Dekagro runs 47 vehicles across four counties. Until early 2026 they were tracked in three separate Excel files — one per region, plus a "central" copy nobody could remember who'd last touched.
Six months after moving to Rolly, the monthly operating cost dropped 28%. Not because we found a magic trick — but because for the first time they could actually see where the money went.
Starting point
Before implementation, the biggest issues were the classic ones for a mid-size fleet:
- Expired documents caught during inspections (3 insurance policies in a single month)
- Fuel receipts surfacing weeks later — sometimes 2 months late
- Mismatches between reported mileage and actual consumption
- Maintenance handled reactively, not preventively
“We felt like accountants, not fleet managers. Every month was a race to gather information that should never have been lost in the first place.”— Alexandru Damian, Logistics Director, Dekagro
What we actually changed
The migration took 6 working days. The Dekagro team sent us a consolidated export and we imported everything — vehicles, drivers, contracts and the last 12 months of receipts.
- 1Document alerts at 30, 14 and 3 days before expiry, by email and mobile push
- 2OCR receipts for all 47 drivers — the receipt drops straight into the active trip
- 3Preventive maintenance plan on mileage, synced with the partner garage
The numbers after 6 months
The biggest surprise for us wasn't the cost reduction — we'd predicted that. It was how fast the driver app was adopted. Within 4 weeks, 43 of 47 drivers were submitting receipts through OCR instead of bringing them physically to the office.
