Beyond Route Optimization: Utilize These Tech Tools to Save Time and Reduce Busywork
Cutting-edge technology isn’t just for big companies anymore — it’s more accessible to business owners than ever. Small business owners across the country are finding real, everyday ways to use AI and tech tools to save time, cut costs, and stay focused on what matters most: running and growing their businesses.
From fuel management and fraud prevention, to hiring, payroll, equipment tracking, maintenance, and even meeting notes, these tech platforms are helping fleet operators work smarter.
We’re all about saving: saving money, saving time, saving resources. So we’ve compiled a list of some of the top tech tools businesses are using to reduce manual work and streamline operations.
RCPA Savings Dashboard – Real-Time Fuel Savings & Fleet Oversight
Managing fuel expenses and fleet card usage can be complex. The RCPA Savings Dashboard simplifies it all—giving you the insights and controls you need to run a leaner, smarter operation.
What It Does:
Tracks fuel savings across your entire fleet
Sets card usage controls by driver or by vehicle
Monitors transactions to flag potential fraud or misuse
Provides 24/7 access to expert support and reporting tools
Why Fleet Owners Like It: It gives them full visibility and control over one of their largest operating costs—fuel—while eliminating guesswork and manual tracking.
Who’s Using It: Fleet operators, service businesses, logistics teams, and independent contractors looking to maximize fuel efficiency and prevent fraud.
Netchex – All-in-One HR, Payroll & Hiring Platform
Managing HR is one of the biggest time drains for growing teams. Netchex simplifies it all—without needing an HR expert on staff.
What It Does:
Uses AI to post jobs, filter resumes, and handle candidate follow-up
Predicts turnover risk and hiring slowdowns
Automates onboarding steps, forms, and compliance tracking
Why Business Owners Like It: It combines recruiting, time tracking, payroll, and benefits in one user-friendly system—saving hours every week.
Who’s Using It: Construction companies, logistics operators, hospitality teams, and skilled trades.
Slick – AI-Driven Fleet Maintenance & Mobile Repairs
Tired of dealing with breakdowns and service delays? Slick offers a full-service, AI-enhanced maintenance program to keep your fleet running and compliant.
What It Does:
Combines telematics, service history, and OEM data for real-time visibility
Automates maintenance based on mileage, usage, or issues flagged by drivers
Offers a mobile app so drivers can report issues instantly
What You Get: A self-healing fleet model, mobile technicians, inspections, parts, and service coordination—all handled for you.
Who’s Using It: FedEx contractors, USPS partners, last-mile delivery fleets, utilities, and regional logistics providers.
ToolSense – Smart Tool & Equipment Tracking
If your team works across job sites, ToolSense helps you stay in control of your equipment—from small tools to heavy machinery.
What It Does:
Schedules service based on actual usage
Uses QR or NFC tags for tracking check-in/check-out
Flags downtime and schedules repairs automatically
Why It Matters: Less tool loss. Fewer breakdowns. Better visibility across every job site.
Used By: Landscapers, contractors, maintenance crews, and construction firms.
Fyle + QuickBooks Online – AI-Powered Expense Management
Fyle makes it easy for field teams to scan receipts and keep expense records up-to-date—and it connects directly to QuickBooks Online in minutes.
What It Does:
Instantly categorizes receipts
Matches expenses to vendors, accounts, or jobs
Flags out-of-policy expenses automatically
Why It Works: It removes the friction of manual entry and keeps your books clean, audit-ready, and tax-time friendly.
Ideal For: QuickBooks Online users, especially those with field teams or remote employees.
Otter.ai & Fireflies.ai – Hands-Free Meeting Notes
These tools record and transcribe meetings, dispatcher calls, or jobsite huddles—no typing required.
What They Do:
Offer real-time, accurate transcripts with speaker tagging
Summarize meetings and capture action items
Work with Zoom, Google Meet, and phone audio
Why They’re Useful: You stay focused on the conversation while AI handles the notes—perfect for busy teams that need to stay aligned.
Used By: Contractors, logistics teams, field managers, and safety leads.
The Bottom Line:
Tech tools don’t need to be complicated—or expensive—to make an impact. From better hiring and fewer missed expenses, to smarter maintenance and clearer communication, these solutions are helping small business owners work more efficiently and profitably.
Talk to the RCPA team about how our Savings Dashboard and Fuel Card Program can help you take control of fuel costs and reduce fraud. Get your free Fuel Analysis now.
