Who has every van, and what state it's in.
MOT dates, service intervals, the daily walk-round check, who took which van and where the money goes usually live in three spreadsheets and a clipboard. AssetOS puts them on one record per vehicle. Drivers do the pre-start on their phone by scanning the QR code on the vehicle, and a failed item becomes a repair job without anyone typing it up. When a speeding fine arrives, you can see who had the van that day.
The fleet runs on a spreadsheet and a clipboard.
- ✕MOT and insurance dates in one sheet, service intervals in another
- ✕Walk-round checks on paper, left in the cab, never read
- ✕A fault mentioned in the yard and never written down
- ✕A speeding fine arrives and nobody can say who had the van
- ✕Keys handed over with no mileage or fuel noted
- ✕Business and private mileage pieced together at year end
One record per vehicle. Every check, driver and cost on it.
- ✓MOT, insurance, registration and service dates on the vehicle record
- ✓Pre-start on a phone: scan the QR, Pass or Fail, photo on a fail
- ✓A failed item raises a repair work order on that vehicle automatically
- ✓A fine or toll is matched to whoever had the vehicle at the time
- ✓Check-out and check-in record the driver, the mileage and the fuel
- ✓Trips logged as business or private, exported to CSV when you need them
The walk-round check, on the driver's phone.
The driver scans the QR code on the vehicle and works down a Pass/Fail list. Submit stays greyed out until every required item has an answer, so a half-done check can't be filed. Each failed item becomes a repair work order on that vehicle, and nobody has to read a sheet and type it up.
- Pass/Fail items grouped by area, with a note and photo on every fail
- Odometer filled in from the last reading, so mileage is logged with every check
- Same fault already open? The fail is added to that job as a comment
- Every check kept on the vehicle record, by driver and date
Every handover logged. Every fine matched to a driver.
Check a vehicle out to a driver and the mileage and fuel are recorded. Check it back in and they're recorded again. When a speeding fine turns up three weeks later, enter it with the offence date and AssetOS fills in who had the van.
- Check-out and check-in with mileage and fuel at both ends
- Can't be checked out twice: AssetOS names who has it now
- Driving licence class and expiry, flagged when a check is due
- Fines and tolls matched to the driver from the handover record
Know what every vehicle costs to run.
Fuel, maintenance, compliance and fines, month by month, for each vehicle. When a seven-year-old Transit needs its third clutch, the running cost is on the record and the replacement conversation starts from numbers. Trips are logged as business or private, so the split your accountant asks for at year end is already there.
- Log book: driver, from, to, purpose and distance for every trip
- Business and private mileage split, exported to CSV
- Fuel fills with a receipt photo, or import fills from a CSV
- Monthly cost breakdown per vehicle, with running cost per distance
Built for how fleet teams work.
We're new, so we'd rather show you the product than quote numbers we haven't earned. Import your fleet register and run a real pre-start before you decide.
Not ready to switch? Our free DVSA walk-round check sheet and fleet maintenance tracker are the paper and spreadsheet versions of the pre-start and the vehicle record above. When you outgrow them, AssetOS imports the register from CSV.
Run a service business with a fleet of vans? Your vans and the equipment you look after for clients can sit in one account. See AssetOS for service providers.
Stop managing compliance in your head.
Bring your fleet register across from the spreadsheet. Free trial, no credit card.