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Flotauto 2025 Innovation Award

Fleet mileage tracking: trips and odometer readings

The mileage of every vehicle, compared with the mileage set in the contract, so an overrun is seen coming before the return invoice.

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Renault Trafic

Lyon branch · long-term lease

Telematics reading

Contract km

120,000 km

Current km

98,400 km

Remaining km

21,600 km

Months left

14

Contract km 120,000starttodayend of contract

Odometer readingsMileage run rate: 2,500 km/month

82% of the mileage for 71% of the term
  • Hosted in France, by OVHcloud
  • GDPR
  • €6 excl. VAT per vehicle per month, free up to 50 vehicles

Three facts about mileage tracking

7,980 odometer readings

Consolidated on the 300-vehicle demonstration account.
7,980readings · 300 vehicles

Two sources of readings

Automatic telematics reporting or manual entry, for vehicles that are not connected.

Telematics

Automatic

Manual

Non-connected vehicles

The contract sits on the vehicle record

Contract mileage, overrun, mileage run rate and months left, all in one place.

Contract km

120,000 km

Remaining km

21,600 km

Mileage run rate

2,500 km/month

Months left

14

Why an overrun is discovered too late

Return invoiceCitroën Jumper

Contract mileage150,000 km

Recorded mileage193,000 km

Excess kilometers43,000 km

Rate€0.09 / km

Amount due€3,870.00

Logbook, page 14

Sep 2: 13,980?
Aug 4: 14,050

Re: end-of-month mileage reading

I'll send it Monday, I don't have the vehicle.

Real mileage is only read at the return

The gap appears when nothing can be done about it.

The overrun invoice is charged by the kilometer

Over the whole term of the contract, for every vehicle concerned.

Manual readings are scattered

Logbooks, emails and spreadsheets that nobody ever compares with the contract mileage.

What you get with Dadycar

Trips and odometer history feed the vehicle record. The contract is the reference, the gap becomes continuously visible, vehicle by vehicle and site by site.

Trip history

Every connected vehicle, through a GPS-OBD device or a manufacturer connection, keeps the dated history of its trips.
TripDistance
Avignon → Nîmes44.2 km
Saint-Priest → Vénissieux9.7 km
Lyon 7e → Saint-Priest18.4 km
Marseille → Avignon98.5 km
Lyon 7e → Bron8.2 km

Odometer history

Every odometer reading for a vehicle, telematics or manual, in a single dated list.

Odometer history

Oct 2898,400 km TraficTelematics
Oct 28153,400 km JumperTelematics
Oct 2197,710 km TraficTelematics
Oct 714,100 km ClioManual

Automatic readings with no entry

On connected vehicles, the odometer updates itself with no action from the driver or the manager.

Odometer · Renault Trafic

98,400 km

Source: telematics · today, 8:14 am

Manual readings for the rest of the fleet

Vehicles with no device and no manufacturer connection stay tracked through readings entered by hand, dated as well.

Import data

Type

Odometer entry

odometer_readings.xlsx42 rows

Contract mileage and overrun

The vehicle record carries the mileage set in the contract, the overrun observed, the mileage run rate and the months left.

Renault Trafic

Contract km120,000 km

82% of the mileage for 71% of the term

Remaining km: 21,600 · 14 months left

Run rate and end of contract

The mileage run rate set against the months left shows where the vehicle will end its contract.
VehicleMileage run rateRemaining km
Renault Trafic2,500 km/month21,600 km
Citroën Jumper2,500 km/month−3,400 km
Peugeot 308 SW2,500 km/month43,800 km
Renault Clio1,250 km/month45,900 km

How it works

  1. Contract mileage, monthly payment and end date join the vehicle record.

  2. A GPS-OBD device or a connected OEM vehicle: trips and odometer report themselves.

  3. The overrun is read per vehicle and exported in the reports by site and by period.

Import data

Vehicles, contracts and sites

  2. 2
  3. 3
fleet_vehicles.xlsx48 rows

Match the columns

PlateRegistration
Contract kmContract km
EndEnd of contract
BranchSite

Who it is for

Fleet managers

Arbitrating assignments before the contract slips (see the role page).

Remaining km per vehicle

Citroën Jumper−3,400 km

Peugeot 308 SW43,800 km

Assign a vehicle

SME leaders

Knowing the return cost that is coming (see the role page).

Anomaly detected

To handle

Contract mileage overrun

Citroën Jumper · odometer 3,400 km beyond the contract.

Transport and logistics

High mileages and contracts to watch closely (see the industry page).

Mileage run rate · Citroën Jumper

2,500km/month

Current: 153,400 kmContract: 150,000 km

Your fleet, compared with your contracts

Bring an extract of your lease contracts: we show where every vehicle stands against its planned mileage.

Request a demo

Your questions before getting started

“Do I need a device?”

Not for mileage tracking: manual readings are enough. A device or a manufacturer connection removes the data entry and adds the trip history.

“What about driver privacy?”

Trips fall under location tracking: time slots and zones frame how they are used, as the regulations require.

“How long does it take to start?”

As soon as the fleet is imported with one odometer reading per vehicle, the gap against the contract is calculated.

Frequently asked questions

What is contract mileage on a long-term lease?

It is the number of kilometers set in the contract for its whole term. It is the basis of the rental payment. Going beyond it triggers an overrun charge at the return; running well below it is not ideal either, since the payment was calculated on that volume.

How do you know whether a vehicle will exceed its contract mileage?

By comparing the observed mileage run rate with the planned mileage and the months left. In Dadycar, the vehicle record shows the odometer, the contract mileage, the overrun, the run rate and the months left side by side.

What is a vehicle's mileage run rate?

It is the mileage pace expected of a vehicle over the term of its contract, expressed in kilometers per month or per year. Compared with the distance actually covered, it shows whether the vehicle is ahead of or behind its contract.

Can mileage be recorded without a telematics device?

Yes. The odometer history accepts dated readings entered by hand, alongside the readings reported automatically by connected vehicles. A mixed fleet is therefore tracked in the same list, whatever the source of the reading.

What is the difference between a trip and an odometer reading?

A trip is a dated journey recorded by a connected vehicle. An odometer reading is a value at a given moment, telematics or manual. The two complement each other: the trip explains the variation, the reading fixes the reference mileage.

Is mileage tracking used for mileage allowances?

Mileage allowances concern the use of a personal vehicle for a business journey, not fleet vehicles. Mileage tracking in Dadycar covers the vehicles of the fleet: contracts, servicing and cost per kilometer.

See Dadycar on your own fleet

  • Hosted in France, by OVHcloud
  • GDPR
  • Flotauto 2025 Innovation Award
  • €6 excl. VAT per vehicle per month, free up to 50 vehicles
Request a demoTry it for freeSee pricing

Go further

Free template: vehicle logbook, Excel and PDFTotal cost of ownership of a vehicle fleetOdometer: what you need to knowGlossary: long-term leasingFleet management software

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Summary

Dadycar provides fleet mileage tracking that compares each vehicle's odometer readings with its contract mileage to detect overruns before the return invoice. The platform supports both automatic telematics and manual odometer entries, consolidating trip history and mileage data per vehicle. Pricing is €6 excl. VAT per vehicle per month, free up to 50 vehicles, and the service is hosted in France by OVHcloud with GDPR compliance.

Key Facts

Frequently Asked Questions

What is contract mileage on a long-term lease?

It is the number of kilometers set in the contract for its whole term. It is the basis of the rental payment. Going beyond it triggers an overrun charge at the return; running well below it is not ideal either, since the payment was calculated on that volume.

How do you know whether a vehicle will exceed its contract mileage?

By comparing the observed mileage run rate with the planned mileage and the months left. In Dadycar, the vehicle record shows the odometer, the contract mileage, the overrun, the run rate and the months left side by side.

What is a vehicle's mileage run rate?

It is the mileage pace expected of a vehicle over the term of its contract, expressed in kilometers per month or per year. Compared with the distance actually covered, it shows whether the vehicle is ahead of or behind its contract.

Can mileage be recorded without a telematics device?

Yes. The odometer history accepts dated readings entered by hand, alongside the readings reported automatically by connected vehicles. A mixed fleet is therefore tracked in the same list, whatever the source of the reading.

What is the difference between a trip and an odometer reading?

A trip is a dated journey recorded by a connected vehicle. An odometer reading is a value at a given moment, telematics or manual. The two complement each other: the trip explains the variation, the reading fixes the reference mileage.

Is mileage tracking used for mileage allowances?

Mileage allowances concern the use of a personal vehicle for a business journey, not fleet vehicles. Mileage tracking in Dadycar covers the vehicles of the fleet: contracts, servicing and cost per kilometer.

Related Entities

Companies
Dadycar, OVHcloud, Flotauto
Products
Dadycar, Renault Trafic, Citroën Jumper, Peugeot 308 SW, Renault Clio
Locations
France, Lyon, Avignon, Nîmes, Saint-Priest, Vénissieux, Marseille, Bron
Technologies
GPS-OBD device, telematics, manufacturer connection