About Fleet

Whoever owns the trucks: the operations manager, or the owner in a smaller company.

Oil changes happen when someone remembers. Registrations expire in a glovebox. The fleet's monthly cost is a number the accountant produces at year end.

Four cards: Active Vehicles, Maintenance Due, Compliance Alerts and Monthly Cost, drilling into the active vehicle grid, the Maintenance Due list and the Compliance list. Quick Actions open Log Fuel, Log Service and Add Expense in place. Two charts: Monthly Cost Trend and Vehicles by Status. An Upcoming Maintenance table lists vehicle, service type, due date and status.

• The service list, before the breakdown. Upcoming Maintenance is every schedule inside its reminder window, by vehicle and type.
• Paperwork with a countdown. Compliance Alerts counts every insurance, registration, inspection or lease date that has expired or will within 30 days.
• The fleet's running cost, monthly. Monthly Cost and its trend put fuel, service and expenses on one line, as they happen.
• Log it from here. A fuel fill or a service record is a modal on this page.

The operations manager, and each technician for their own truck.

The VIN is on a title in a drawer, the primary driver is folklore, and "what has that truck cost us this year" has no answer.

The vehicle grid, searchable by name, make, model, VIN or plate, with a status filter and columns for entity and primary technician. Add Vehicle captures label, year, make, model, VIN, plate, colour, service region, entity and ownership type. Each vehicle opens to a header card and five tabs. Dashboard: Current Mileage, Next Service, Average Fuel Economy, Cost per Mile, Total Cost year to date and Compliance Alerts, an Annual Budget bar, charts for mileage, monthly cost, fuel history and cost breakdown, then the service schedule and compliance tables. Profile: the vehicle's details, insurance and registration, safety inspection and lease dates, technician assignments with a primary flag, and cost summaries for the last 30 days, 90 days, this year, last year and all time. Service History, Fuel Logs and Expenses: that vehicle's own records.

• Cost per mile, per truck. Year-to-date cost over year-to-date miles, on the vehicle's dashboard, is the number that decides whether to keep it.
• A budget bar that fills. Set an annual budget and the vehicle shows how much of it has been spent.
• Who drives it. Technician assignments with a primary flag, so the truck and the person are linked for scheduling and for accountability.
• The title drawer, on screen. VIN, plate, registration state, insurance provider and policy, lease expiry, all on the profile.

Whoever books the trucks in for service.

Service intervals live in the manufacturer's manual and the odometer lives in the truck. Nobody puts the two together until the warning light does.

Every service record across the fleet: filtered by vehicle, maintenance type and date range, searchable by vendor or notes. Add Service Record captures vehicle, type, date, odometer, vendor, cost and notes. On a vehicle's own Service History tab sit its maintenance schedules: type, interval in months and miles, last completed, next due, status, and reminder lead times in days and miles before.

• Due by date or by miles, whichever comes first. A schedule carries both intervals, and Due Soon fires when either is inside its reminder window.
• Completing a service resets the clock. Last Completed and Next Due move together when the record is logged.
• The vendor and cost on every record. Which shop, what it cost, at what odometer, for every truck.

The technician at the pump, and the manager watching the fuel line.

Fuel is the biggest variable cost on the fleet and the one with the least detail: a card statement with no odometer, no vehicle and no economy figure.

Every fill across the fleet: date, vehicle, fuel type, gallons, cost, price per gallon and odometer, filtered by vehicle, fuel type and date range. Add Fuel Log captures the vehicle, fuel type, gallons to three decimals, cost, the current odometer and notes.

• Fuel economy per truck. Gallons against odometer gives the miles per gallon that feeds each vehicle's Average Fuel Economy and cost per mile.
• The odometer, kept current. Every fill updates the mileage the maintenance schedules run on.
• Price per gallon, by fill. Where fuel is being bought and at what price is on every row.

Whoever pays for tyres, tolls, washes and the rest.

Everything that is not fuel or a service lands in a general ledger line called "vehicles", and no truck ever gets charged for its own tyres.

Every expense across the fleet by category: date, vehicle, category, cost and notes, filtered by vehicle, category and date range. Add Expense captures the vehicle, category, date, cost and notes. Categories are a lookup you maintain.

• The whole cost of the truck. Expenses join fuel and service in each vehicle's Total Cost, cost breakdown and cost per mile.
• By category, across the fleet. Which category is growing, and on which vehicles, is a filter rather than a spreadsheet.