Cube Fleet Solutions

Overview

Cube Fleet Solutions provides nationwide vehicle logistics, fleet preparation, servicing, and refurbishment for large corporate fleets and automotive groups.

As the company expanded, operations began spanning multiple departments including transport planning, workshop activity, vehicle preparation, supplier management, and administration. Much of the day-to-day work relied on manual processes, spreadsheets, and email chains.

The objective was to introduce digital structure across the business — improving operational visibility, reducing administrative workload, and building systems that could scale with increasing job volumes.

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Challenges

Several operational challenges were identified during the initial review:

• Job information existed across multiple spreadsheets and email threads.
• Administrative processes required significant manual handling.
• Quote requests and customer enquiries were handled inconsistently.
• Management reporting was difficult during high-volume periods.
• Website infrastructure did not clearly communicate the full service offering.

The focus was not simply to redesign a website, but to create a digital foundation that connected operations, administration, and client communication.

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Website Design & Infrastructure

A new website was designed to better represent Cube Fleet Solutions’ multi-service offering and provide a stronger digital presence for corporate fleet clients.

The site was structured to clearly communicate key service areas including:

• Vehicle logistics and nationwide collection/delivery
• Fleet servicing and maintenance
• Vehicle preparation and refurbishment
• Panel repair and cosmetic work

The design prioritised:

• Clear service segmentation
• Professional presentation for corporate clients
• Improved enquiry capture
• Search visibility for relevant fleet and vehicle logistics services

The website also acts as the entry point for several automated enquiry and reporting workflows implemented behind the scenes.

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Operational Process Mapping

Before introducing automation, the full operational workflow was mapped across departments.

This included:

• Job booking and scheduling
• Vehicle logistics coordination
• Workshop repair and preparation stages
• Supplier involvement and outsourced work
• Customer communication and invoicing

Mapping these stages allowed operational steps to be standardised and documented, making it easier for staff to track vehicle progress and for management to monitor workload.

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Automation & Workflow Improvements

A number of automations were introduced to reduce manual administrative work and improve response times.

These included:

• Automated routing of website enquiries
• Structured quote request handling
• Integration between enquiry forms and internal tracking sheets
• Automated data collection for operational reporting
• Internal dashboards to summarise activity across departments

By linking form submissions, spreadsheets, and automated notifications, previously manual tasks such as enquiry logging and quote coordination were significantly streamlined.

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Data Visibility & Reporting

Operational data was restructured to allow management to gain clearer visibility across the business.

Reporting systems were introduced to track:

• Job volumes across logistics and workshop activity
• Operational stages within each vehicle job
• Department workloads
• Financial and operational trends

This provided a clearer overview of performance and allowed management to identify operational bottlenecks more quickly.

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Results

Following the introduction of improved digital structure and automation:

• Operational processes became more consistent across departments
• Administrative workload was reduced through automation
• Customer enquiries were handled more efficiently
• Management gained clearer visibility of operations
• The business now has a scalable digital foundation for future growth

The project demonstrates how structured digital systems and automation can significantly improve operational efficiency in complex, multi-service automotive businesses.