The MOT lives in a file nobody opens
A vehicle grounded, a fine and a morning lost at the test centre because the date was written down somewhere else.
EasyFleet · Fleet management for Dolibarr
Fleet management inside Dolibarr: MOT, fuel and the real cost of every vehicle
EasyFleet puts your fleet inside the Dolibarr you already use: due dates that give notice on their own, real consumption, expenses and cost per vehicle. Drivers record from their phone, even offline, and the QR card shows only what you decide.
For delivery, construction, vehicle rental, freight and field sales teams.
Open demo, no sign-up · user demo · password demo · twelve sample vehicles
- Dolibarr 16 to 24
- Full source code
- One-off payment, no subscription
This is what a vehicle looks like in EasyFleet
Delivery van · sample data
- MOT14 Mar 2027
- Insurance28 Nov 2026 · due soon
- Oil change1,240 km to go
Consumption
6.9 l/100 km
Cost this year
€4,912
Verifiable, not promised
- Open demo. Twelve vehicles with due dates, refuelling, expenses and costs. User and password demo.
- Full source code. Delivered with the module; you can read it and adapt it.
- Version and compatibility published. 1.0.2, Dolibarr 16 to 24, PHP 7.4 to 8.5.
- Who is behind it. EasySoft Tech S.L., maker of the module and responsible for support.
EasyFleet in 60 seconds
EasyFleet is the fleet management module for Dolibarr from EasySoft Tech S.L. It brings each vehicle together with its paperwork, kilometres, fuel, expenses and cost, and works out MOT, insurance, tachograph and maintenance dates from the vehicle data. It installs as a standard module without touching the core, and adds a driver app and a QR card with a configurable public page.
| Maker | EasySoft Tech S.L. |
|---|---|
| Type | A standard Dolibarr module: installed from a ZIP, does not touch the core |
| Dolibarr | 16 to 24 |
| PHP | 7.4 to 8.5 |
| Database | MySQL, MariaDB or PostgreSQL |
| Languages | Eight, all of the ones Dolibarr ships |
| Permissions | Seven of its own, from read-only to costs and settings |
| Driver app | Installed from the mobile browser; works offline |
| Price | €290 + VAT, one-off, no monthly fee and no charge per vehicle |
| Updates | 365 days included |
| Current version | 1.0.2 |
| Demo | demo.easysoft.es · company “Gestion de flota (EASYFLEET)” · user and password demo |
Where running a fleet by hand breaks
The spreadsheet is not the enemy: it is free and you already have it. The trouble starts when there are several of you, data arrives by messaging app and nobody knows which version is the good one.
Refuelling sits in the bank statement
Without litres and kilometres there is no consumption, and without consumption you cannot tell which vehicle really costs you money.
The driver’s report arrives by message
A photo someone copies by hand when they remember. Maintenance arrives late and consumption comes out wrong.
EasyFleet versus a spreadsheet
The difference is not having a list of plates: it is whether the data lives where the invoices, the suppliers and the accounts already are. Two rows go to the spreadsheet, and there is no harm in saying so.
| Spreadsheet | EasyFleet | |
|---|---|---|
| Where the data lives | In a file passed around by email; everyone keeps their own copy | In your Dolibarr, with permissions per person and per entity |
| Who can see it | Whoever has the file | Seven permissions; a driver sees only their vehicles |
| MOT and insurance | Dates written down by hand | Calculated by category and age, with an email reminder |
| Consumption | An average that breaks with one partial fill | Only complete stretches; partial ones are flagged |
| Cost per vehicle | You add up columns and cross-check invoices | Cost per vehicle and period, with leasing kept apart |
| Refuelling | Typed in one by one | Imported from the statement, duplicates detected |
| Tyres | A note of when they were changed | By position, with kilometres and cost per kilometre |
| Driver report | A photo sent by messaging app | The app records it offline and syncs later |
| History | Lost when the file is replaced | Kept in your Dolibarr database |
| Price | €0 for the tool; the hours are yours | €290 + VAT, one-off payment |
| Learning curve | You already know how to use it | There is a new screen to learn |
Both have a cost. The difference is whether the cost shows up on an invoice or in the hours nobody records.
How it works
01
Enable the module
Install from the ZIP and enable it under Modules/Applications. The core and the templates are untouched, and it can be disabled without a trace.
02
Review dictionaries and plans
Vehicle types, energy sources, plan and expense types, and the due-date plans for each type.
03
Load the fleet
Vehicle by vehicle or with the Dolibarr import wizard. Before that, leave one row per vehicle and one column per field.
04
Assign permissions and switch on notices
Seven permissions per profile, the app for whoever drives and email notices with the lead time you choose.
The dashboard
Six figures for the day, what is due and the spending ring by category, with amount and percentage on hover.
The vehicle record
One record per vehicle with its data, its ownership and its plans up to date, due soon or overdue.
What the fleet module for Dolibarr includes
Vehicles and due dates
- Full record: normalised plate, type, make, model, chassis, energy sources, capacities and environmental badge.
- Odometer in kilometres or hours, for cars, lorries, motorbikes, trailers and machinery.
- Owned, leasing, renting or hired, with the services the fee covers.
- MOT calculated by category and age; insurance, tachograph, road tax, services and oil.
- A vehicle can be blocked as unfit when its MOT or insurance lapses, with a note of who lifted the block.
- Manual readings and readings derived from refuelling, with daily and monthly averages and a warning for vehicles with no reading.
- Tyres by position, with kilometres and cost per kilometre. Insurance per vehicle or for the whole fleet.
Fuel, expenses and the real cost
- Refuelling with litres, price and amount: give two of the three and the third is calculated.
- Consumption in litres per 100 km only between complete fills.
- Expenses with their category: tolls, parking, washes, AdBlue, fines and others.
- Fuel cards per vehicle or per driver, and the stations you use most.
- Statement import, with duplicate detection and a profile for each issuer.
- Cost per vehicle and period, with the leasing fee kept separate and nothing counted twice.
- Workshop jobs with the garage, the cost and a link to the supplier invoice.
Driver app and QR card
- App installable from the browser, using the driver’s own Dolibarr user.
- Records kilometres, refuelling and expenses; works offline and does not duplicate on a double tap.
- Each driver sees only their vehicles.
- QR card printable in card format or as a sheet for the whole fleet.
- Configurable public page: full, partial or hidden plate, and each field one by one.
- Assistance and manager phone numbers, 112 and accident text. Driver details never appear.
Data, permissions and notifications
- Seven permissions of its own, from read-only to settings, plus “mine only”.
- Data per entity, with branches and cost centres and their notification contacts.
- Email digests daily, weekly or monthly, per recipient or per branch.
- Dictionaries that explain each code on the screen itself.
- Export, restriction and anonymisation of one person’s data.
- Nothing in the Dolibarr core is overwritten: it uninstalls and deletes without leaving a trace.
Who EasyFleet is for
A delivery fleet is not read the same way as a construction one. The module is the same; what changes is what you look at first.
Delivery and last mile
Vans, many drivers and kilometres that never stop. What matters is fuel, insurance, the MOT and that the driver’s report does not get lost.
Construction and machinery
Machines without plates, hour meters and vehicles spread across sites. What matters is knowing what each machine costs and that an MOT does not stop the job.
Rental and leasing
Vehicles that come and go, fees with services included and a cost that cannot count twice what the fee already covers.
Freight transport
Tachograph, MOT, insurance and cost per kilometre. If you also issue the DeCA, both modules share the same fleet in Dolibarr.
Field sales teams
Company cars, fuel cards and kilometres that mix work and private use. What matters is what each person costs and who can see that data.
It fits if…
- The fleet no longer fits in a spreadsheet, or more than one person is editing it.
- You want MOT, insurance and maintenance with a notice, not written down by hand.
- You want the real cost per vehicle, not just the total spend.
- You have drivers who can record from their phone.
- You already use Dolibarr or you are about to roll it out.
It does not fit if…
- You are looking for real-time GPS tracking or geofences.
- You are looking for route optimisation or delivery planning.
- You are looking for workshop management, repair orders or a TMS.
- You do not want to use Dolibarr.
We would rather say so than sell you something you do not need.
Who sees what: data, permissions and privacy
Drivers sign in with their Dolibarr user and see only the vehicles you assign to them. The public QR page shows no driver detail at all: only the vehicle fields you tick and the phone numbers you type in.
The module includes tools to export, restrict and anonymise one person’s data, and everything is stored in your own Dolibarr database. There is no cloud of ours in between.
EasyFleet price: €290 + VAT, one-off payment
No subscription and no fee per vehicle. Includes 365 days of updates and the full source code. The current version is 1.0.2.
What it includes
- The full module, with the driver app and the QR card.
- 365 days of updates.
- Full source code.
- All eight Dolibarr translations.
- Email support from EasySoft Tech S.L.
What it does not include
- The server or the Dolibarr hosting.
- GPS tracking or telemetry.
- Route optimisation or workshop management.
- Rolling out Dolibarr, if you do not have it yet.
How to buy
Tell us what your fleet looks like, we send you a quote and we install it with you. If you are coming from a spreadsheet, we look at what is worth bringing over before importing.
The questions that come up before buying
Do I need GPS or telemetry?
No. Kilometres come from readings and refuelling, and the app installs from the browser. If you already have GPS, the module is still useful for due dates, expenses and cost.
What if I do not have Dolibarr yet?
EasyFleet needs a running Dolibarr. You can have it in the cloud with EasySoft Cloud or installed turnkey by our team.
How do I move my spreadsheet over?
Vehicle by vehicle or with the Dolibarr import wizard. If the sheet holds years of history, we look at it with you before importing and decide what is worth bringing over.
What it lives alongside
EasyFleet does its part and lets the others do theirs on the same Dolibarr.
- EasyDocControl, the DeCA: transport documents for the same fleet.
- VeriFactu: workshop and fuel invoices, kept in order.
- EasyConta: the cost of the vehicle, squared with the accounts.
- The catalogue: the rest of the EasySoft modules for Dolibarr.
Frequently asked questions
Frequently asked questions about fleet management in Dolibarr
What is EasyFleet and what does it include?
It is the fleet management module for Dolibarr from EasySoft Tech S.L. It brings together vehicles, due dates, fuel, expenses, tyres, insurance, workshop jobs and cost per vehicle, and adds a driver app and a QR card. It installs as a standard module on Dolibarr 16 to 24.
Which Dolibarr and PHP versions does it support?
Dolibarr 16 to 24 and PHP 7.4 to 8.5, with MySQL, MariaDB and PostgreSQL. Version 1.0.2 is tested against every version in the matrix before release.
Can I try it before buying?
Yes. There is an open demo with twelve sample vehicles, with due dates, refuelling, expenses, tyres, insurance and an imported statement. User and password: demo.
How are MOT due dates calculated?
The MOT is calculated from the vehicle category and its registration date, applying the age brackets of each type. The other dates, such as insurance, tachograph, road tax, services and oil, follow the same pattern. Each plan sends an email with the lead time you configure.
Does it cover vehicle maintenance?
Yes. Each vehicle has its service and oil plans, and workshop jobs are recorded with the garage, the cost and a link to the supplier invoice. Tyres are tracked by position with their cost per kilometre.
Do I need GPS or telemetry?
No. Kilometres come from manual readings and from refuelling, with daily and monthly averages, and the module flags impossible jumps and vehicles with no reading. EasyFleet does not track vehicles or install hardware, and the app does not ask for location unless you enable it in the settings.
How is renting or leasing handled?
The module stores the fee and the services it covers. What the fee already pays for is not added to the vehicle cost, so nothing is counted twice, and the cost can be read by period and by category.
Does the driver app work without coverage?
Yes. It installs from the phone browser and whatever is recorded stays on the phone until the network is back; if the driver taps twice, nothing is duplicated. Each driver signs in with their Dolibarr user and sees only their vehicles.
What does the QR card show?
Only what you decide. You can switch the whole page off, choose a full, partial or hidden plate and enable one by one the alias, model, MOT, insurance, tachograph, maintenance, phone numbers, 112 and accident text. Driver details are never shown.
Is it the same QR as the one in the DeCA?
No. The EasyFleet one is attached to the vehicle and opens a public record for that vehicle. The DeCA one belongs to the transport control document and is managed in EasyDocControl, the other module.
Can I import my current fleet?
Yes. Loading can be done vehicle by vehicle or with the Dolibarr import wizard. Before importing, leave one row per vehicle and one column per field: plate, type, make, model, registration date, odometer and ownership.
How is it priced and how many vehicles can I manage?
It is a one-off payment of €290 + VAT, with no monthly fee and no charge per vehicle, with 365 days of updates and the full source code. The demo comes with twelve sample vehicles so you can try it first.
Does it work with the rest of Dolibarr?
Yes. Vehicles, suppliers, invoices and permissions live in Dolibarr, and workshop jobs can link the supplier invoice. If you use VeriFactu, invoice reading or accounting, each module does its part on the same database.
What happens if a vehicle fails its MOT or loses its insurance?
The module can block it as unfit and keeps a record of who lifted the block. That way it is not used by mistake and the decision leaves a trail.
Does it replace a cloud fleet platform?
It covers the administrative side: due dates, documents, fuel, expenses, cost per vehicle and the driver app. It does not replace GPS or telemetry, and it does not do route optimisation or workshop management.
Can I split the fleet by branch or cost centre?
Yes. Each vehicle can be assigned to a branch or cost centre with its notification contacts, and data is separated per entity. Each contact receives what concerns them.
What about driver privacy?
A driver sees only their vehicles and their details never appear on the public QR page. The module includes tools to export, restrict and anonymise one person’s data, and everything is stored in your own Dolibarr.
Can I adapt it to my case?
Yes. You receive the full source code and can read it, change it and adapt it without asking permission.
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Get your fleet in order inside Dolibarr
We stay with you through the roll-out: installation, dictionaries and due-date plans, loading vehicles and branches, and the permissions for each person. If you are coming from a spreadsheet, we look at it with you before importing.
Compatible with Dolibarr 16 to 24 · Full source code · Updated on 5 November 2026
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