Fleet management software vs Excel: the 2026 data-driven comparison
Excel is still the most widely used tool among small vehicle rental businesses in Switzerland. It is free, familiar and flexible. But at what fleet size does it become a bottleneck — and how much does it really cost? Here is our comparison, based on observations from rental companies we have supported since 2008.
The comparison at a glance
| Criterion | Excel / paper | Dedicated software (Logirent) |
|---|---|---|
| Creating a booking | 5–10 min (manual entry) | < 1 min (or 0: the customer books online) |
| Double booking risk | High (no availability lock) | None (real-time availability calendar) |
| Rental contract | Word template, printed and signed on paper | PDF generated and signed electronically |
| Payment tracking | Manual reconciliation | Online payment linked to the booking |
| Vehicle location | Unknown between rentals | Real-time GPS via Logitrak |
| Business overview | Rebuilt every month | Real-time dashboard |
| Multi-user access | File version conflicts | Simultaneous access with change history |
What the numbers say
Among rental companies we supported during their migration from Excel to Logirent, we observed on average:
- −70% admin time on bookings and contracts;
- 0 double bookings after migration (versus 1–3 per month on spreadsheets for a 15-vehicle fleet);
- 18% of unbilled kilometres recovered thanks to GPS/contract reconciliation.
When is Excel still enough?
Honestly: for 1–3 vehicles rented occasionally, a well-kept spreadsheet can do the job. Problems appear when three conditions combine: more than 5 vehicles, several people entering data, and back-to-back short rentals. That is when availability errors and missed invoicing become structural.
The real cost of “free”
Excel costs nothing in licences, but it costs hours. At CHF 45/hour of employer cost, 8 hours of weekly admin represents more than CHF 18,000 per year. Dedicated software that eliminates 70% of it pays for itself within weeks. We break down this calculation in “What does manual fleet management really cost?”.
Conclusion
Excel is an excellent spreadsheet — but it is neither a booking calendar, nor a contract generator, nor a GPS tracking tool. Once your fleet exceeds a handful of vehicles, dedicated software pays for itself through saved time and avoided errors.
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