Company cars
Company car software that respects private use
Sales and service staff often keep their company car in the evening and at weekends. Fleet Hero, the fleet management app of Office Hero, tracks the working day, stops recording positions during private use while still counting the distance, and reminds you when insurance, registrations and services fall due.
Privacy mode is part of every Fleet Hero package, from €10.80 per vehicle per month with the SIM card and mobile data included. Prices exclude VAT.
01What Office Hero covers
Company cars that are also used privately
Each tile links to the feature page with the details and the limits.
Private trips stay private
Pause recording and the car's positions are discarded the moment they arrive; nobody can recover them later, not even an administrator.
Weekends and holidays booked ahead
Book a private period with a start and an end, up to 31 days long and up to a year ahead; it starts and ends on its own.
Private kilometres still counted
The distance driven during a pause is read from the odometer or worked out from speed and time, and listed apart from the recorded distance.
Every pause on the record
Each pause is audited, and the pause history lists every private period with its distance and the number of positions discarded.
Insurance and registration on time
Renewal reminders for policies, registrations and driving licences up to 90 days ahead, on a calendar grouped by month.
Services that are missed
Work orders due on a date or at an odometer reading, with an alert to colleagues before a service falls due.
Who has which car
An assignments calendar of who drives which car and when, with each driver's licence and its expiry date.
Fuel costs per car
Fill-ups with price per litre and l/100 km, tank-level charts and the fuel and service cost per kilometre of each car.
Tank-level charts need a tracker that reports the fuel level.
Electric company cars
Charging sessions with energy, price per kWh, charger type and the charge level before and after, and the charging cost of each car.
02How it works
Privacy, renewals and drivers, in detail
Three screens a company car fleet relies on.
Privacy mode
A privacy mode that stores no positions during private use
When a car is paused, its positions are discarded the moment they arrive and are never stored, so there is no recorded route to look at later. Positions from the pause never reach the live map, and any shared link shows the car as paused. The distance, the driving time and the fuel for the period are still measured, so private kilometres can be accounted for without a route.
- Reasons: private use, commute, off duty or other
- Only people with the privacy-pause permission see the control
- Private periods appear as gaps in route history
- A road route estimated across a finished pause needs a separate permission and is always labelled as an estimate
Renewals
Insurance, registrations and licences before they run out
Each car carries its insurance policies and its registration, with dates, premiums and the policy document. Every day, Fleet Hero adds reminders for policies, registrations and driving licences that expire within 90 days, and marks them overdue when the date passes. A count on the insurance page shows any car without compulsory cover.
- A reminder calendar grouped by month
- Policies that expire in the next 30 days in a banner
- Your own reminders by date or odometer reading
- E-mail alerts to colleagues before a service falls due
Drivers and costs
Who drives which car, and what each car costs
The assignments calendar shows who drives which car and when, with the history per car and per driver. Fill-ups and services add up per car in the cost-per-kilometre report, recurring costs such as vignettes are listed on each car's page, and the vehicle summary report lists the kilometres driven during privacy pauses apart from the recorded distance. Each driver can also have an Office Hero Connect login for their leave, documents and messages.
- Primary driver and co-driver on each assignment
- Licence categories and expiry dates on each driver's profile
- Recurring costs per car, such as vignettes or subscriptions
- Cost per kilometre per car in the reports
03The apps
Office Hero for a company car fleet
Fleet Hero does most of the work; HR Hero and Finance Hero add the people and the expenses.
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Company cars on a live map during the working day, with privacy mode, renewals, services and costs.
- Privacy mode in every package
- Renewal reminders
- Assignments calendar
- Fuel and charging records
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The employees behind the cars, with contracts, leave and documents in one record shared with Fleet Hero.
- One person record across the apps
- Leave and absences
- Contracts on each person's record
- Portal access removed when employment ends
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Expense claims filed in Finance Hero for fuel, parking and mileage, with receipts and an approver who is never the claimant.
- A receipt on each claim line
- Mileage claims at your rate per kilometre
- Limits per category
- Approval and reimbursement
04Questions
Questions about company cars
Not answered here? Write to [email protected]. A person from our team in Skopje replies, Monday to Friday, 09:00–17:00 CET.
Is it legal to track company cars that employees also use privately?
It depends on the country and on how you do it. Data-protection law such as the GDPR generally expects a clear purpose, clear information for employees and no more tracking than needed, which is where privacy mode helps. Our guide to GPS tracking and employee privacy covers the principles; it is not legal advice, so check your set-up with your adviser or your data-protection authority.
What does the company see during a private trip?
Only that the car is paused and, afterwards, the distance, driving time and fuel for the period. Its positions are discarded as they arrive, so there is no recorded route, not even for an administrator. People with a separate permission can ask for a road route estimated across a finished private period, and it is always labelled as an estimate.
Who can switch privacy mode on?
People who hold the privacy-pause permission, which you give through roles; everyone else does not even see the control. Private periods can also be booked ahead with a start and an end, so a weekend or a holiday is private without anyone pressing a button. Drivers cannot switch it on themselves from Office Hero Connect.
Does Fleet Hero produce the mileage records our tax office asks for?
Not as official forms. The vehicle summary report lists the kilometres driven during privacy pauses apart from the recorded distance, and it exports to PDF, Excel or CSV. The report does not split the recorded kilometres into business and private trips, and Fleet Hero does not produce a country's official mileage forms, so ask your accountant what they need from these figures.
Does Fleet Hero produce travel orders?
No. Fleet Hero records every trip with its vehicle, driver, start, end and distance, and its reports export to PDF, Excel or CSV, but it does not produce the travel-order form or calculate per diems.
Which tracker suits a company car?
A Teltonika tracker: a plug-in OBD model such as the FMC003 fits into the car's diagnostic socket, and a hardwired model can be fitted out of sight. Trackers are sold from €65, with half paid in advance and half after installation, and installation starts at €49 per vehicle.
What does it cost per car?
Fleet Hero starts at €10.80 per vehicle per month in the Essentials package, with the SIM card and mobile data, privacy mode and renewal reminders included. The assignments calendar, maintenance and fuel monitoring come with Professional, at €14.80. Prices exclude VAT, and paying annually takes 10% off.
See privacy mode in a demo
Book a demo and we will pause and resume a car with you, and show exactly what is kept and what is not.