Fleet Management Software for Domiciliary Care Providers
Pocket Box brings care workers’ vehicles, licences, mileage and compliance records into one system, whether your staff drive their own cars or your pool vehicles. Coordinators can see which cars are safe to use, which licences need attention and how far each carer has travelled, without chasing paper logs between visits.
Providers with ten carers on the road and providers with several hundred use the same platform to cut the admin that sits with coordinators and to keep the vehicle evidence that inspectors and insurers ask to see.
Trusted by 200+ fleets in the UK and Ireland
Missed Visits Often Start With a Vehicle Problem Nobody Reported
A flat tyre, a warning light or a lapsed insurance policy on a carer’s own car can cost a morning of visits. The office usually finds out when the rota starts to fail, and someone has to ring round for cover while clients wait.
Pocket Box moves that information to the start of the day. Carers report defects on the Driver App before they set off, the portal tracks MOT, service and insurance dates for every vehicle in use, and coordinators can reassign a run before the first visit is missed.
Speak to Our Team
0333 577 6602
One Record for Every Car Your Care Workers Drive
Grey Fleet Checks
Most care workers drive their own cars, and the Health and Safety Executive is clear that an employer's duty for work journeys in a private car is the same as for a company vehicle. Pocket Box records each car's MOT, tax and business use insurance and alerts you before any of them lapses.
Mileage Records
Journeys between client homes are logged automatically, so expense claims match the rota rather than a carer's memory. HMRC raised the approved mileage rate to 55p a mile for the first 10,000 business miles in the 2026/27 tax year, and our guide to business mileage claims explains how the rules apply to staff who use their own vehicles.
Driver Compliance
Pocket Box checks licences automatically against DVLA records in Great Britain, DVA records in Northern Ireland and NDLS records in Ireland. You are alerted to new penalty points, expiries and restrictions, and our DVLA licence checking guide sets out how often employers should check.
Vehicle Defect Reporting From the Carer's Phone
A walkaround check takes a few minutes on the Pocket Box Driver App. The carer looks at tyres, lights, fluid levels and dashboard warnings, adds a photo of anything wrong and submits the check before the first visit of the day.
The office sees each defect straight away, with the time, the vehicle and the name of the person who reported it. A pool car can be taken off the rota the same day, and a carer using their own car has a dated record showing the issue was raised, which matters if that vehicle is later involved in an incident.
Fleet Management Features for Domiciliary Care
The vehicle side of a home care rota, managed from one dashboard.
Digital Vehicle Checks
Carers replace paper walkaround sheets with a check on their phone, and defects reach the office with photos before the first visit.
Mileage Tracking
Business miles between visits are recorded automatically for company and personal cars, ready for expense claims and travel time reporting.
Driver Licence Monitoring
Scheduled licence checks for every carer who drives for work, with alerts for penalty points, expiries and changes in entitlement.
Service and MOT Reminders
Reminders before every service, MOT and insurance renewal, covering pool cars and the private cars your carers use for work.
Vehicle Tracking
Live location during working hours supports your lone worker procedures and helps coordinators cover a late or cancelled visit.
Document Storage
Insurance certificates, MOT history and driver documents are held in one place, ready for an inspection or a request from your insurer.
Lower Fleet Costs and Fewer Admin Hours
Digital checks, automated reminders and accurate mileage records reduce the time coordinators spend chasing paperwork, and catching defects early keeps repair bills smaller. Results depend on fleet size and on how many carers use their own cars.
Reduction in overall fleet spend at Connected Health
Anne Madden
Connected Health, a homecare provider based in Northern Ireland
"Pocket Box has helped us cut fleet costs significantly by streamlining our maintenance records and automating daily checks. The Driver App has made our drivers more responsible and proactive."
Vehicle and Driver Records Supporting CQC, RQIA and HIQA Inspections
Inspectors judge whether a home care service is safe, and much of a carer’s working day is spent driving between clients. Dated records of vehicle checks, licences and insurance help you show that this risk is managed, whether your service is regulated by the Care Quality Commission in England, the Care Inspectorate in Scotland, Care Inspectorate Wales or the RQIA in Northern Ireland.
Providers in Ireland are preparing for statutory inspection for the first time, because the Health (Amendment) (Home Support Providers) Act 2026 was signed into law on 1 July 2026 and will require registration with HIQA once it is commenced. Across the UK, travel time between visits counts as working time for National Minimum Wage purposes, and carers must be told what tracking data is collected from a vehicle they own, so accurate journey records and a clear privacy notice matter for both.
Vehicle Maintenance Records
Service, MOT and repair history for every pool car and every private car used for work, with the date of each reminder sent.
Driver Compliance Documentation
Licence check results, insurance certificates and training records for each carer, with alerts before anything expires.
Walkaround Check History
Every check is stored with a timestamp, photos and the carer’s name, giving you a dated record of each defect raised and how it was resolved.
Mileage and Journey Data
Journey records for each run of visits support expense claims, minimum wage travel time calculations and safeguarding reviews.
Getting Started with Pocket Box
Most care providers are set up and using the Driver App within a week.
Demo and Setup
We walk you through the platform and set up your account with your vehicles, carers and renewal dates.
Add Your Vehicles and Care Workers
Import pool cars and the private cars carers use for work, then set service intervals, MOT dates and licence check schedules.
Roll Out the Driver App
Carers download the app and start completing walkaround checks, and training takes a few minutes per person.
Manage from Your Dashboard
See every vehicle and driver in one place, with reminders for upcoming renewals and reports that show where attention is needed.
More Free Fleet Resources
Templates for managing care workers who drive for work.
Daily Inspection Checklist
A walkaround check template for cars and vans, so carers can confirm a vehicle is roadworthy before each shift.
Fleet Driver Policy Template
A ready-to-use driver policy covering vehicle use, conduct and the responsibilities of staff who drive for work.
Telematics Privacy Notice Template
A template notice that explains to carers what tracking data is collected, when it is collected and why.
Frequently Asked Questions
Bring Your Care Fleet Into One System
Join 200+ businesses across the UK and Ireland that use Pocket Box for vehicle checks, tracking, licence checks and cameras in one platform.
