Fleet Management
Fleet Management gives your office one place to track company vehicles, assigned drivers, odometer readings, maintenance records, and fuel logs.
When to use this
Use Fleet Management when your business owns or assigns vehicles and needs to answer questions like:
- Which trucks or vans are active, in service, retired, or sold?
- Who is currently assigned to each vehicle?
- What is the current odometer reading?
- Which vehicles need oil changes, tire work, brakes, or other service?
- How much have we spent on fuel this month and maintenance this year?
It is especially useful for HVAC, plumbing, electrical, roofing, restoration, landscaping, and other field-service teams where vehicle downtime can delay jobs.
Before you start
- Make sure Team is available in your account. Fleet assignments depend on your team list.
- Open Settings → Features and enable Fleet Management.
- Gather the basic vehicle details you want tracked: make, model, year, license plate, VIN, assigned tech, starting odometer, and any notes.
- Decide who can add, edit, retire, or sell vehicles so the fleet list stays accurate.
Add a vehicle
- Open Fleet Management from the main navigation.
- Click Add Vehicle.
- Enter the vehicle details:
- Make and Model
- Year and optional Color
- License Plate and optional VIN
- Optional Assigned Tech
- Odometer (miles)
- Optional Notes
- Save the vehicle.
- Confirm it appears in the Vehicles tab.
The vehicle list can be filtered by All, Active, In Service, Retired, or Sold so office staff can separate daily-use vehicles from vehicles that are being serviced or have left the fleet.
Track maintenance
Use maintenance records for oil changes, tires, brakes, repairs, inspections, and other service events.
- Open the vehicle from the Vehicles tab.
- Choose the maintenance action for that vehicle.
- Select the Service Type.
- Add a plain-English Description such as “Synthetic oil change, 10k interval.”
- Enter the Service Date, Odometer at Service, Cost, optional Vendor, and optional notes.
- Save the record.
Saved maintenance appears in the Maintenance tab and contributes to the maintenance cost summary on the Fleet Management page.
Track fuel logs
Use fuel logs to record fill-ups and keep month-to-date fuel cost visible.
- Open the vehicle from the Vehicles tab.
- Choose the fuel-log action for that vehicle.
- Enter the Odometer Reading and optional Station Name.
- Enter Gallons, price per gallon, and the fill-up details shown in the form.
- Save the log.
Fuel entries appear in the Fuel Logs tab and contribute to the Fuel Cost (MTD) stat card.
Retire or sell a vehicle
When a vehicle leaves daily service, use the vehicle detail actions instead of deleting history:
- Mark it In Service when it is temporarily unavailable for repairs.
- Mark it Retired when it should stay in records but no longer be assigned to active work.
- Mark it Sold when it has been removed from the company fleet.
Deleting is limited when a vehicle already has maintenance or fuel history. Retire or sell the vehicle instead so past costs and records remain available.
Tips
- Add every active company vehicle before using fuel or maintenance reports so totals are complete.
- Keep odometer readings current when vehicles come in for service.
- Use consistent vendor names so maintenance history is easy to scan.
- Retire or sell vehicles instead of deleting them when they have real history.
Troubleshooting
A vehicle does not appear in the active list
Check the status filter at the top of the Vehicles tab. Vehicles marked In Service, Retired, or Sold may be hidden when you are viewing only active vehicles.
Maintenance or fuel totals look lower than expected
Confirm each record was saved against the correct vehicle and that the date falls in the period shown by the summary card. Fuel cost is shown month-to-date, while maintenance cost is shown year-to-date.