For fleet, grey fleet and compliance managers
Every vehicle and driver, owned or grey fleet, on one record you can evidence.
CarCloud brings licence, MOT, tax, insurance, cost and valuation data into one platform, so you can see what each vehicle costs and who is cleared to drive, and show it when asked, without chasing documents by email.
From the CarCloud platform
Who it is for
One record, three ways to use it.
For fleet managers
One live register of every vehicle, cost and compliance record, with replacement and disposal decided on total cost of ownership.
For grey fleet managers
Licence, MOT and business-use cover recorded for every employee’s own car, with their consent and without the chasing.
For risk and compliance
A time-stamped audit trail of every check, approval and exception, ready for the Board, an insurer or an investigation.
The numbers
Most of the fleet you are responsible for is the part you see least.
14 million
grey fleet vehicles on UK roads: employee-owned, but a company responsibility when used for work.
BVRLA / Energy Saving Trust estimate, 2016
Only 35%
of grey fleet drivers have been asked for evidence of insurance cover.
TTC Group research, July 2025
9.1 days
lost per affected employee each year to grey fleet disruption.
Sixt UK Mobility Study 2025, via Fleet News
Under 1
full-time person, on average, runs a fleet of up to 100 vehicles.
Association of Fleet Professionals, 2025
Cost and savings
Cost per vehicle made visible, not just fewer lapses.
Compliance and cost come from the same record. Getting one right helps the other.
Cost by vehicle
Total cost of ownership for owned, leased and grey fleet vehicles, so the expensive ones stand out.
Downtime managed
Dates flagged before a lapse takes a vehicle off the road or a driver off the rota.
Time and value back
An illustrative value of around
£813 per company vehicle a year
from downtime avoided, admin time released and resale value protected: the value of time and vehicle value, not a cash saving.
The problem
Four assumptions that do not hold up when something goes wrong.
Vehicle and driver data scattered across systems and spreadsheets
Asset registers, telematics, insurance schedules and finance records often tell three different stories about the same vehicle — missing, duplicated, off-road, or still assigned to someone who left months ago.
CarCloud reconciles vehicle, driver and cost data into one live register, so you’re working from one version of the truth.
“They’ll have insurance.”
A standard social, domestic and pleasure insurance policy often excludes business use. Annual declarations and self-certification are not verification — they’re hope with paperwork.
CarCloud records business-use cover against each driver and vehicle, tracks expiry and flags gaps, rather than relying on a once-a-year declaration.
“We reimburse mileage, so it’s covered.”
Mileage reimbursement has nothing to do with roadworthiness, licence validity or insurance adequacy. It’s a payment process, not a compliance process — and HMRC and HSE both know the difference.
CarCloud separates mileage processing from compliance verification, so a mileage claim can’t be approved without valid documentation behind it.
Company fleet and grey fleet held to different standards
Owned vehicles are usually well controlled. Grey fleet — employee-owned vehicles used for work — is frequently managed through reimbursement forms alone, even though the legal duty of care is identical.
CarCloud applies the same verification and audit standard to owned fleet and grey fleet, closing the gap where most exposure sits.
What changes
The fleet you inherit, and the one you can run with confidence.
The situation you inherit
Vehicle costs and ownership scattered across spreadsheets and departments
Compliance checks manual, reactive, and dependent on chasing people
Book values and insurance cover based on stale, assumed valuations
Vehicles replaced reactively, without a lifecycle strategy
Grey fleet managed separately, with weaker verification standards
Fleet reporting disconnected from Board and Risk Committee packs
With CarCloud
One live view of every vehicle, cost and compliance record
Automated verification and expiry alerts across owned and grey fleet
Real-time, market-based valuations for accurate cost and cover data
Full lifecycle cost visibility and a replacement strategy aligned to TCO
Grey fleet and owned fleet compliance managed to the same standard
Audit-grade reporting linking cost, risk and performance in one place
How it works
One platform for the whole fleet — owned and grey, cost and compliance.
CarCloud brings vehicle, driver, compliance, cost and performance data into a single platform, covering owned fleet and grey fleet together. It automates licence, insurance and MOT verification, tracks total cost of ownership and utilisation, models disposal and replacement scenarios, and produces reporting you can hand straight to Finance or the Board.
From the CarCloud app
Valuation & Cost Management
Real-time valuations, total cost of ownership, utilisation tracking.
Compliance & Risk
Automated licence, insurance and MOT verification across owned and grey fleet.
Fleet Payments
Spend allocated to the vehicle and employee that incurred it, with a full audit trail (coming soon).
Lifecycle & Disposal
Replacement timing and disposal scenarios grounded in real condition and valuation data.
The questions you should be able to answer today
Because investigators deal in evidence, not assumptions.
?
Can you prove the driver held a valid licence?
?
Can you prove the vehicle had a current MOT?
?
Can you prove the insurance covered business use, not just social use?
?
Can you prove the vehicle was roadworthy at the time of travel?
?
Can you demonstrate a structured duty of care process — not just a mileage form?
If the honest answer to any of these is “probably,” that’s the gap. Spreadsheets and email chains aren’t proof.
Drive Smarter. Spend Wiser.
Solutions
Driver Management Road compliance Insurance management Valuation & Cost Management ESG & operational reporting Spend with VisaImportant information
Value figures are illustrative estimates of time released and value protected, not guaranteed savings. They vary by customer.
CarCloud gives information, not financial, insurance or legal advice.
CarCloud is not a lender or an insurer. It intends to introduce customers to a limited number of finance and insurance providers in future, but does not do so yet and currently earns no commission. If CarCloud introduces you to a provider in future, it may receive commission, and we will tell you about this before you proceed.
CarCloud’s vehicle-management, reminder and administration services are not regulated by the FCA. Features marked “not yet available” may change.
You can check CarCloud’s status on the FCA Register. Complaints: hello@carcloudsolutions.com. If you remain unhappy with how a complaint about a regulated service is resolved, you may be able to refer it to the Financial Ombudsman Service.