Turn fleet data into decisions before avoidable costs hit the business.

Haibot’s Fleet Management Agent connects to your existing machine, fleet and telematics data, monitors utilisation, detects exceptions, and gives your team plain-English answers, proactive alerts and practical recommendations. It helps logistics, warehousing and fleet-heavy businesses reduce unnecessary operating costs by identifying overused machines, idle assets, contracted-hour risk, abnormal readings and driver behaviour patterns.

Your fleet data is only useful if your team can act on it.

Most fleet-heavy businesses already have data from telematics systems, IoT sensors and machine reports.

But the data often arrives as dashboards, spreadsheets or raw reports that still need someone to manually interpret what matters.


By the time a manager sees the issue, the overtime charge may already have been triggered, the machine may already have been overused, or the invoice may already be wrong.

Common problems we solve

Machines exceed contracted hours without early warning

Some assets are overused while others sit idle

Branch managers rely on delayed reports

Finance only sees the problem when the invoice arrives

Faulty sensors create misleading usage data

Driver behaviour patterns are hard to compare

Existing dashboards still require manual interpretation

Managers cannot easily ask follow-up questions

What the agent does

The agent acts as an intelligence layer over your existing fleet systems.

It connects to your machine and telematics data, monitors usage against configurable thresholds, flags exceptions, and explains what needs attention.


Your team can ask questions in plain English, receive scheduled reports, and get recommendations on what to do next.

Example questions your team can ask

Which machines are approaching their contracted hours?

Which machines are sitting idle?

Which branch has the highest utilisation risk?

Which drivers are linked to the most impact events?

Are any machines showing abnormal readings?

Which assets should we rotate next week?

What are the top three fleet risks this month?

How it works

Connect

1

Connect to your existing fleet data sources, including telematics platforms, IoT sensors, fleet systems, machine usage reports, spreadsheets or branch-level operational data.

Monitor

2

The agent monitors utilisation, contracted-hour thresholds, idle assets, driver behaviour and abnormal readings across your operation.

Detect

3

It identifies overuse, underuse, sensor anomalies, branch-level exceptions and usage patterns that need attention.

Explain

4

The agent translates complex operational data into plain-English answers your managers can understand quickly.

Recommend

5

Instead of simply showing another dashboard, the agent recommends practical next steps, such as rotating machine usage, investigating a sensor fault or reviewing operator behaviour.

Report

6

Your team receives proactive reports, alerts and summaries showing what is green, what needs attention, and what is becoming expensive.

Built from a real

fleet-management use case.

The Fleet Management Agent was developed around a real-world fleet-management challenge involving more than 120 machines, including forklifts and reach trucks.


The machines were already producing telematics data every 15 minutes, but the data was too large and complex for managers to interpret manually.


The agent helped surface utilisation risk, idle assets, driver behaviour concerns and abnormal machine readings.


In one case, the agent identified utilisation above 350%, a reading that should never occur. Investigation showed that multiple IoT sensors were malfunctioning, creating a potential invoice risk worth hundreds of thousands of Rand. Further we were able to do a cost avoidance in overtime charges of over R1.1 million for the client in the first 4 weeks.

Core capabilities

Fleet Utilisation Monitoring

See how machines, vehicles and operational assets are being used across branches, drivers and contracts.

Driver and
Operator Insights

Understand usage patterns, impact events and behaviour trends linked to drivers, operators or branches.

Contracted-Hour Risk Alerts

Identify machines approaching or exceeding their agreed usage thresholds before overtime costs are incurred.

Sensor Anomaly Detection

Flag impossible or suspicious readings that may indicate faulty sensors, incorrect data or billing risk.

Idle Asset
Detection

Find underused machines that could be redeployed, rotated or reviewed.

Natural-Language Querying

Let managers ask operational questions in plain English through familiar tools such as Microsoft Teams.

Branch-Level
Visibility

Compare utilisation, risk and machine performance across different branches, sites or depots.

Proactive
Reporting

Receive daily, weekly or scheduled fleet-risk reports using configurable thresholds and traffic-light indicators.

Use cases

Contracted-Hour Risk

Many businesses hire machines on monthly contracts with fixed usage limits. When machines exceed those limits, the business may pay additional overtime charges.

Example:

“Machine 14 is currently at 92% of its contracted monthly threshold. At the current run rate, it is likely to exceed its limit before month-end.”

Recommended action:

“Consider shifting work to Machine 7, which is currently underutilised.”

Idle Asset Waste

Overused machines create risk. Idle machines create waste. The Fleet Management Agent identifies machines that are barely being used while others are carrying too much of the workload.

Example:

“Machine 7 has used only 31% of its contracted hours this month, while Machine 14 is nearing its limit.”

Recommended action:

“Move lower-priority work to Machine 7 for the remainder of the month.”

Sensor and Data Errors

Bad data can become bad billing. The Fleet Management Agent flags readings that do not make operational sense, such as impossible utilisation levels or sudden abnormal spikes.

Example:

“Machine 22 is showing utilisation above 300%. This is outside the possible range and may indicate a faulty sensor or incorrect data feed.”

Recommended action:

“Investigate the telematics device before the data is used for billing or reporting.”

Branch Performance

For multi-branch operations, the Fleet Management Agent compares machine usage and risk across branches, helping executives see where performance is strong, where assets are idle, and where cost leakage may be building.

Example:

“Durban has the highest contracted-hour risk this week, with four machines above 85% utilisation. Cape Town has two machines below 25% utilisation.”

Recommended action:

“Move lower-priority work to Machine 7 for the remainder of the month.”

Who is it for

The Fleet Management Agent is built for businesses that manage expensive operational assets across branches, sites or contracts.

Ideal users 

Fleet managers

Branch managers

Warehouse ops managers

Logistics managers

Operations directors

Finance managers

CFOs

Managing directors

It helps answer

Are we using our machines efficiently?

Which assets are creating unnecessary cost?

Which branches need attention?

Which machines are at risk of exceeding contracted hours?

Which readings cannot be trusted?

Where should we act first?

Intergrations

Our agent works with the systems you already use.

You do not need to replace your current systems. Haibot makes the data from those systems easier to understand and act on.

Telematics platforms

IoT sensors

GPS data

Battery monitoring data

Driver ID systems

Finance & billing data

Spreadsheets

Machine usage reports

Impact-event data

Outlook

Whatsapp

Microsoft Teams

Frequently asked questions

  • Is this a replacement for our telematics system?

    No. The Fleet Management Agent sits above your existing telematics or fleet systems. It reads the data they produce and turns it into answers, alerts and recommendations.

  • We already have dashboards. Why do we need this?

    Dashboards still require someone to know what to look for. The Fleet Management Agent actively flags what needs attention, explains why it matters, and recommends what to do next.

  • Can it work with messy data?

    Yes. Operational data is often messy. The agent can help identify missing, suspicious or abnormal readings that require investigation.

  • Does the team need technical skills to use it?

    No. Managers can ask questions in plain English and receive practical responses.

  • Can thresholds be customised?

    Yes. Risk thresholds, reporting rules and alert levels can be configured around your business, your contracts and your operating model.

  • What is the best first use case?

    The strongest starting point is contracted-hour and utilisation risk: which machines are overused, which are idle, and which assets are likely to create unnecessary cost.

Ready to see what your fleet data is trying to tell you?

Haibot helps fleet-heavy businesses turn raw operational data into decisions that reduce cost, save time and improve control.

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