Overview
Fleet includes a set of built-in views covering vehicle utilization, maintenance spend, fuel efficiency, driver activity, and compliance status. Fleet managers and finance teams use these views to understand operating costs, identify underperforming assets, and prepare for audits or quarterly business reviews.
Available Report Views
| View | Location | What it shows |
|---|---|---|
| Fleet Utilization | Reports > Fleet Utilization | Utilization percentage per vehicle |
| Maintenance Cost | Reports > Maintenance Cost | Total maintenance spend by vehicle or period |
| Maintenance History | Reports > Maintenance History | Full record of all service events |
| Fuel Efficiency | Reports > Fuel Efficiency | MPG and cost per mile per vehicle |
| Incident History | Reports > Incident History | List of all incidents with severity and cost |
| Cost Per Vehicle | Reports > Cost Per Vehicle | Combined fuel and maintenance cost per vehicle |
| Compliance Expiry | Reports > Compliance Expiry | All tracked expiry dates, sorted by soonest |
| Driver Activity | Reports > Driver Activity | Trips, miles, and incidents per driver |
| IFTA | Reports > IFTA | Quarterly fuel tax data by state |
Fleet Health and Age Distribution
The Dashboard view (Fleet > Dashboard) provides a fleet summary including:
- Total vehicles by status (Active, Inactive, In Maintenance)
- Vehicles with overdue maintenance
- Upcoming compliance expirations
- Recent safety events
For age distribution, use the Cost Per Vehicle view filtered by year range. Vehicle purchase dates and purchase prices are stored on each vehicle record and feed into the Total Cost of Ownership (TCO) calculation.
Warranty and Compliance Coverage
Coverage across the fleet is visible under Fleet > Compliance > Stats, which shows counts of items expiring in the next 30, 60, and 90 days. For a detailed list, use the Compliance Expiry view. See Warranty Tracking for how to record and manage these dates.
IFTA Quarterly Data
The IFTA view aggregates fuel purchases and miles driven by state for a selected quarter.
- Go to Fleet > Reports > IFTA.
- Select the quarter and year.
- The view summarizes fuel purchased and miles driven in each state.
- Click Download to export the PDF in filing-ready format.
For accurate IFTA output, fuel entries must include the state where fuel was purchased, and trip records must include state routing. If trips are logged manually, include state information in the trip details.
Exporting Data
Every view in Fleet has an Export button. Click it to download the current data as a CSV file. The compliance expiry and maintenance history views can be exported to share with external vendors or auditors.
QBR Summaries
For quarterly business reviews, use the QBR section under Fleet > QBR Reports. QBR summaries combine fleet health, cost trends, compliance status, and maintenance data into a structured format suitable for presenting to leadership or clients.
Cost Allocation
The Cost Allocation view under Reports shows monthly cost rollups broken down by the department field on each vehicle. This is useful when Fleet costs need to be allocated to specific cost centers or client accounts in PSA.
The cost-allocation rollup runs on the first of each month automatically.
Frequently Asked Questions
How do I see maintenance history for one specific vehicle?
Open the vehicle record and click the Maintenance tab. Click Export to download that vehicle's service history only.
What does the Fleet Utilization view measure?
Utilization percentage reflects how actively a vehicle is being used relative to its expected use, derived from trip and GPS data. Vehicles with no GPS and no logged trips may show low utilization even if they are in regular use.
Can I schedule a view to send automatically on a recurring basis?
Not through the UI at this time. Views are generated on demand. The Fleet Advisor daily briefing (Fleet > Fleet Advisor) provides a recurring automated summary of key fleet metrics each morning.