Grey fleet management is the practice of tracking, governing, and managing employees' personal vehicles when used for business purposes. It matters because unmanaged grey fleets expose companies to IRS and CRA audit penalties, inflated mileage claims (typically 20–30% higher than actual), unmonitored driver safety risks, and hidden fuel and maintenance costs. Effective grey fleet management software like Fuelshine automates trip tracking, validates claims, scores driver safety, and ensures regulatory compliance — converting an uncontrolled liability into a governed, cost-efficient operation.

Fuelshine uses the GPS sensor in each driver's smartphone to detect trip starts and stops automatically in the background. The app logs the complete route, distance, and timestamps without requiring any aftermarket hardware, OBD-II dongles, or physical installation. For enhanced accuracy, companies can optionally connect vehicles through Smartcar's OEM integration to access verified odometer readings directly from the vehicle's onboard computer. This dual-layer approach (smartphone GPS + OEM verification) delivers industry-leading mileage accuracy.

Yes. Fuelshine generates mileage logs that meet IRS contemporaneous record-keeping requirements (Revenue Procedure 2019-46) and CRA per-kilometre documentation standards. Every trip record includes the date, destination, business purpose, starting point, and distance — the five elements required by the IRS. Reimbursement calculations use the current IRS standard mileage rate ($0.70/mile for 2025) and CRA rates ($0.72/km for the first 5,000 km). Reports are exportable in audit-ready formats with one click.

Fuelshine's AI validates every trip before reimbursement — checking for duplicates, missing business purpose, weekend and holiday trips, off-hours usage, geofence violations, and distance anomalies. Clean claims auto-approve. Flagged claims go to managers with the exact reason why. No manual review needed — catches up to 30% of overreported claims automatically.

The IRS standard mileage rate for business use of a vehicle is $0.70 per mile for 2025. The 2026 rate is typically announced by the IRS in December of the preceding year — Fuelshine updates the built-in rate automatically when the IRS publishes the new figure. The CRA rate for the first 5,000 kilometres driven for business in 2025 is $0.72/km (CAD). Fuelshine supports both IRS and CRA rates natively, with configurable rate caps to prevent overpayment.

Yes — Fuelshine is purpose-built for grey fleet management, which specifically involves employees using their personal vehicles for business driving. The platform tracks trips via the driver's smartphone (no physical installation on the vehicle), and optionally connects to the vehicle's onboard computer through Smartcar OEM integration for verified odometer and fuel data. This means employees keep full control of their personal vehicles while the company gains complete visibility into business mileage, safety, and compliance.

Fuelshine uses the smartphone's accelerometer and GPS to detect harsh braking events, rapid acceleration, and speeding in real time. Each driver receives a safety score from 0 to 100, updated after every trip. The app delivers real-time audio coaching during trips — alerting drivers the moment unsafe behaviour is detected. Managers see high-risk drivers (scores below 40) flagged on the dashboard, along with improvement trends and training recommendations. Drivers who maintain scores above 70 experience a 60% reduction in accident risk. No dashcams, no cameras, no hardware — just the smartphone they already carry.

Most teams are fully operational within 24 hours. The setup process involves three steps: (1) the fleet admin creates the account and invites drivers by phone number or email, (2) drivers download the Fuelshine app and grant GPS permission, and (3) drivers optionally connect their vehicles via Smartcar in under 60 seconds. There is no hardware to install, no IT project to scope, and no training required. The dashboard begins showing live driver data as soon as the first trip is completed.