Fleet Maintenance Software with No Per-Vehicle Fees: Compare the Real Cost
By Steve Wolfe ·
Fleet maintenance software with no per-vehicle fees can be appealing when your asset count grows faster than your office team. But no per-vehicle fee does not mean no cost, unlimited free users or an automatic savings. The useful comparison is the full subscription and implementation cost for the workflow your team actually needs.
What RoadBays means by no per-asset fees
RoadBays publishes a per-user, per-month model with every module included and no per-asset fees. It does not publish a dollar rate. Contact Support@RoadBays.com for a quote covering your intended users and operation. Ask how driver, technician, administrator and outside-party access are licensed.
That structure may interest a fleet with a compact maintenance team and many vehicles or trailers. It can look different when nearly everyone needs a paid seat. Do not limit access just to make the spreadsheet attractive if those users need to report defects, authorize repairs or document completed work.
Put the published billing models beside each other
The following is a billing-model summary, not a like-for-like price ranking. Plan coverage, fleet bands, agreement terms and third-party costs can change the result.
| Product | Published structure | What to confirm |
|---|---|---|
| RoadBays | Per user per month; no per-asset fees; quote only | Paid roles and deployment scope |
| Fleetio | Per vehicle; unlimited users; displayed $4/$7/$10 annual-plan monthly equivalents | Fleet-size band, tier and term; Essential monthly option $5 |
| FleetRock | Self-Manage Basic $7 and Pro $12 per unit/month | Term selection, onboarding and managed-service scope |
| AUTOsist | Maintenance $3-$6 per vehicle/asset/month annually; $59/month minimum | Monthly billing 15% higher; optional packages |
| Simply Fleet | Cards show $3/$5 per vehicle/month or $30/$50 per year | Five-vehicle paid-plan minimum, conflicting FAQ and add-ons |
| Whip Around | No public dollar rate visible at checked pricing URL | Current billing unit, plan and quote |
| Fullbay | Express Single User $149/month; other plan dollar rates require inquiry | Shop plan, users, locations and terms |
Build two growth scenarios
First, hold the number of licensed users constant and model more assets. Then hold assets constant and add the people needed for another location or shift. Ask vendors to price both scenarios. This shows what drives the bill without pretending your current organization will stay unchanged.
A per-user proposal and a per-asset proposal should use the same required capabilities. If one tier includes work orders and another does not, compare the appropriate tier before calculating a difference. Fleetio's posted rates assume a five-asset band; do not extrapolate them as a guaranteed larger-fleet quote.
Use a break-even formula, not an invented savings claim
For a simplified model, multiply quoted licensed users by the quoted user rate. Compare that with quoted billable assets times the applicable asset rate. Add any base charges, minimums and required extras to each side. For annual terms, compare annual commitments rather than only monthly payment amounts.
RoadBays' dollar user rate is not public, so this article cannot give a real break-even asset count or declare it cheaper than Fleetio, FleetRock or AUTOsist. Get written proposals and use your own counts. Any discounts, taxes, service packages or hardware obligations should be stated separately.
Do not overlook the work between systems
A lower subscription can still leave your team rebuilding repair details across tools. RoadBays supports fleet maintenance and shop management separately; when both parties use it, they share one live record from breakdown to paid invoice. That connection is a workflow proposition, not a measured savings claim.
Ask each vendor to demonstrate an inspection defect, an approved estimate, technician work and a final invoice. Note where someone copies information, searches another inbox or waits for an owner. Measure those steps in your pilot instead of attaching a made-up dollar value to every notification.
Watch the boundaries of all modules included
RoadBays includes PM, inspections, tires, warranty, DTC insights and its shop workflow within the published license model. It lists telematics and other connections plus an open API. That does not establish that third-party subscriptions, payment processing, messaging usage or custom integration work are free. Confirm those boundaries in the proposal.
Apply the same rule to competing offers. Simply Fleet lists optional integration and equipment add-ons; its pricing cards and FAQ show conflicting core figures. Fullbay's low Express headline describes a single-user plan, not every shop configuration. Ask for the commercial detail instead of filling gaps with assumptions.
When an asset-based model may still win
An unlimited-user, asset-priced model may suit a fleet with many active participants and a relatively stable asset count. A shop-centered plan may suit a repair business better than any fleet subscription. RoadBays' user model is worth considering when it matches access needs and connected repair work is a priority. Choose on fit and complete cost, not on the absence of one fee.
Keep the comparison grounded
This is a RoadBays-authored comparison, not an independent ranking or a hands-on benchmark of competing products. Public documentation tells you what a vendor offers; it does not prove how well a particular setup will work for your team. Ask each vendor to demonstrate your workflow and put the agreed scope in writing.
Sources and next steps
Vendor information checked November 8, 2026: Fleetio pricing and feature matrix; FleetRock pricing; AUTOsist plans and pricing; Simply Fleet pricing cards and FAQ; Whip Around pricing URL, serving homepage content; Fullbay pricing and feature matrix; Fullbay heavy-duty shop FAQ; RoadBays product, pricing and integration FAQ. Prices and features can change; confirm billing terms, license scope, implementation and third-party charges before purchase.
Related reading: the software shortlist and the FleetRock alternative guide.
Information is as of November 2026. All trademarks belong to their respective owners. Competitor names identify the products discussed; no affiliation or endorsement is implied.
See how RoadBays connects fleet maintenance and repair work.