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Service history for your customers' fleets

Put each customer's truck on file — truck or unit number, VIN, plate, engine, tires — log every service with the parts that went on, and let the books tell you what is due next by miles, hours or date, whichever comes first.

1. Turn it onOpen Chart of Accounts, then Preferences, and tick "Fleet service is on." Save, and a Fleet tab appears on the left under "Who you deal with."
2. Add a vehicleThe Fleet tab opens on the Job board. Click the Vehicles tab beside it, then "+ Add vehicle." Pick the customer, give it a truck or unit number (or a name), and fill in what you know: year, make, model, VIN, plate, engine, transmission, GVWR, tire sizes, oil. Pick its Class — light, medium, heavy, fire apparatus, trailer, or off-road equipment — and whether it lives by the odometer or the hour meter.
3. The truck number leadsA truck's number comes first wherever the truck shows: board cards, Every job, the vehicle list, the invoice, the inspection, the job sheet and what you send the customer, exactly as typed, so 0206552 keeps its zero. Every find box goes by it. A truck on file with no number says "No truck number" on its card and its job page; press "Add it" and type it there.
4. Let it suggest a scheduleLeave "Put the usual service schedule on it" ticked and the common items for that class go on: oil and filters, the DOT annual inspection, brake inspections, the pump test on apparatus. Open "What is due" on the vehicle and click "change" beside a task to change its interval or when it is next due, or "+ Schedule" to add your own, or "remove." A task by miles or hours on a vehicle with no reading yet says it is waiting on one, and starts at the first reading.
5. Log what you didOpen the vehicle and click "+ Log service." Enter the date, what was done, the meter reading, who did it, and under "Parts that went on" list each part with its number — the oil filter, the fuel filter, the tire size and position. Save, and the vehicle's meter moves forward.
6. Mark a scheduled task doneUnder "What is due," click "done" beside the task. The service is logged and the task rolls forward by its interval from the reading you entered — 25,000 miles, 250 hours, or a year, whichever comes first next time. A service older than the last one for that task goes on the history and leaves the task where it is. Removing a service puts its scheduled task back where it was, and the meter too if that was its last reading.
7. Run the day on the Job boardThe Job board has a column for each step: New calls, Waiting, In progress, Completed, Ready to bill, Billed. "+ New job" puts a customer's truck on it; each card's button moves it along, and "Bill it" starts the invoice from the work on the job, taxed by what each line is. Work still waiting on the customer's OK is asked about item by item, and what you leave off can become its own job. A canceled job comes back with "Put it back on the board." Every job lists them all.
8. Bill against the unitOn an invoice for a fleet customer, pick the truck under "Vehicle / unit" and type the meter reading. The invoice prints with the unit, VIN, plate and mileage, shows up in the vehicle's service history on its own, and the reading rolls onto the vehicle.
9. Work a checklist with picturesOn the vehicle, open "Inspections" and click "+ Inspection." Pick the form — PM A, PM B, PM C, the light-duty service, the USPS PM form, the DOT annual inspection, a brake inspection, the pump test, or an equipment PM by the hour — and Start. Each item takes Normal, Monitor, Action or N/A, a comment, the part number and a reading. "Photo" opens the phone's camera and the picture lands on that item; "+ Pictures" adds from the phone or computer. It saves as you go.
10. Complete and print the reportClick "Complete inspection." It goes on the vehicle's service history with the parts that went on, rolls the scheduled task it was started for, and "Print" gives the report — the findings, comments, part numbers and pictures, item by item. The DOT annual, brake, pump test and USPS forms will not complete until every item has an answer, and take you to the first one left. An admin can reopen a finished one unless a job's bill stands on it.
11. The USPS PM form (4546 B)On a light-duty truck it is on the list right after the light-duty service. Each of the 41 items is answered Y or N under its own question; an answer that needs attention turns red and counts as something to fix. Items 25 and 28 take four measurements in 32nds; item 28 is answered by its measurements. Tap the truck on the damage diagram and a numbered pin lands there, with a comment and the camera; "Move this pin" and "Remove this pin" are on it. It will not complete until every item has an answer, and it takes you to the first one left. "Print the completed form" prints the form as the Postal Service has it, the answers and the pins on it, then pages with the pictures and findings. "Print a blank form" is under the Vehicles list, with no truck picked, and on the list of forms.
12. See what it takesOpen "Vehicle details" on any truck: the full record, and under "What it takes," the last part used in each spot, so the next oil change starts from the right filter number.
13. Print the recordClick "Print record" on a vehicle for its record — details, what it takes, what is due, the full history — for the customer or the DOT binder. An invoice still in draft is not on it. From a customer's page, "Vehicles" takes you to their fleet; with a customer picked on the Vehicles list, "Print this customer's vehicles" prints all of them at once.