This article is featured in the latest issue of ALL THINGS FLEET.
Fleet management technology has come a long way in 25 years – from clunky green-screen interfaces to sleek, cloud-based platforms that integrate seamlessly with specialist tools. What once served back-office administrators is now expected to deliver real-time insights, self-serve options, and scale across global operations.
To explore the timeline and technological leaps that have shaped the industry, Fleet News Group spoke with Koenraad Van Grimbergen, COO APAC and NSA at Sofico, and Greg Cowell, Business Solutions Architect – APAC. Their reflections offer a rare insight into the local and global changes that have influenced fleet technology and how fleet managers can prepare for what’s coming next.
The Pre-Internet Era: Contract Systems in Silos
In the late 1990s and early 2000s, fleet software was purpose-built for internal processing. “The systems were very much back-office platforms,” said Koenraad. “They managed contracts, invoices and basic vehicle data, but weren’t designed for real-time interaction.”
Greg described these early systems as “brain screen” or “green screen” setups – simple, standalone programs running on DOS-based or early client-server architecture. “They were created before the internet, so there was no thought given to integration or online access. You entered data, it spat out reports, and that was about it.”
At the time, fleet managers had little expectation of visibility or control beyond monthly reports. “You couldn’t log in from home or request a vehicle online,” Koenraad added. “It wasn’t even on the radar.”
The Internet Arrives: Building Interfaces and Exposure
The arrival of the internet changed customer expectations. “Suddenly, customers wanted to see their data, and they wanted access 24/7,” said Greg. “The systems had to evolve.”
Rather than rebuilding from scratch, most providers wrapped a web interface around existing systems. “You still had the core system in the background, but now you could integrate a portal or a dashboard,” Greg explained. “It wasn’t perfect, but it was the start of something new.”
Koenraad said this marked the first major transition for Sofico. “We realised that our existing platform – Leasebase – wasn’t built for this new level of engagement. That’s when we began building Miles, our next-generation platform, from the ground up.”
Miles launched in Europe in 2004 and reached Australia in 2005, with Summit Fleet as its first local customer. “That was a pivotal moment,” Koenraad said. “It allowed us to build more flexibility, more integrations and better front-end services.”
Smartphones and Cloud: Changing the Game Again
The next leap came with the rise of smartphones. “The iPhone changed everything,” Koenraad said. “Now people expected to interact with their service providers from their pocket – banking, shopping, travel – and fleet was no different.”
This ushered in the era of cloud computing and always-on access. “Customers don’t want to wait until Monday to request a termination or check a report. They want it immediately, and they want to do it themselves,” Koenraad said.
Sofico responded by making Miles cloud-ready and architecting for high availability. “You need scalability, uptime, and real-time data. The system has to be accessible wherever you are.”
This shift also changed the expectations of Fleet Managers. “Now you’re supporting people in the field, not just in the office,” Greg said. “That required a complete rethink of how the platform worked.”
Integration over Monoliths: The Rise of APIs
As fleets became more complex, it was no longer feasible to have one platform do everything. “The old approach of one big monolithic system doesn’t work anymore,” Greg said. “Now it’s about having a clean, efficient core, and then integrating with specialist providers.”
He used the example of AutoGuru, a maintenance booking platform. “They manage all the data and logic in their system. We just take what we need for accounting and invoicing. It’s faster, more efficient, and we don’t need to handle all the noise.”
Koenraad said Sofico designed its architecture to support this approach. “We built MMP – the Miles Microservice Platform – to make it easy to connect with third-party cloud systems. Whether it’s maintenance, fuel cards, remarketing or quoting tools, we want the flexibility to use the best provider for each function.”
Global Lessons and Local Adaptation
Working across regions gives Sofico a unique perspective. “In Europe, we’ve seen faster uptake of EVs and subscription models, especially in the Nordics,” Koenraad said. “In Australia, the adoption curve is a bit slower, but that’s often due to infrastructure and policy.”
Greg noted the massive differences between countries. “In China, the challenge is licensing. You might only get three number plates a month in a city. That changes how a fleet business operates. They might skip traditional fleet models entirely and move straight to something new.”
The US brings its own complexity, particularly with sales tax. “There are thousands of tax regions, and the rate depends on where the car is parked,” Greg said. “You can’t build that into your core system – you have to rely on specialists and plug them in.”
OEMs and the Changing Customer Base
Koenraad said a growing number of OEMs are now entering the fleet and mobility services space. “They want to manage the relationship beyond the sale – offer services like subscriptions, guaranteed future value and bundled maintenance.”
Greg said many OEMs are starting from scratch. “Some don’t even know what happens after they sell a car – that was all handled by dealers. Now they want more control, more data and more of the customer journey.”
This has created new demand for retail and fleet integrations. “We’re working with Volkswagen on both fronts,” Koenraad said. “It started with fleet, and now we’re supporting retail services too. That’s the future – one system, multiple products, greater customer reach.”
What’s Next: AI and Future Value
Both Koenraad and Greg agree the next major milestone will be artificial intelligence. “AI is the next internet,” Greg said. “It’s going to change how we forecast, optimise utilisation, manage assets and interact with customers.”
Sofico is already seeing the benefits of cloud-based tools like high-volume quote engines. “One of our systems generates thousands of quotes in real time, using cloud infrastructure to do what our core system can’t,” Koenraad said.
He also noted the increased bundling of services at retail level. “You might pay cash for a car, but still get a guaranteed future value offer and a service package. That’s turning retail into a service offering, and it’s growing fast.”
A Journey of Agility and Adaptation
What started as a niche, paper-heavy back-office function is now a dynamic, customer-facing, data-rich operation. Fleet management has evolved in line with technology – and according to Koenraad and Greg, the pace of change isn’t slowing.
“You need agility,” Koenraad said. “It’s not about having one big system. It’s about having the right partners, the right integrations, and the ability to respond quickly.”
Greg agreed: “Technology is the enabler, but it’s how you apply it that sets you apart.”
For fleet managers, the lesson is clear – choose systems that are open, flexible and ready for whatever comes next.
