Coale Fleet
Where the road meets the ledger
Coale Fleet is a finance-led, mobile-first fleet management platform built natively on the Frappe framework and ERPNext. It fuses Ruptela GPS telematics, a full trip lifecycle, daily fuel reconciliation, complete tyre lifecycle costing, preventive maintenance, and driver safety analytics into one governed system with a Vue 3 mobile SPA. Because it is engineered by accountants, operational events become accounting events automatically: completed trips post a Journal Entry and fuel posts a Stock Entry, so every kilometre and every litre flows straight into your books. Every vehicle carries a live total-cost-of-ownership and cost-per-kilometre figure inside ERPNext.
See your true cost-per-km
Key capabilities
Ruptela GPS Telematics
Embedded Ruptela integration syncs vehicle positions every 15 minutes, with hourly object and fuel-event sync and daily trip, eco-driving, and geozone sync. Track points, geozone alerts, and driver-behaviour events (harsh braking, speeding, idling) land in the ERP, replacing a separate GPS subscription and its data silo.
Trip Lifecycle with Auto-Posted Accounting
A Draft → Planned → In Transit → Completed state machine enforces vehicle and driver availability and licence checks. On completion, the trip auto-creates a Journal Entry for expenses and links it back, so every trip is costed and posted with no manual re-keying. Trips link to ERPNext delivery notes for contracted logistics billing.
Daily Fuel Reconciliation
Dipstick readings are compared against book stock using tank calibration charts to compute theoretical-versus-actual variance. Threshold breaches raise alerts the next morning, and Fuel Entries post Stock Entries on submit. Fuel turns from an untracked expense into a monitored, variance-flagged one that stops pilferage and metering errors.
Tyre Lifecycle Costing
Track individual tyres cradle-to-scrap: fit, remove, retread, and scrap movements, tread-depth inspections, and per-axle position tracking with full lifecycle costing. Control one of the top three fleet costs and always know each tyre's history and remaining life.
Vehicle TCO & Cost-Per-KM Analytics
Daily vehicle cost summaries roll up into total-cost-of-ownership, cost-per-kilometre, route-profitability, and department-cost reports across categories including fuel, maintenance, tyres, inspections, compliance, driver, insurance, depreciation, and overhead. One number tells you what each vehicle really costs.
Preventive Maintenance & Inspections
Fleet Work Orders track parts, labour, and cost for preventive and corrective maintenance. Structured truck and trailer inspection templates cover engine, brakes, tyres, steering, electrical, air, and suspension, with automated maintenance-due alerts linked to ERPNext Asset Maintenance.
Driver Management & Safety
Drivers sync to ERPNext Employees and carry certifications, behaviour logs, and eco-driving scores. Automated daily scoring feeds coaching-session workflows, a badge and achievement system, and periodic performance reviews, improving safety and reducing claims and insurance risk with objective, gamified development.
Vue 3 Mobile SPA with Offline Sync
A Vue 3 + TypeScript + Frappe UI single-page app (45 page components) gives drivers and fleet managers an app-like experience on any device. Create trips, capture documents, and complete inspections offline; a mobile sync queue with session management batches actions to the server when connectivity returns.
Alerts, Compliance & Claims
Scheduled document, licence, maintenance, and tyre checks raise alerts before anything lapses, and expired-licence drivers are auto-suspended. Accident reports capture photos and damage assessment and feed a structured insurance-claim workflow. Proactive compliance with a full audit trail.
Why teams choose this
- Kill fuel theft with automated daily dipstick-versus-book reconciliation and variance alerts
- Cut tracking bills: Ruptela telematics is built into the ERP, no separate GPS subscription
- Post trips and fuel to your ledger automatically for a faster, cleaner month-end close
- Know every vehicle's true cost-per-kilometre and total cost of ownership, calculated overnight
- Extend tyre life and control spend with cradle-to-scrap lifecycle costing per axle position
- Prevent breakdowns and fines with preventive maintenance and automated expiry alerts
- Improve driver safety with objective behaviour scoring, coaching workflows, and badges
- Keep field teams productive anywhere with an offline-capable Vue 3 mobile app
Frequently asked questions
Does Coale Fleet include GPS tracking?
Yes. It integrates natively with Ruptela and FM-Track telematics, syncing vehicle positions every 15 minutes plus hourly object and fuel-event sync and daily trip, eco-driving, and geozone sync. Track points, geozone alerts, and driver-behaviour events such as harsh braking, speeding, and idling land in the ERP, replacing a separate GPS subscription.
How does automated fuel reconciliation for trucks work?
Daily reconciliation compares theoretical tank levels, computed from dipstick readings via tank calibration charts, against book stock and flags variance percentages beyond your threshold the next morning. Fuel Entries post Stock Entries on submit, turning fuel from an untracked expense into a monitored, variance-flagged one that stops pilferage and metering errors.
Is Coale Fleet built on ERPNext?
Yes. Coale Fleet requires Frappe and ERPNext v15 or later and extends Vehicle, Asset, Employee, Warehouse, Stock, and Buying documents. Operational events become accounting events automatically: completed trips auto-create a Journal Entry and fuel posts a Stock Entry, so every kilometre and every litre flows straight into your books.
Can drivers use Coale Fleet in the field?
Yes. A Vue 3 and TypeScript single-page app with 45 page components gives drivers and fleet managers an app-like experience on any device. Create trips, capture documents, and complete inspections offline, and a mobile sync queue with session management batches actions to the server when connectivity returns.
How does Coale Fleet show total cost of ownership per vehicle?
Daily vehicle cost summaries roll up into total-cost-of-ownership, cost-per-kilometre, route-profitability, and department-cost reports across fuel, maintenance, tyres, inspections, compliance, driver, insurance, depreciation, and overhead. One number tells you what each vehicle really costs, calculated overnight.