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FleetStream for Pharma & Sales Fleets

Run the Company Car Program Like a Program

Hundreds of vehicles, one per driver, scattered across the country — each with a tax obligation attached to every personal mile. FleetStream was built with this fleet shape in mind.

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Month-End

The Mileage Chase Ends on the 31st

You know the ritual: the reminder email, the second reminder email, the spreadsheet with three drivers’ numbers that don’t reconcile to anything, and a payroll deadline that doesn’t care. Business-versus-personal mileage decides tax treatment — and it’s being collected on the honor system.

FleetStream opens a mileage log for every driver automatically, makes the split reconcile to the odometer before it can be submitted, prices personal use at the IRS rate server-side, and locks the month once payroll reports it. The chase ends.

How a Month Closes

Four Steps, None of Them a Reminder Email

1

The Log Opens Itself

Every driver with an assigned vehicle gets an open log each month, seeded with last month’s closing odometer reading.

2

The Driver Closes It

Business plus personal must equal the odometer change — the split reconciles or it doesn’t submit. Drivers do it from their own screen; the office can close a straggler’s on their behalf.

3

The Rate Applies Itself

Personal use is valued at the IRS standard rate for the year, server-side. Nobody maintains a rate cell in a spreadsheet.

4

Payroll Locks It

Once a month is reported to payroll, it closes to edits — for the driver and the office both. The Mileage & Tax report carries what payroll needs.

Driver Compliance

Compliance for Drivers You See Twice a Year

A sales fleet’s drivers don’t walk past a fleet office. MVR status, license expirations, and training certifications are monitored continuously wherever the driver sits, and each driver manages their own records from their own screen — with anything lapsed surfaced first, never buried.

  • MVR, license, and training in one roster
  • Drivers see and manage their own records — only their own
  • Expired items always surface first
Program Cost

Cost per Vehicle Is a Report, Not a Reconstruction

Lease payments, maintenance, fuel, and tolls post to a ledger and distribute by region, territory, or vehicle — so the program’s true cost per unit is something you run, not something you rebuild every quarter. It exports to your ERP as journal entries, not a spreadsheet attachment.

  • Cost distribution by department, cost center, or vehicle
  • Per-vehicle total cost of ownership
  • Generic CSV, SAP IDoc, or Oracle GL_INTERFACE export
Program Managers Ask

What Program Managers Ask

How do drivers report business versus personal miles?

A monthly log opens automatically for each driver and their assigned vehicle. The driver enters the split — which must reconcile to the odometer — and submits from their own screen; the office can close it on their behalf when needed.

How is personal use valued for payroll?

The IRS standard rate for the year is applied server-side, and a Mileage & Tax report gives payroll what it needs. A month already reported to payroll locks against edits.

Our drivers never visit an office. Can they self-serve?

Yes — drivers get their own home screen with their vehicle, mileage log, inspections, and compliance records, and nothing else.

Can fleet cost reach our ERP without manual entry?

Every cost posts to a built-in ledger, and journal entries export as generic CSV, SAP IDoc, or Oracle GL_INTERFACE.

Month-End, Fixed

Bring Last Month’s Spreadsheet

On a walkthrough personalized to your program, we’ll show you the same month closing itself — logs, rate, payroll lock, and all.

Who Else We Serve

Different Fleet, Same Discipline