Fleet management and vehicle tracking system
Featuring insights from:
Indrek Siitan, Co-Founder & CTO
FleetGuru
About the client
FleetGuru is an Estonian startup delivering a fleet management system that tracks the status of the companies' vehicles.
Problem
Early customers tracked vehicles, expenses, and documents in separate tools. Location lived in GPS portals, costs sat in spreadsheets, and reminders were handled manually - making day-to-day decisions slow and error-prone.
Approach
We partnered with FleetGuru to shape a mobile-first web app around the three journeys that matter most: know where each vehicle is and its status, record and review costs with proof, and keep maintenance and paperwork on schedule. We defined a clear data model, built responsive views for desk and phone use, and added import paths so existing data could move in without re-entry.
Outcomes
One place to see vehicles, status, costs, and upcoming deadlines
Quicker month-end reconciliation with receipts attached to each expense
Fewer missed renewals thanks to visible document and maintenance timelines
Fast onboarding via CSV imports and sensible defaults
Consistent experience across laptop and mobile without a separate app
Project overview
Partnership Goal
Release a lean v1 that fleet teams can adopt in days, then grow it safely with real-world feedback - without adding operational overhead.
Before → After
From tab-hopping to a single, quiet workspace.
Before. Location checks happened in one portal, costs lived in spreadsheets, and renewals were tracked in calendar notes. Every weekly review meant reconciling data by hand.
After. The map and vehicle list give an instant snapshot; each vehicle page shows current status, documents, upcoming maintenance, and recent expenses with proofs. Reviews take minutes, not an afternoon of copy-paste.
From first tenant to daily habit
Roll in data, start small, iterate where it counts.
Early adopters imported vehicles and historical costs via CSV and began logging new activity immediately. Role-based access kept data tidy as teams grew. Over the first weeks we tightened search, added pragmatic filters, and refined document reminders - changes guided by what managers actually touched every day.
The result is a tool that gets used because it saves time on routine work, not because it demands a new process.
“I liked Polar Night Software's responsiveness and accommodation at every step.”
How our team turned ideas into a working, scalable solution
What we worked on
Services
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