If you're manually reconciling fuel, vehicle registration, or service invoices or processing vehicle-related expenses through separate systems, Odoo simplifies it. Fleet logs integrate seamlessly with Odoo Accounting and Employee Expenses, helping with accurate FBT reporting and ATO-compliant cost tracking. For deeper insight into how these modules work, see our Odoo Accounting Software Review in Australia and Why Odoo for HRM drives your operations.
3. Are you still using spreadsheets or shared folders to manage vehicle data?
Many Australian businesses begin this way, but as the fleet grows, so do the risks: missed vehicle registration renewals, lost insurance papers, or incomplete service logs. Odoo replaces that patchwork with one secure, central source of truth - accessible from any device. If you’re currently using an older version, upgrading unlocks further automation. Explore the latest Odoo 17 and Odoo 18 features before upgrading.
4. Is your business expanding and facing more complex operational or compliance demands?
As you grow, so does the administrative load: new drivers, higher service volumes, and stricter reporting expectations. Odoo lets you scale confidently by automating tasks and standardising fleet processes. Many SMEs looking to improve operational control also choose to upgrade to Odoo 18 for its new features and integrations - learn more about the why, how, and what to prepare when upgrading in our latest guide.
5. Do you need a better way to manage vehicle registration, insurance, and service documentation, and keep up with Australian regulations?
From state-based vehicle registration rules to insurance audits, compliance in Australia requires systems that do more than store data. Odoo Fleet connects with document management, HR, and accounting, creating a compliant ecosystem. If you’re considering a long-term solution that scales, see how Odoo ERP software fits into an integrated business strategy - or work with a trusted Odoo Australia Partner who understands local compliance demands and workflows.
In conclusion, Odoo Fleet gives Australian SMEs a scalable, compliant, and integrated way to manage vehicles across operations, finance, and HR. Whether you're starting with a small team or expanding across sites, Odoo helps streamline your vehicle data and reduce risks.
Considering a switch? Contact Havi Technology to get expert advice on implementing or optimising Odoo Fleet for your business.
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