Plate, VIN, make, model, year, odometer — new vehicles get a 6-tab file (Overview / Documents / Maintenance / Repairs / Fuel / Cost), a QR sticker for the body, and an automatic entry in the Assets registry.

Everything about a vehicle starts here. Open Fleet → Vehicles → New vehicle. The plate number is required — the system checks duplicates the moment you leave the field, so a plate that is already on file gets stopped immediately. Then type/fuel dropdowns, VIN, make, model, year, current odometer and notes. Done: the vehicle file exists.

The 6-tab vehicle file#

Overview — plate, VIN, make, model, year, status, current driver; buttons for Update odometer, Edit, Retire.
Documents — insurance, annual inspection, registration: expiry highlighted 30 days ahead in yellow, 7 days in red, overdue bold red; attachments can be photographed and uploaded.
Maintenance / Repairs / Fuel / Cost — each linked to its own module; see the other guides.

QR sticker: scan the truck to see its file#

Every vehicle gets a QR sticker. Print it, stick it on the body. Anyone with the phone app scans it and lands on that truck’s status page.
On the phone, Fleet’s home screen has Scan vehicle status; you can also search by plate number.

A vehicle is also an asset#

A truck is not filed twice. When a vehicle file is created, an asset record is created automatically in the Assets registry (type "Vehicle") — same QR system, same inspection and maintenance engines underneath. In the asset list you’ll see the type Vehicle, and fleet-linked assets carry a Fleet button that jumps to the vehicle file in a new tab.

Retiring a vehicle is one-way for the status, but the history stays: the file, documents and repair records remain viewable. Confirm the plate number before you retire.

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The 6-tab vehicle file QR sticker: scan the truck to see its file A vehicle is also an asset