Fleetkeep

Fleetkeep is a straightforward, UK-focused fleet maintenance and compliance dashboard designed to replace the chaos of spreadsheets, sticky notes, and missed deadlines. At its core, the product helps operators keep vehicles road-ready by centralizing all critical dates and documents in one place. You start by adding a single UK vehicle registration, or you can import an entire fleet using a CSV file. Once a registration is entered, Fleetkeep automatically pulls official MOT and road tax dates directly from DVSA and DVLA sources. This eliminates manual data entry errors and ensures you are working with accurate, government-verified information. Beyond these official dates, you can manually add insurance renewal dates, service intervals, mileage triggers, operational status updates, defect records, and driver guidance documents. The system then organizes everything into a traffic-light queue, showing you exactly what each vehicle needs next. Fleetkeep is built for small fleets, owner-operators, tradespeople, couriers, taxi and private hire operators, construction teams, vehicle hire firms, and even households managing multiple vehicles. The primary value proposition is simple: stop spreadsheet drift and never miss a renewal or maintenance deadline again. The product sends automated email reminders following a default rhythm of 60, 30, 14, and 7 days before a date is due. Defect and condition records can include photo or video evidence, making follow-up and compliance documentation straightforward. Fleetkeep is not a complex enterprise tool; it is a back-to-basics solution that does one thing well: keep your vehicles compliant and road-ready.

Official DVSA/DVLA Data Lookup

When you add a UK vehicle registration to Fleetkeep, the system automatically retrieves the official MOT expiry date and road tax expiry date from DVSA and DVLA databases. This feature eliminates the need to manually search for these dates or trust outdated spreadsheet entries. It provides a single source of truth for compliance, ensuring you always know when your next MOT or tax payment is due. This official data is displayed clearly on each vehicle record and feeds directly into the dashboard’s priority queue.

Centralized Vehicle Record

Every vehicle in your fleet gets its own dedicated record within Fleetkeep. This record acts as a digital home for all critical information. You can store the MOT date, road tax date, insurance renewal date, service intervals, and mileage triggers. Beyond dates, the record holds vehicle photos, uploaded documents like insurance certificates or service invoices, renewal reference numbers, defect notes, and condition evidence with photo or video attachments. This means you no longer need to search through emails, physical files, or multiple spreadsheets to find information about a specific vehicle.

Traffic-Light Priority Queue

The main dashboard presents a traffic-light queue that sorts all vehicles and their upcoming requirements by urgency. Items needing immediate attention are flagged in red, upcoming items in amber, and items that are fine in green. This visual system allows you to see at a glance what needs action today, this week, or this month. The queue combines MOT, road tax, insurance, service, and mileage-triggered work into one prioritized list. It effectively answers the fundamental question: what does each vehicle need next?

Automated Email Reminder System

Fleetkeep removes the mental load of remembering deadlines by sending automated email reminders. By default, the system follows a 60, 30, 14, and 7 day rhythm before a key date is due. This means you receive a warning two months out, a reminder one month out, a final alert two weeks out, and a last call one week before expiry. You can switch reminders on or off for each date type per vehicle. This feature ensures that even if you are busy on the road or at a job site, you will not miss a critical renewal.

Small Fleet Operator Maintenance

A courier company running five vans can use Fleetkeep to track the MOT, road tax, and service intervals for each vehicle. Instead of relying on a wall calendar or a shared spreadsheet that quickly becomes outdated, the operator adds each registration once. Fleetkeep pulls the official dates and sends reminders before each expiry. The traffic-light dashboard shows which van needs a service next based on mileage or date, allowing the operator to schedule maintenance without disrupting deliveries. This reduces the risk of a vehicle being taken off the road unexpectedly.

Owner-Operator Compliance Management

A self-employed tradesperson with a single van needs to ensure their vehicle is always legal and roadworthy. Fleetkeep allows them to add their own registration and immediately see their MOT and tax dates. They can add their insurance renewal date and set a service reminder based on mileage. The automated email reminders mean they do not have to remember when each deadline falls. If they spot a defect, they can take a photo and attach it to the vehicle record for follow-up at the next service. This keeps their business compliant without requiring dedicated admin time.

Taxi and Private Hire Fleet Oversight

A taxi or private hire operator managing a fleet of vehicles must ensure every car has a valid MOT, road tax, insurance, and is properly maintained. Fleetkeep provides a single dashboard to monitor all these requirements across the fleet. The operator can import a CSV of all vehicle registrations, and the system will populate the official dates. They can then set service intervals and track defect reports that include photo evidence. The driver portal feature allows them to share guidance documents like breakdown procedures or accident protocols with drivers through a single link.

Vehicle Hire Company Logistics

A vehicle hire firm renting out cars or vans needs to track the compliance status of every vehicle in their inventory. Fleetkeep helps them manage the rotation of vehicles for MOT and service appointments. When a vehicle is hired out, the operator can update its operational status in the system. The defect recording feature is useful for documenting any pre-existing damage or issues reported by customers, with photo evidence stored securely. The toll and clean-air zone account cover tracking also helps the firm manage costs associated with vehicles operating in different zones.

Can I try Fleetkeep before paying?

Yes, you can add your first vehicle registration without entering any card details. This allows you to see the official MOT and tax dates pulled from DVSA/DVLA and get a feel for the dashboard. After adding one vehicle, you can choose a 30-day trial to test the full functionality before committing to a paid subscription. This approach lets you confirm the product fits your workflow before any financial commitment.

Where does the MOT and tax data come from?

The MOT and road tax expiry dates are pulled directly from official DVSA and DVLA sources. When you enter a valid UK vehicle registration, Fleetkeep queries these government databases to retrieve the most current information available. This ensures the data is accurate and up-to-date, removing the risk of manual entry errors. It is important to note that this data is provided as a reference, and you should always verify with official documentation.

What does the dashboard track?

The Fleetkeep dashboard tracks all key compliance and maintenance dates for your fleet. This includes MOT expiry, road tax expiry, insurance renewal dates, service intervals, and mileage triggers. It also tracks operational status, defect records with photo or video evidence, uploaded documents, driver guidance links, and toll or clean-air zone account cover. All of this information is organized into a traffic-light queue that prioritizes what needs attention next.

Can Fleetkeep use live vehicle data?

Fleetkeep primarily relies on the official DVSA/DVLA data for MOT and tax dates, combined with the information you manually enter for insurance, service, and mileage. It is not a live telematics or GPS tracking system. However, you can set mileage triggers that will generate a reminder when a vehicle approaches a service threshold. This allows you to combine the static official data with your own operational inputs to create a practical maintenance schedule.