Fleet Management
Track every vehicle in your fleet from a single dashboard - maintenance schedules, fuel costs, insurance expiration, inspections, and driver assignments all in one place. The system alerts you automatically when oil changes are overdue, insurance is about to expire, or a vehicle needs attention, so nothing slips through the cracks.
Features
- ✓ Fleet dashboard — interactive status donut chart, mileage distribution, MPG gauge, monthly fuel cost trends, maintenance alerts, and expiring documents all in one view
- ✓ Maintenance scheduling — set intervals by mileage or time, get alerts at 85% of interval and at overdue, with fleet-wide defaults and per-vehicle overrides
- ✓ Maintenance history log — date, service type, description, cost, mileage, and vendor with full sortable history
- ✓ Fuel tracking — log gallons, cost, station, and odometer; MPG, cost-per-gallon, and cost-per-mile calculate automatically with color-coded efficiency indicators
- ✓ Insurance and registration expiry monitoring — 30-day advance warnings, red alerts when expired, visible on the dashboard and in vehicle detail
- ✓ Inspection checklists — pre-trip, post-trip, monthly, and annual templates with pass/fail/N/A per item, automatic overall result calculation, and full inspection detail drill-down
- ✓ Document vault — upload and manage titles, registrations, insurance cards, photos, and any vehicle file with drag-and-drop, photo gallery view, and expiry tracking
- ✓ Total cost of ownership per vehicle — purchase price + maintenance + fuel = running TCO total with cost-per-mile
- ✓ Vehicle journal — chronological activity log with typed entries for maintenance, inspections, incidents, accidents, fuel, transfers, and notes
- ✓ AI-powered chat — ask natural-language questions about any vehicle or your entire fleet list with full data context
- ✓ Query By Example (QBE) — filter vehicles by typing example values into any field for fast, flexible searching
- ✓ Customizable columns and CSV export — choose which fields to display, save custom views, and export filtered data with one click
- ✓ Full audit trail — every vehicle change logged with timestamp, user, action, and details in the Security tab
- ✓ Vehicle status tracking — Active, Out of Service, Sold, Totaled with status-coded badges and configurable notifications
What sets it apart
Proactive maintenance alerts
The system warns you when a vehicle is at 85% of its service interval — so you can schedule the oil change before it’s overdue, not after. Overdue items show in red on the dashboard.
True cost of ownership
Every vehicle tracks its own running TCO — purchase price plus all maintenance costs plus all fuel costs — with automatic cost-per-mile so you know exactly what each vehicle is really costing you.
AI-powered fleet insights
Chat with AI about any vehicle or your entire fleet. Ask natural-language questions, get trend analysis, or surface issues — the assistant sees your full fleet data in context.
Structured inspection checklists
Pre-trip, post-trip, monthly, and annual templates with pass/fail/N/A per item. The system auto-calculates the overall result and tracks full inspection history with drill-down detail.
Fleet-wide and per-vehicle schedules
Set oil change intervals once for the whole fleet; then override for specific vehicles with different requirements. New vehicles automatically inherit the defaults.
Complete audit trail
Every change to every vehicle is logged with timestamp, user, and details. The Security tab gives you full accountability and a tamper-proof record of who did what and when.
Interested in this module?
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