How Brisbane Fleet Solutions manages 14 fleet accounts without a single spreadsheet.

Brisbane Fleet Solutions services light commercial vehicles for government departments and private logistics companies across south-east Queensland. With ten bays running two shifts and fourteen active fleet accounts, the administrative load had become unmanageable.

Each fleet client had different PO requirements — some required approval before work could begin, others issued standing authorities up to a value threshold. Managing these rules across fourteen accounts in a shared spreadsheet meant work could start without proper authorisation, or conversely, bays could sit idle while staff chased an approval that should have been automatic.

Billing was a persistent pain point. Fleet invoices needed to be batched by client, formatted to each client's requirements, and reconciled against their own cost centres. The accounting team was producing these batches manually at the end of each week — a process that took most of Friday afternoon and regularly surfaced discrepancies that required a full audit trail to resolve.