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Ask what software for managing pool vehicles costs and you rarely get a number. You usually get a formula: this much per vehicle, this much per user, plus hardware, setup and a contract term. Two offers at €5 and €49 a month can end up costing almost the same, or ten times apart.
This post sorts out the common pricing models, works them through for a fleet of 15 pool vehicles and only gives numbers where a vendor publishes them. That includes the option that supposedly costs nothing: Excel and Outlook.
"Fleet software" covers three very different products, and the price depends mostly on which one you need:
For a pool of 5 to 30 vehicles without a dedicated fleet department, the first two are usually enough. Telematics is a separate product with its own costs, more on that below.
A spreadsheet on the shared drive or a shared Outlook calendar costs no licence. The costs sit elsewhere:
With three vehicles and a small team, Excel is often still the right answer. From around five vehicles and people who don't see each other every day, it tips over. To see how often your list already has overlaps, use the free booking check: paste your Excel list or Outlook export and see double bookings and utilisation per vehicle before you buy anything.
You pay a fixed amount per bookable vehicle each month. The maths is simple: vehicles times price.
One example with public prices is anny. On its German pricing page a resource costs €5, €10 or €15 a month depending on the plan, or €4, €8 or €12 billed annually, plus VAT. Up to five resources are free on the Starter plan (source: anny's pricing page, as of October 2026). Fifteen pool vehicles therefore cost between €75 and €225 a month, billed monthly.
Works well if you have few vehicles and the number stays stable. Below a free threshold it can even cost nothing.
Check whether rooms, trailers and charging points count the same as vehicles, whether subunits have their own price and from which number you need a custom quote. Every new vehicle raises the price.
What that looks like next to a flat plan is worked out in Dispoly vs. anny.
You pay for every person with access. For fleets that's rarely ideal, because the number of drivers is almost always much larger than the number of vehicles. Forty employees sharing ten vehicles means forty licences.
Works well if only a few people book, for example a dispatcher who enters bookings for everyone else.
Check exactly who counts as a user: everyone who books once a year, or only the people who manage? Can occasional drivers book without an account? Otherwise the price grows with every new hire.
You pay a fixed monthly price for a plan with limits, for example on resources, locations and accounts. Within the limit, an extra vehicle costs nothing.
This is how Dispoly charges:
| Plan | Price per month | billed annually | Resources | Locations | Members |
|---|---|---|---|---|---|
| Starter | €19 | €16 per month (€190 a year) | 25 | 1 | 50 |
| Team | €49 | €41 per month (€490 a year) | 50 | 5 | 200 |
| Business | €99 | €83 per month (€990 a year) | 250 | 25 | 1,000 |
| Enterprise | custom | unlimited | unlimited | unlimited |
Members are accounts in your organisation. People who book through the booking link or the QR code on the key cabinet don't need an account and don't count.
Works well if you have more than a handful of resources, or want to manage vehicles, rooms and equipment together.
Check where the limits are and what happens when you move up a plan. At Dispoly that's the second location, the 26th resource or the 51st account: then it goes from €19 to €49.
Here a device is installed in every vehicle or plugged into the OBD port. It records trips automatically, often with position and route. Billing is usually per vehicle per month, plus hardware, installation where needed and a contract term. Many vendors only quote prices on request, so there's no range here.
Works well if you need trips recorded automatically, for example for vehicles that are also used privately, or if you need live positions, for example when dispatching service vehicles.
Check that tracking vehicles driven by employees can be used to monitor their behaviour. In Germany, if there is a works council, it has a say under § 87(1) no. 6 of the Works Constitution Act (BetrVG). And a box tells you where a car is, not who needs it next Tuesday. For booking you usually still need a calendar.
| Model | What counts | 15 vehicles, one site |
|---|---|---|
| Excel, Outlook | nothing | no licence, but staff time and no record |
| Per resource | every vehicle | example anny: €75 to €225 a month |
| Per user | every person with an account | depends on the number of drivers, not vehicles |
| Flat | plan by size | example Dispoly Starter: €19 a month |
| Telematics | every vehicle plus hardware | usually on request |
The numbers say nothing about features. They show how far apart the models land for the same fleet.
On every plan, Starter too: a real-time calendar without double bookings, booking by link and QR code without an account, an approval workflow, blocked periods, calendar feeds for Google, Outlook and Apple, and import and export as CSV and Excel. Plus "Pickup & return" with odometer readings: the last reading is prefilled, Dispoly calculates the distance driven, and the logbook shows kilometres and trips per vehicle and month. If a return is missing, Dispoly can send an email reminder.
The Team plan adds custom booking fields, such as a cost centre or job number.
The direct comparison with a vendor that charges per resource is in Dispoly vs. anny. Moving away from Excel and the key rack is covered in Pool vehicle management, and who may drive in Driving licence checks for pool vehicles. The features are on the fleet management page, every plan on the pricing page.
Pickup & return is included in all plans, including Starter, at no extra cost. Trying it costs nothing: no contract, no setup fee, 30 days free.