From Whiteboard to Workflow: How a Custom Fleet App Saves This Company Thousands Every Year
"I manage now over 100 cars just from my phone," shares the fleet manager, who turned scattered Excel sheets into a streamlined digital system that's revolutionizing how businesses handle their fleets.
The Overlooked Cost of "Business as Usual"
When you think of digital transformation, you picture AI, automation, and enterprise platforms. But for many mid-sized businesses, the real wins start much simpler.
Take Safety4You.
A successful rail services provider in Austria, they manage over 140 company vehicles. But fleet management wasn’t their core business—it was just something that needed to get done.
The solution? A whiteboard, a few Excel sheets, and WhatsApp messages.
Until one day, that "somehow it works" system started costing too much in time, errors, and missed renewals.
So they asked a different question:
“What if we just had an app that did exactly what we needed, no more, no less?”
The Hidden Complexity of Modern Fleet Management
Fleet management should be the least of a railway company's worries. Yet for Safety4You, keeping track of over 140 vehicles had become a daily challenge that threatened operational efficiency and compliance. Their solution? A whiteboard, some Excel sheets, and hope that nothing would go wrong.
Every fleet manager knows the challenge: vehicles are constantly in motion, drivers change daily, and paperwork piles up. For Safety4You, managing their railway service fleet meant tracking everything from employee assignments to insurance renewals across scattered systems.
Fleet management may not be your product, but it's still your responsibility.
Who drove which car last week?
When is the next insurance renewal?
Did we get that radar ticket covered?
For Safety4You, the answers were buried in:
Manual handover forms
Paper folders
Unread WhatsApp messages
A whiteboard that only made sense in person
When the person managing the fleet was out sick, everything stalled.
And the bigger they grew, the harder it became to keep things under control.
Why Standard Fleet Tools Weren't the Answer
You will find fleet management software in the internet. But all of them are:
Too bloated with features they didn’t need
Too expensive for a non-core business process
Too inflexible for their way of working
What they needed wasn’t a "fleet platform"—it was a tailored internal tool.
A Simple Solution to a Complex Problem
Working with Safety4You, we discovered that the best solutions often start with the simplest questions: What if all this information lived in one place? What if managing a fleet was as easy as checking your phone?
Within three days, we transformed their fleet management from a wall-mounted whiteboard to an intelligent digital system. The key was focusing on what fleet managers actually need, not what traditional fleet software thinks they should have.
It didn’t try to do everything. It did exactly what they needed:
Centralize vehicle data
Track usage and assignments
Handle digital handovers
Store documents and histories
Offer mobile access to everything
The result? Total visibility, minimal effort.
Overview Fleet and Detail Page Car
Features That Make Fleet Management Feel Effortless
Smart Vehicle Tracking
Every vehicle in the fleet now has its digital identity. Insurance details, leasing contracts, maintenance records, and service histories are instantly accessible. Fleet managers can quickly filter vehicles by insurance provider, leasing end date, or availability status.
Intelligent Assignment System
Gone are the days of wondering who has which vehicle. The app allows managers to assign vehicles to employees or external users with just a few taps. Each assignment automatically generates a digital handover protocol, complete with electronic signatures and instant email confirmations.
Digital Handover Protocol
Real-Time Availability Management
Finding an available vehicle used to mean walking to the whiteboard and hoping it was up to date. Now, managers can instantly see which vehicles are available, who's using each vehicle, and when they'll be returned. Filters make it simple to find the right vehicle for any need.
Document and History Management
Every vehicle can now maintain its complete history. Service reports, accident documentation, and important notes can be stored directly with each vehicle's profile. When someone needs to check a vehicle's past plat numbers or drivers history, it's all there at their fingertips.
The Human Side of Digital Transformation
The app wasn't just about managing vehicles – it was about making people's jobs easier. Drivers now have instant access to important information through their phones. They can quickly find emergency contacts, locate approved service stations, and access insurance information when needed.
Fleet managers can handle most tasks from their mobile devices. Whether they're approving a vehicle handover or checking lease expiration dates, everything is accessible anywhere, anytime.
Mobil Version for Admin and End-User
The Results: Fewer Headaches, More Control
The app didn't just make the process faster, it made it smarter:
No more guessing or digging through old messages
No more missed renewals or duplicated entries
No more paper-based protocols
Instead, Safety4You now:
Manages the entire fleet from one phone
Assigns vehicles in seconds, even across departments
Tracks history and compliance with a few taps
Gives limited access to insurance providers and leasing partners
Unexpected Benefits
The digital transformation reached beyond Safety4You's internal operations. Their insurance providers now have restricted access to relevant vehicle information, streamlining claims processing and policy management.
The transparent system has improved relationships with leasing companies and service providers.
"I manage now over 100 cars in our fleet just from my phone. Within two weeks I had a full Fleet App which was before in Excel Sheets and Whiteboards," shares Thomas, Prokurist and now occasional Fleet Manager at Safety4You.
Why Simplicity Wins in the Long Run
There are plenty of powerful tools out there. But many internal processes don’t need complex systems. They need the right system.
This custom fleet app saves Safety4You thousands of euros per year without hiring an extra employee, without expensive licenses, and without changing how they work.
Built with custom Software powered by Glide and made by Kwapso, it integrates seamlessly into their daily workflow and evolves with their needs.
You Probably Don't Need a Big Platform. You Just Need a System That Fits.
What started as a solution to replace a whiteboard has become an essential business too.
Safety4You's experience shows that digital transformation doesn't have to be complicated or time-consuming. Sometimes, the most powerful changes start with simple solutions to everyday problems.
Digital transformation doesn’t have to be heavy.
Sometimes, the most impactful app isn’t on the app store.
It’s a lightweight internal tool, built around your way of working, helping your team work faster, more accurately, and with less stress.
Wondering what it's really like to work with Kwapso? This comprehensive guide covers our 3-phase working process, communication rhythm, time commitments, and partnership philosophy. From bi-weekly meetings to our customer portal, learn exactly how we collaborate with clients to build digital solutions that work in the real world.
Most apps separate what should be connected. Glide’s formula (data, layout, and workflows) brings it all into one system. This approach makes custom business software more intuitive, scalable, and tailored to your team.
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