Vehicles & Mileage

Fleet management and mileage tracking

Track your company vehicles, mileage, and maintenance records for expense reporting, tax deductions, and fleet management.

Adding a Vehicle

1. Go to Assets & Equipment → Vehicles

2. Click New Vehicle

3. Enter the vehicle name, year, make, model, and other details (VIN, tag number, purchase info, and so on)

4. Optionally assign the vehicle to an employee

5. Save the vehicle

Viewing and Editing a Vehicle

From the Vehicles list, click any row to open the vehicle detail page. The Main tab holds the vehicle profile. Use Save Changes after edits.

You can also attach files on the Main tab, review maintenance on the Maintenance tab (when your plan includes Vehicle Maintenance — see below), and review mileage on the Mileage tab.

Deleting vs. Deactivating a Vehicle

On the vehicle detail page, a red action button appears in the header next to Save Changes. Which button you see depends on whether the vehicle has history:

• Delete Vehicle — shown when the vehicle has no maintenance records and no mileage records. This permanently removes the vehicle, clears any employee assignment, deletes files attached directly to the vehicle, and returns you to the Vehicles list. You must confirm in a dialog before it runs. This cannot be undone.

• Deactivate Vehicle — shown when the vehicle has any maintenance or mileage history. Vehicles with history cannot be permanently deleted because those records are needed for reporting and audits. Deactivating sets the vehicle status to INACTIVE, removes any employee assignment, and keeps all maintenance and mileage history. You must confirm in a dialog before it runs.

If a vehicle is already INACTIVE, the Deactivate button is hidden. To bring it back into service, open the vehicle, change Status on the Main tab (for example back to ACTIVE or ACTIVE-ADMIN), and save.

Inactive vehicles are typically hidden from technician check-in vehicle pickers and other “active fleet” lists, but their history remains available on the Maintenance and Mileage tabs.

Tracking Mileage

Mileage can be logged in several ways:

• From site visits — Enter odometer readings when checking in or out of a job site.

• From Assets & Equipment → Vehicle Mileage — Log mileage for non-ticket vehicle use (for example, picking up tools or supplies, or a run to the bank). Ticket-related mileage should be entered through the site visit check-in form so the record stays linked to the client ticket for reporting.

To review the mileage logged against one vehicle, open the vehicle and click its Mileage tab. That tab is for reviewing — new entries come from site visit check-in/check-out or from Vehicle Mileage.

Each mileage entry records:

• Date and vehicle

• Employee driving the vehicle

• Starting and ending odometer readings (total miles calculated automatically)

• Optional notes

• Associated ticket (if applicable)

Whether technicians must log a vehicle and mileage when they check in to a site visit is controlled by the company-wide Check-In Requirements setting — see Vehicle & Mileage at Check-In — Requiring It or Turning It Off.

Vehicle Maintenance

Vehicle maintenance tracking is included on the Service Company Employer plan. On the Service Company plan it is available as the Vehicle Maintenance add-on, which the Owner can turn on from Subscription & Plan. With it you can:

• Log oil changes, tire rotations, repairs, and other service items

• Track maintenance costs for budgeting

• Record the odometer reading at the time of service

• Upload and attach receipts for your records

Open a vehicle’s Maintenance tab to see all service history for that vehicle, or go to Assets & Equipment → Vehicle Maintenance for the full maintenance list across your fleet.

Asking for a different vehicle

An employee can ask for a different vehicle from their own profile. Under Vehicle Assigned, they click Request a different vehicle, pick the vehicle they want (or Any other vehicle — the office picks), say why, and click Send request. Their vehicle does not change yet. While the request is waiting it shows on their profile, and they can cancel it.

Your company's notification email and the notification bell both get the request. It opens the employee's profile, where the request sits right under their Vehicle Assigned field. Anyone who can change that employee's vehicle can answer it:

• Approve assigns the vehicle — the one they asked for, or one you pick. If someone else already has that vehicle, you're asked what the other person drives instead, exactly as when you change the field yourself.

• Decline leaves their vehicle as it is.

Either way you can add a note, and the employee is told by email and on their notification bell.