AirTags vs Fleetio: Fleet Maintenance Software Comparison 2025

Understanding the Difference

This comparison requires clarity upfront:

Fleetio is primarily fleet maintenance management software—a CMMS (Computerized Maintenance Management System) that helps you manage work orders, parts inventory, inspections, and service schedules. GPS tracking is available only through integrations with separate telematics providers.

Apple AirTags are location trackers. Attach one to an asset, and you know where it is via Apple's Find My network. No maintenance scheduling, no work orders—just location.

These aren't direct competitors. Fleetio manages how you maintain your fleet; AirTags tell you where your fleet is. Understanding this distinction is key to choosing the right solution.

Company Background

Fleetio started in 2012 as a simple software solution to help fleet managers track maintenance tasks. The company raised $144.7M in a 2023 Series C led by Elephant Partners, then followed with a $450M round in 2025 from Elephant Partners and Goldman Sachs Alternatives, reaching unicorn status in 14 years.

In 2025, Fleetio acquired Auto Integrate, a UK-based maintenance authorization platform, expanding its end-to-end service capabilities.

Pricing Comparison

Fleetio Costs

Important considerations:

• 5-vehicle minimum on all plans
• Essential plan limited to 100 vehicles
• GPS/telematics requires separate provider subscription
• No 24/7 support included

GPS/Telematics Add-On Costs

Since Fleetio doesn't provide tracking hardware, you'll need a separate telematics subscription:

True cost for Fleetio + GPS: $24-55/vehicle/month

AirTags + AirPinpoint Costs

50-Asset Fleet Comparison (3 Years)

Fleetio Essential + Samsara GPS:

• Fleetio: 50 × $5 × 36 = $9,000
• Samsara: 50 × $30 × 36 = $54,000
• Hardware (Samsara): 50 × $125 = $6,250
• Total: ~$69,250

Fleetio Essential Only (no GPS):

• Fleetio: 50 × $5 × 36 = $9,000
• Total: $9,000 (but no location tracking)

AirTags + AirPinpoint:

• Hardware: 50 × $29 = $1,450
• Platform: $150 × 36 = $5,400
• Batteries: ~$250
• Total: ~$7,100

Note: Comparing Fleetio without GPS to AirTags isn't apples-to-apples—they solve different problems. But if location tracking is your primary need, the cost difference is significant.

What Fleetio Does Well

Maintenance Management Excellence

Fleetio was "conceived as a cloud CMMS that later added telematics hooks." This maintenance-first design shows:

• Preventive maintenance scheduling based on time, mileage, or engine hours
• Work order management with full service history
• Parts inventory tracking with cost allocation
• Inspection checklists with mobile completion
• Recall alerts for vehicle safety

Extensive Integrations

Fleetio unifies data from across your fleet operations:

GPS/Telematics:

• Geotab
• Samsara
• Motive (KeepTruckin)
• Verizon Connect
• Ford Pro
• 20+ additional providers

Fuel Cards:

• WEX
• FLEETCOR/Fuelman
• Comdata
• Coast

Business Systems:

• TMS integrations
• Tire management
• Safety and compliance
• Tolls and citations

Powerful Analytics

Fleetio's reporting capabilities include:

• Total cost of ownership per vehicle
• Maintenance cost trends
• Fuel efficiency (MPG) tracking
• Parts and labor analysis
• Equipment utilization metrics

Strong User Satisfaction

Despite complaints, Fleetio maintains a 96% user satisfaction rating across review platforms:

• G2: 4.5/5 (158 reviews)
• Capterra: High marks for ease of use
• Strong customer support ratings (during business hours)

Fleetio Limitations

GPS Requires Separate Subscription

This is the core limitation for asset tracking:

• Fleetio doesn't provide or sell GPS hardware
• You need a separate telematics provider
• That means another subscription, another vendor, another integration
• Total cost becomes Fleetio + telematics provider

Implementation Complexity

User reviews note challenges:

• "Implementation was a nightmare due to how complex and technical Fleetio is"
• "Driver onboarding invites don't prompt account setup, creating extra work"
• Steep learning curve for full platform utilization

Mobile App Issues

• Syncing delays, especially in poor connectivity areas
• Interface differences between app and web versions
• Occasional offline access problems

Reporting Performance

• Lags and crashes with large datasets
• Limited data visualization tools
• Some insights harder to interpret quickly

Parts Management Gaps

• Lacks recommended reorder levels
• No barcode scanning on laptops (phones only)
• No part number cross-reference capabilities
• Purchase orders not linked to other areas (duplicate data entry)

No 24/7 Support

If problems occur outside business hours, you're on your own until the next business day.

Feature Comparison

When to Choose Each Solution

Choose Fleetio When:

1. Maintenance management is the priority: Work orders, service scheduling, and parts inventory are primary needs
2. Already using telematics: You have Samsara, Geotab, or another GPS provider and want to centralize maintenance
3. Need fuel management: Fuel card integration and efficiency tracking matter
4. Running 50+ vehicles: The platform's capabilities justify the investment
5. Want comprehensive analytics: Cost per mile, TCO, and utilization metrics drive decisions
6. Can commit to implementation: Staff time available for setup and training

Choose AirTags When:

1. Location tracking is the primary need: "Where is it?" is the main question
2. No existing telematics: You're not already paying for GPS providers
3. Budget is constrained: Can't justify $30-55/vehicle/month for software + telematics
4. Simple equipment tracking: Tools, trailers, and equipment that don't need maintenance software
5. Fast deployment needed: Need tracking working today, not next month
6. Small fleet: Under 20 assets where platform complexity doesn't scale

The Hybrid Approach

Many fleets optimize by using both:

Use Fleetio for:

• Primary vehicles requiring maintenance scheduling
• Assets with existing telematics investment
• Equipment needing work order tracking
• Vehicles where fuel efficiency matters

Use AirTags for:

• Trailers and unpowered equipment
• Tools and smaller assets
• Rental equipment
• Assets in the field without telematics
• Backup tracking on critical equipment

This approach provides maintenance management where needed while ensuring location coverage everywhere else.

Fleetio vs. Other Platforms

Fleetio occupies a unique position as maintenance-first software. Unlike Samsara or Verizon Connect, it doesn't compete on telematics—it complements them.

Our Recommendation

For fleets needing maintenance management: Fleetio delivers genuine value. If you're tracking work orders, managing parts inventory, and scheduling preventive maintenance, the platform's CMMS capabilities justify its cost. The 96% satisfaction rating isn't accidental—Fleetio does maintenance well.

For fleets needing location tracking: Fleetio alone won't help. Without separate telematics, you get maintenance software with no tracking capability. Adding Samsara or Geotab creates a comprehensive solution—but also creates $30-55/vehicle/month in combined costs.

For most small-to-medium operations focused on knowing where things are: AirTags provide simple, cost-effective tracking without software complexity. You don't need maintenance workflows to answer "where is my equipment?"

The key question: Are you managing how you maintain your fleet, or just finding where it is? Fleetio answers the first question excellently. AirTags answer the second question simply and affordably.