Basecamp Explorer (Kenya) Streamlines their Vehicle Management with Simply Fleet

Top of the Crop is one of Australia’s leading labour hire companies, specializing in workforce solutions for industries like agriculture, horticulture, and aquaculture.

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At the heart of their Queensland operations is Lawrence “Lawrie” Brown, a seasoned Operations Manager whose mechanical expertise and relentless drive ensure their fleet of vehicles runs like clockwork.

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Lawrie's fleet includes commuter buses, eight-seater vans, sedans, and pickup trucks used for transporting workers across various sites. Lawrie’s fleet operations are dynamic, with vehicles frequently shifting between locations and multiple managers overseeing operations on the ground.

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“In our line of work, downtime isn’t an option. Every minute counts, and compliance is non-negotiable,” says Lawrie. But managing a dispersed fleet of commuter buses, vans, and trucks across remote sites? That’s where the real challenge began.
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The Turning Point, Outgrowing Outdated Systems‍

Before Simply Fleet, Lawrie’s team relied on a custom-built solution that failed to meet expectations. Lawrie recalls. “I needed a solution that could keep up with our pace—and empower my team, not confuse them.”

Lawrie's operational goals were straightforward: streamline inspections, improve accountability, and make vehicle management more accessible to his non-technical team.

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The Challenge

Fleet management presented multiple hurdles for Lawrie:

1. Cumbersome Inspection Processes
   With manual inspections, the time and effort to complete, record, and track data for a growing fleet became unmanageable. Lawrie explained, “My guys would do an inspection, fill it in on paper, scan it, and send it in. When you’re managing even 10 vehicles in a sitting, it takes a long time.”
2. Driver Usability
   Since many of Lawrie's drivers spoke English only as  their second language, he required an application that was straightforward and intuitive to use. Not all team members were tech-savvy, and the tools needed to be simple and intuitive for daily use.
3. Missed Accountability
   Managing a dynamic fleet with multiple managers and dispersed operations, Lawrie struggled to track vehicle assignments and ensure inspections were completed accurately and on time. 
4. Operational Inefficiencies
   Without automated reminders, maintenance tasks and renewals could easily slip through the cracks, leading to potential disruptions in operations and higher long-term costs.
5. Cost Visibility
   Without clear records, it was difficult to gain visibility into overall service expenses and identify trends or areas for optimization.

The Solution

Simply Fleet provided Lawrie with a comprehensive, user-friendly platform to address these challenges:

1. Streamlined Inspections
   Lawrie was now able to create customizable inspection forms to keep his vehicle safe and roadworthy. The mobile app allowed his team to complete inspections directly on their devices, making the process faster and more reliable. Photos and timestamps provided instant documentation, ensuring every inspection was logged accurately and comprehensively. With all inspection details centralized, Lawrie gained a clear overview of vehicle statuses and maintenance priorities. "If inspections are overdue, I can get hold of my managers and ask why. Now, I can hold someone responsible and ensure the tasks are getting done." Lawrie said.
2. Ease of Use
   The web interface was straightforward, enabling Lawrie to quickly onboard his team member to assist him in daily activities. The Simply Fleet mobile app’s intuitive design made it accessible even to team members with limited technical skills. With features like photo uploads, fuel receipts uploads and one-click logging, Simply Fleet simplified complex processes, allowing tasks to be completed more efficiently and effectively. Lawrie particularly appreciated how user-friendly it was, ensuring smooth adoption across his team.
3. Improved Accountability
   Time-stamped records ensured tasks were completed as scheduled, and managers were held accountable for any lapses. The system also enabled Lawrie to track vehicle assignments efficiently, ensuring that responsibilities were clearly defined. This helped in managing traffic violations and addressing damages, as he could identify the responsible driver and take appropriate action, such as transferring fines or ensuring proper follow-ups.
4. Efficient Issue Management
   Simply Fleet allowed Lawrie to categorize and track issues, assign them to managers, and ensure follow-ups. “I can see whether an issue is open or closed and keep track of it,” he noted, emphasizing how the system provided a clear snapshot of ongoing tasks. By categorizing issues based on urgency and assigning them directly to the responsible managers, Lawrie was able to ensure timely resolutions and minimize delays, which significantly improved overall efficiency.
5. Cost Visibility
   By centralizing service records, expenses, and fuel usage, Simply Fleet gave Lawrie a comprehensive view of his fleet's overall costs. This visibility helped him identify patterns in spending, choose better mechanics, and plan maintenance schedules more effectively to reduce unexpected expenses and downtime.
6. Reliable Support Team
   Simply Fleet's solution is more than just an app; it’s a true partner for your business. The support team has been helpful, providing prompt responses and actionable guidance whenever needed. As Lawrie shared, "Whenever I send a question, I get an answer immediately or by the next day, depending on the time." Simply Fleet ensures your operations run seamlessly while addressing your specific needs.

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Results That Speak Louder Than Words

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Since adopting Simply Fleet, Lawrie and his team have seen significant improvements:

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• Cost Savings:
  With visibility into overall service expenses, Lawrie has been able to better plan and allocate resources, leading to a 30% reduction in costs by switching to better service providers.

• Improved Accountability:
  Overdue inspections dropped by 45%, thanks to photo documentation and time-stamped records These numbers continue to improve each month. Centralized records allow Lawrie to track vehicle statuses and hold managers accountable.

• Efficiency Gains:
  Lawrie and his team now spend at least 25% less time managing fleet operations, and the efficiency is improving as the team gets more familiar with the system

• Safety and Compliance:
  Simply Fleet’s inspection features ensured vehicles were compliant and ready for audits, on time with thorough documentation, reducing liability risks and ensuring vehicles stay compliant throughout their assignments

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Lawrie’s Verdict

Simply Fleet has become an essential tool for Top Of The Crop

“Simply Fleet has made a massive difference in how we handle inspections and manage costs. Inspections used to be a tedious, paper-heavy process, but now, with the app, everything is quick and seamless—photos, timestamps, and all the details in one place. On top of that, the visibility into costs has been a game-changer. I can track every expense, from servicing to fuel, and get a clear picture of where our money is going. It’s helped us make smarter decisions and keep the fleet running smoothly.”

Takeaway for Fleet Managers

Lawrie’s story is a blueprint. Whether you’re battling paper trails, accountability gaps, or runaway costs, Simply Fleet delivers:

• Ease: Tools anyone can use and easy to adopt.
• Visibility: Every cost, inspection, and task in one dashboard.
• Control: Proactively fix issues before they stall operations.

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