How do you keep one record per vehicle in a small company fleet?
When a company has five or ten cars, the facts about each car end up in different places: a glovebox folder, a driver's phone, an accountant's inbox. One record per vehicle fixes that.
Short answer
- Create one record per vehicle with its VIN, chassis number and current mileage.
- Attach the documents to that vehicle: insurance, inspection and road tax papers, as PDF or image files up to 10 MB each.
- Enter service work and fuel fill-ups against the same vehicle, so its cost history stays in one place.
- Check the due-date list in the panel for insurance, inspection, road tax and service, in the window of days you set.
What one record should hold
- VIN, chassis number, plate and the current mileage.
- Expiry dates for insurance, inspection, road tax and the next service.
- Documents attached to the vehicle, not kept in a separate folder.
- Service, fuel and other costs, so the total per vehicle is visible at any time.
Where a spreadsheet stops working
- A spreadsheet does not warn you before a date passes unless you build the warning yourself.
- Two people editing the same file produce two versions of the truth.
- Documents stay in e-mail attachments and are hard to find when a vehicle changes hands.
How 4fleet handles it
- One vehicle record with VIN, mileage, documents, service and fuel entries.
- A due-date list in the panel. 4fleet sends no e-mail, SMS or push message about it.
- Cost per vehicle and cost per kilometre since purchase, calculated from the entries.
What 4fleet does not do
- It has no GPS, so it does not show where a vehicle is.
- It has no mobile app and no integration with other software.
- It does not check documents against official registers.