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Your fleet vehicles

Posted
Updated
ByThe Wax Stak Team

By the end of this article your company vehicles will be on the Fleet Vehicles page, your technicians will be able to pick one when they start a route, and the Mileage & Fuel report will know how far each one drove and roughly what it cost.

Fleet vehicles are yours. A customer’s car is a different thing — see Add a vehicle to a customer.

Add a vehicle

  1. Open Catalog → Vehicles and click Add Vehicle.
  2. Give it a Label your team will recognise on the phone — the field suggests Van 1, Blue Truck. This is the only required field.
  3. If you have the VIN, type its 17 characters and click Decode: the Make, Model and Year fill in from the VIN, and the Fuel Type too when the decoder names one. You can type or correct any of them by hand.
  4. Add the License Plate.
  5. Pick the Fuel Type — Gasoline, Diesel, Hybrid, Plug-in Hybrid or Electric — and the vehicle’s Efficiency (MPG). An electric vehicle has no MPG; the field says Not applicable for electric vehicles and is skipped.
  6. Click Add Vehicle.

What the vehicle is used for

  • Routes. When a technician starts a route on the phone, the Vehicle you’re driving list offers your active fleet vehicles, plus Other (not in fleet) for a personal or borrowed vehicle. The route keeps that choice.
  • The Mileage & Fuel report. Under Reports, Mileage & Fuel adds up each route’s miles By Fleet Vehicle and By Technician and estimates the fuel from the vehicle’s Efficiency (MPG) and fuel type. A route driven in an unlisted vehicle shows as No vehicle assigned; a vehicle you later deleted shows as Removed vehicle.

Edit, retire or delete a vehicle

Click a row or its edit icon to open Edit Fleet Vehicle. To retire a vehicle you no longer run, switch off Active vehicle and save: it leaves the picker on the phone, and every route it drove keeps it. Show inactive on the list brings retired vehicles back into view, marked Inactive; switch Active vehicle on again to return one to service.

Delete is for a vehicle entered by mistake. The confirmation says what happens: it is removed from the fleet and from the mileage and fuel reports. A vehicle that has driven routes cannot be deleted — the app refuses and points you at retiring it, so those trips keep their vehicle.

Good to know

  • Search on the list matches the label, make, model, VIN and license plate.
  • A VIN is unique to your fleet. Adding a second vehicle with the same VIN is refused; edit the existing one instead.
  • Who can do this: owners, admins and managers edit fleet vehicles; technicians, accounting and viewers see the list read-only.

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