Reports

Fleet's Reports module provides four built-in reports covering fleet health, operating costs, vehicle utilization, and upcoming maintenance workload.

Accessing Reports

1. Navigate to Reports in the left sidebar
2. Select the report type from the available options

Fleet Summary

What it shows: A high-level snapshot of your entire fleet.

Metric	Description
Total Vehicles	Count of all non-deleted vehicles
Vehicles by Status	Breakdown: Active, Maintenance, Retired, Sold
Average Mileage	Mean odometer reading across all vehicles
Total Fuel Cost	Sum of all fuel fill-up costs across all vehicles

Use this for: Monthly fleet status reporting, executive summaries, and tracking fleet size over time.

Cost Per Mile

What it shows: The total operating cost per mile driven for each vehicle in your fleet.

Column	Description
Vehicle	Name and vehicle number
Total Miles	Current odometer reading (mileage at time of report)
Fuel Cost	Sum of all fuel fill-up costs for this vehicle
Maintenance Cost	Sum of all completed maintenance costs for this vehicle
Total Cost	Fuel cost + maintenance cost
Cost Per Mile	Total cost ÷ total miles

Use this for: Identifying high-cost vehicles that may be candidates for replacement, benchmarking cost per mile against industry averages, and total cost of ownership analysis.

💡Cost per mile is most meaningful for vehicles with accurate odometer readings from fuel fill-up entries. Vehicles with incomplete fuel entry data will show artificially low costs.

Utilization

What it shows: How many of your fleet vehicles are actively in service vs. idle or out of service.

Metric	Description
Total Vehicles	Total non-deleted vehicles
Active Vehicles	Vehicles with status = active
Idle Vehicles	Vehicles not in active status
Utilization %	Active vehicles ÷ total vehicles × 100

The report also lists every vehicle with:

• Vehicle name and number
• Current status
• Whether it's active
• Assigned driver name

Use this for: Fleet right-sizing decisions (do you have too many or too few vehicles for your workload?), identifying vehicles that are consistently idle and could be sold or redeployed.

Maintenance Forecast

What it shows: All scheduled and upcoming maintenance records grouped by calendar month, with estimated costs.

Column	Description
Month	YYYY-MM grouping
Count	Number of maintenance events in that month
Estimated Cost	Sum of cost fields on scheduled records for that month

Each month expands to show individual maintenance items:

• Vehicle name
• Maintenance type
• Due date
• Estimated cost

Records with no due_date are grouped as Unscheduled.

Use this for: Budget planning for upcoming maintenance spend, identifying months with high service workload so you can pre-schedule shop time, catching overdue services that need immediate scheduling.

💡The maintenance forecast is only as accurate as your scheduled maintenance records. Set due_date on all scheduled maintenance records and fill in estimated costs to get a useful forecast.

Dashboard Charts

The Fleet Dashboard also provides two visual reports without navigating to the Reports page:

Fuel Cost Trend

A monthly fuel cost chart for the past 6 calendar months. Updates automatically as new fuel entries are added.

Fleet Utilization

A summary showing active vs. total vehicles and the utilization percentage.

Exporting Reports

Reports are currently available in-browser only. To export data:

• Use the Fleet API to query the underlying data endpoints (/api/reports/fleet-summary, /api/reports/cost-per-mile, etc.)
• Parse the JSON response and export to Excel or CSV using your preferred tooling

All report endpoints require authentication and are tenant-scoped — you'll only see data for your organization.