Disconnected systems are one of the biggest causes of inefficiency in fleet operations. When vehicle, driver and contract data are spread across multiple platforms – from HR databases to leasing systems – gaps appear. Those gaps lead to duplicated work, inaccurate reporting and preventable costs.
That was the case for one of our enterprise customers. Their HR database listed all active employees, while vehicle information came from several leasing providers feeding into separate systems. None of these systems communicated directly. When an employee left, no alert reached the fleet team, meaning the associated vehicle lease stayed open and continued to incur monthly charges.
Through integration with Prolius, those silos were finally connected. The Prolius platform became the central link between HR and multiple leasing systems, pulling data into one consistent environment. For when a person leaves, the HR system flags the change, and Prolius automatically notifies the fleet team that a vehicle needs to be off-hired or reassigned.
During the initial implementation, this connection uncovered a dozen leases that should already have been terminated. Each lease averaged around £450 per month – equating to roughly £5,400 per month, or £64,800 per year, in unnecessary spend that had gone unnoticed. The insight triggered a wider review and revealed how easily unconnected systems can hide costs.
The Challenge: Disconnected Systems, Hidden Costs
Large organisations often rely on multiple platforms: HR databases for staff information and leasing systems for vehicle management. Without a shared link between them, it’s difficult to maintain accurate oversight.
For this customer, the lack of connectivity created several issues:
- Manual data reconciliation – HR changes weren’t automatically visible to the fleet team, creating dependency on spreadsheets and internal emails.
- Delayed updates – When employees left, vehicles stayed on lease far longer than they should have.
- Cost leakage – Ongoing payments for unused vehicles added up to thousands per month.
- Limited visibility – Teams couldn’t see a complete, up-to-date picture of vehicle allocation or driver status.
They needed a solution that would unify the data, reduce manual checks and ensure every vehicle on lease could be traced to an active employee record.
The Solution: Prolius as the Integration Bridge
Working with the customer’s internal IT and fleet operations teams, Prolius developed a custom API framework linking their HR database and multiple leasing systems.
The aim was simple: to make information flow seamlessly between systems so the right people were informed at the right time.
Centralised Data Aggregation
Prolius pulls live data from both the HR database and each leasing system, consolidating it into one central platform. This creates a single view of all employees, vehicles and lease contracts.
Automated Notifications
When a change occurs in the HR system – such as an employee leaving the business – Prolius detects it and flags the relevant vehicle for review. Fleet operators are immediately notified to off-hire or reallocate the vehicle, ensuring nothing slips through.
Consistent, Reliable Information
All data now flows into Prolius, allowing the fleet department to work from a single source of truth. Lease details, vehicle assignments and staff updates are synchronised, removing guesswork and duplication.
Scalable Integration Layer
The API framework was designed to accommodate future connections, such as fuel, telematics and payroll systems, allowing the organisation to expand its data ecosystem without re-engineering existing links.
The Results: From Missed Leases to Managed Visibility
✔ Prevented cost leakage
Prolius notifications now alert the fleet team when vehicles are linked to staff who have left, closing the window for unnecessary lease payments.
✔ Improved accountability
Every vehicle can be traced to an active employee, ensuring accurate allocation and stronger governance.
✔ Reduced manual work
Fleet teams no longer chase HR for updates or reconcile records by hand; the platform delivers real-time visibility.
✔ Established a central data layer
Information from multiple leasing providers and the HR system now sits in one platform, ready to feed into wider analytics and reporting.
From Disconnected Systems to Connected Oversight
For large fleets, data doesn’t just need to move – it needs to mean something when it does. Prolius brings together HR, leasing and operational data into a unified platform that informs rather than overwhelms.
With every change captured and surfaced through smart notifications, organisations gain visibility and control without overhauling their existing systems. The result is a fleet operation that knows, in real time, who drives what – and when it’s time for change.
See how Prolius can connect your systems.