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⏩ Carrier Software Modernization: A Web-Based Fleet Management System

case study

Carrier Software Modernization: A Web-Based Fleet Management System

Full-scale modernization for an outdated fleet management application. Adoption of real-time telematics, IoT integration, and data-driven dashboards for fleet visibility and efficiency. Addressing paper logs and disconnected systems into a streamlined, proactive management hub.

client

NDA Protected

Norway
200 employees

The client is a key freight carrier focused on long-haul transportation across Northern Europe. Their operations depend on tight coordination, strict fuel management, and minimal vehicle downtime to remain competitive and efficient in a volatile logistics market.

With growing pressure on margins and expanding demand, the company saw the need for a future-ready technology partner to prepare their workflows for operational growth. Thus, they approached Acropolium for fleet management solution modernization.

a case study of fleet management system modernization

request background

Fleet Management Application Modernization: Audit for Future Visibility

The client's fleet management application was reliant on outdated infrastructure, since most processes were paper-based, with minimal data automation or real-time insights. Dispatchers managed operations using spreadsheets and manual check-ins, while maintenance teams lacked visibility into vehicle health between servicing appointments.

The fragmented system often resulted in missed preventative maintenance, inefficient route planning, and excessive fuel consumption. Unexpected disruptions regarding delivery timelines eventually inflated repair expenses. Also, the lack of centralization also made it difficult to scale operations as the fleet grew.

Acropolium was engaged to audit the current system, recommend a modern tech stack, and deliver a full-scope digital transformation of their fleet management platform. The goal was to implement a scalable, live-control web-based fleet management system to increase fleet uptime as the carrier operations expanded.

fleet management application modernization interface

challenge

Addressing Fragmented Operations and Data Blind Spots

First of all, the absence of live tracking meant dispatchers had no real-time overview of fleet positions, making it difficult to adjust routes on the fly. Vehicle diagnostics also were not connected to the central system, so faults went unnoticed until they caused major failures.

When auditing for a modernized custom fleet management solution, we noticed that fuel tracking was based on driver estimates and handwritten logs, offering little insight into idling, route efficiency, or fuel waste. At the same time, maintenance schedules were manually tracked, often leading to missed servicing intervals and surprise repairs.

All key data, including vehicle performance, service logs, and driver reports, were housed in isolated tools that didn't communicate. This created blind spots and made comprehensive reporting impossible.

Scaling up the system posed serious risks, as the outdated architecture struggled under increased data loads. Reactive workflows meant the team was always responding to issues instead of preventing them.

Lastly, compliance documentation and audits became time-consuming due to scattered data sources — and our task was to centralize, automate, and optimize the fleet management application while providing learning instructions for the updated product.

goals

Implement real-time GPS tracking and smart route optimization. The primary goal of fleet management system modernization was to provide dispatchers with instant visibility into vehicle locations and statuses, allowing for dynamic adjustments.
Enable live vehicle diagnostics and detailed fuel-use analytics. Live data on engine health that would support proactive maintenance and more efficient fleet operation.
Replace paper logs with a centralized digital dashboard, as a unified portal would ensure easy access to data for all departments.
Seamlessly integrate telematics data and IoT sensor feeds. Unifying sensor inputs like cargo temperature and tire pressure into one system would enhance operational insight. This way, the web-based fleet management software could support predictive alerts and safety compliance.
Build a scalable, cloud-hosted architecture ready for growth. A cloud-native solution would remove infrastructure bottlenecks and simplify expansion. It would also ensure system stability as the client added new vehicles or service areas.
Train drivers and staff to adopt the new system quickly and efficiently. User adoption was critical to success, so training was built into the rollout.

solution

Real-time Powered & Transparent Custom Fleet Management Solution

Node.js, NestJS, TypeScript, PostgreSQL, Redis, WebSocket (Socket.IO), MQTT, React.js, React Native, Material-UI, Docker, Kubernetes, AWS (EC2, S3, RDS, CloudWatch, IoT Core), Grafana, Prometheus, Elasticsearch, BullMQ, RESTful APIs, OpenAPI/Swagger, JWT, OAuth 2.0
Ongoing
9 specialists

Our dedicated team began the project with a thorough audit of the client's existing infrastructure, including legacy software components, vehicle hardware interfaces, and operational workflows. For this fleet management system modernization, our assessment uncovered multiple inefficiencies, ranging from siloed data systems to paper-based records.

These constraints hindered daily operations and made it difficult for the client to scale or respond proactively to delivery challenges. Based on what our teams have found, we designed and implemented a modular fleet management platform built with a microservices architecture and deployed on AWS.

The new system was engineered to deliver high availability, seamless scalability, and end-to-end visibility of all fleet assets. We aimed to unify vehicle data, improve operational response times, and reduce the manual workload across dispatch, maintenance, and compliance functions.

To ensure alignment with the client's business processes, our team worked closely with internal stakeholders to map operational needs, define key fleet management system features, and plan for a phased rollout. We prioritized system stability, cloud readiness, and the ability to extend functionality as new technologies emerged.

The new platform consolidated fragmented tools into a unified environment. It replaced outdated manual workflows with automated processes while integrating real-time vehicle data and predictive diagnostics into everyday decision-making.

Data silos were broken down, live dashboards were introduced, and mobile accessibility was enabled for field teams and office staff alike. Additional features of the web-based fleet management software were implemented to support proactive fleet management, seamless IoT integration, and dynamic analytics. Here's how we approached the transformation:

Interactive live maps for dispatchers with smart rerouting capabilities based on traffic, weather conditions, and delivery windows.
OBD-II integration to collect engine health metrics in real time, including alerts for overheating, excess idling, or mileage irregularities.
A centralized interface accessible to dispatchers, mechanics, and fleet managers; digital forms and automation replacing legacy paperwork and manual compliance checks.
Sensor feeds from cargo temperature monitors, tire pressure systems, and vehicle load indicators fully integrated into the platform's workflows.
Kubernetes-enabled infrastructure hosted on AWS, capable of scaling instantly to accommodate new vehicles, routes, or regional branches.
Continuous telemetry streamed into Elasticsearch and Prometheus, visualized through Grafana dashboards to monitor performance trends and fleet health.
Structured onboarding for drivers and operations teams, with ongoing Slack-based support and bi-weekly feedback cycles to optimize usability and engagement.

outcome

Automated, Data-First Custom Fleet Management Solution

A 35% reduction in vehicle downtime driven by early fault detection, real-time diagnostics, and automated maintenance scheduling.
Up to 20% projected savings in fuel costs as smart routing and live tracking features continue to scale across operational regions.
A 50% decrease in paper-based processes, significantly improving data accuracy, accelerating internal workflows, and reducing administrative overhead.

web based fleet management software modernization

client feedback

The team guided us through every step with clarity and care, making a complex change feel surprisingly smooth. We're already seeing the difference: fewer delays in the garage, clearer insight into fuel use, and a stronger sense that everything is finally running the way it should.

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