GPS grey fleet tracking
When employees use their own vehicles for work, you're still responsible. RAM gives you the tools to manage mileage costs, meet your duty of care, and stay compliant.
The real cost of unmanaged grey fleet
Grey fleets are often seen as a cost-effective alternative to company-owned vehicles, and they can be. With over 20 years of experience helping businesses manage their fleets, we know the challenges that come with unmanaged grey fleets. Without the right fleet management tools in place, the risks and hidden costs quickly add up:
Mileage claims you can't verify
Without accurate journey data, you're relying on self-reported mileage. Overpayments are common and difficult to spot without a vehicle tracking system in place.
No visibility of driver behaviour on the road
When employees drive their own vehicles for work, you have limited insight into how they're driving. That creates road safety risk and potential liability for your business.
Duty of care gaps
Employers are legally responsible for ensuring employees are safe when driving for work, regardless of whether the vehicle is company-owned.
Insurance and licence compliance is easy to miss
Keeping on top of business insurance cover, MOT status, and driver licence validity across a fleet of personal vehicles is time-consuming and easy to let slip.
No audit trail if something goes wrong
If an incident occurs during a business journey, you need records that show you had appropriate oversight in place. Without them, your liability exposure increases significantly.
Grey fleet tracking features
Real benefits of grey fleet tracking
Effective grey fleet management protects your business, reduces avoidable costs, and gives you confidence that employees driving for work are doing so safely and compliantly.
Reduce your liability exposure
If an incident occurs during a business journey, accurate records demonstrate that appropriate oversight was in place. This matters for insurance claims and legal disputes.
Stop overpaying on mileage claims
Verified journey data replaces self-reported mileage, ensuring all reimbursements reflect actual business travel and nothing more.
Meet your duty of care obligations
Vehicle checks give you a documented, auditable process for managing road risk across your grey fleet.
Cleaner compliance records
Automatically separated business and personal mileage removes the admin burden at tax time and reduces the risk of errors in expense reporting.
Save time on grey fleet admin
Digital vehicle checks, automated mileage recording, and centralized compliance records cut the time spent chasing paperwork from employees.
Safer driving standards across your team
Driver behavior monitoring gives managers the data to have informed conversations with employees and encourage safer habits on the road.
Who needs grey fleet management?
Grey fleet management isn't just for large businesses. Any organization where employees regularly use their own vehicles for work has a duty of care responsibility, and a cost management challenge. It's particularly relevant for:
Field service and trades businesses
Electricians, HVAC engineers, and scaffolders travelling between jobs in personal vehicles rack up significant mileage. RAM protects both the business and the driver.
Construction and roofing
Site managers and supervisors using their own vehicles still fall under employer duty of care, making mileage tracking and compliance essential.
Facilities management and cleaning
Staff often travel between sites in personal vehicles. Grey fleet management provides journey visibility and documented duty of care.
Delivery and logistics
Smaller operations relying on employee-owned vehicles for last-mile work need verified mileage records to control reimbursement costs and stay compliant.
Utilities and engineering
Field engineers and technicians covering significant mileage need accurate business journey records and vehicle safety checks as standard.
How grey fleet tracking works with RAM
Getting started with grey fleet tracking is straightforward. Here's how it works:
Choose your tracker
Install your device
Set up your account
Track your grey fleet
Real results from RAM grey fleet customers
Frequently asked questions about grey fleet management
A grey fleet refers to employees using their own personal vehicles for business travel. Unlike company vehicles, these cars, vans, or motorcycles are owned and maintained by the employee, but the employer still has legal responsibilities when those vehicles are used for work purposes.
Employers have a duty of care for any employee driving for work; regardless of who owns the vehicle. This means verifying licences, confirming business insurance cover, and ensuring vehicles are roadworthy.
RAM Tracking automatically records every business journey with accurate distance, route, and timing data, giving you verified records ready to export for payroll or reporting.
No. RAM Tracking has a privacy switch that keeps personal journeys completely hidden from managers. Only business journeys are recorded and visible, so employees’ private driving stays private.
Yes. RAM Tracking supports both grey fleet and company vehicle management within the same platform. You can monitor employee-owned vehicles used for business alongside any company cars or vans you operate, with a single dashboard view across your entire fleet.
Take control of your grey fleet today
Trusted by over 23,000 businesses, RAM gives you the tools to manage grey fleet mileage, compliance, and driver safety from a single platform.