Table of Contents
NOTE: We're excited to announce that we're making filtering and navigating Fleetio reports easier. Updates to Fleetio's 40+ standard reports will occur incrementally throughout the year. As a result of the ongoing report enhancements, you may notice differences between report experiences.
Reports in Fleetio allow you to view various data points for your business for vehicles, vehicle assignments, inspections, issues, service, work orders, contacts, parts and fuel.
Fleetio Reports give you the necessary tools to generate, view, save, export, and print customizable Reports containing your fleet data.
Reports Overview Video
Reports Overview
Click Reports in the Sidebar Navigation to access the Reports Index.
The Reports Index includes over 30 built-in Report templates. Explore the functionality of the Reports Index following the points below:
- Search (a) for a report by name
- Sort (b) the reports by Name, Report Type, or Saved Reports
- Change the layout of the index (c) to view as cards (as seen below) or as a list
- Select from the menu (d) the view Standard Reports, Favorites, Saved or Shared Reports
- View Reports by report types (e)
- Favorite a specific report by clicking the star icon (f)
- View Saved Reports (g) for a specific report. Note that Saved Reports can only be edited by the owner of the report.
Report Use Cases
Fleetio's Reports module separates reports into nine different categories giving you access to advanced analytics for vehicles, vehicle assignments, inspections, issues, service, work orders, contacts, parts and fuel. When first running reports in Fleetio, it might be a bit challenging to figure out which report you should run to provide the data you need for your fleet. Reference the charts below for common use cases for each report as you locate the ones that work best for you and the data you are gathering.
Also, take note of the type of report column in the tables. These will indicate which reports show detailed breakdowns of the data and which are a summary.
NOTE: Access to various reports in Fleetio is based on the Fleetio Plan you have. If you do not have access to a specific report in your account, you likely don't have access based on your plan, or specific permissions.
Vehicle Reports
| Report Name | Type of Report | Report Use Case |
|---|---|---|
| Cost Comparison by Year in Service | Summary | This report helps you understand the costs per year by vehicle and provides a concise year-over-year snapshot. You can use this report to help estimate the optimal replacement policies for vehicles in your fleet. You can use this report to determine which vehicle has the highest/lowest cost per meter compared to similar vehicles, what is the expected cost per meter for a given Make Model over its useful life, or which brand of pickup (for example) is expected to cost the least over its lifetime. |
| Cost/Meter Trend | Details | Similar to the Total Cost Trend report, this report breaks down to the total cost per mile, helping you understand how efficiently the vehicle is operating for a specific period of time. You can also use this report to determine which vehicle currently has the highest/lowest cost per meter for a specific group, which vehicle had the highest cost per meter across the entire fleet last year, or what the average cost per mile was last month for each vehicle in a specific group. |
| Expense Summary | Summary | Review the total expenses for a given time period by expense type or vehicle group. This is used to understand/compare different types and groups to each other to understand operating costs. |
| Expenses by Vehicle | Details | Review the total expense entries for a fleet's vehicles. The additional filters and ability to schedule the report to be emailed can also be used by finance departments. |
| Group Changes | Details | Reports the movement of vehicles from group to group over a period of time. This report can be utilized if you are trying to determine when vehicles moved, who moved them or for more high-level reporting, such as internal billing of vehicles based on duration in a group. |
| Operating Costs Summary | Summary | This report is a supplement to the various other areas in the system where you can see your Total Cost of Ownership (TCO). This report allows you to see TCO for your entire fleet to make it easy to review and compare vehicles operating costs. |
| Status Changes | Details | Understand what vehicle status changes have occurred across a given time period. Example: Ability to see which vehicles went "Out of Service" this week. |
| Status Summary | Summary | Calculates the total duration a vehicle has been in a specific status. It can helpful for monitoring how long a vehicle may have been "Out of Service." |
| Total Cost Trend | Details | Review the costs that each vehicle is incurring over time to see if the costs or going up, down, or staying the same. The Total Cost Trend Report can help answer the following questions: how has the total cost for my fleet changed over the past year, which vehicle had the highest total costs across the entire fleet last year, or what was the total cost last month for all vehicles in a specific group. |
| Utilization Summary | Summary | Understand which of your fleet vehicles are being potentially under or over utilized according to meter entries over time. This can help identify vehicles that may need to be removed from the fleet if they are not being utilized. You can also use this as a replacement report to show you how many miles you have remaining and project when you will reach the miles based on your utilization. Note: Add the three columns under the replacement section to view the replacement data. Reference the Utilization Summary Report Visualizations for more insight on how you can interpret the data. |
| Vehicle Details | Details | Review a detailed view of the vehicle's record, which is useful for reviewing each vehicle's data to see if a specific desired field may be missing. |
| Vehicle Renewal Reminders | Details | Displays the vehicle renewal reminders for your entire fleet. The ability for the report to be filtered and scheduled to be emailed makes it a useful tool for users to get a summarized view into upcoming and past due reminders. |
| Vehicles Report | Details | Supplementing the primary Vehicle Index in the system, you can receive a filtered list of your fleet's vehicles via a scheduled email. For example: You can receive a daily email with a list of all vehicles in the status of "Out of Service." |
Vehicle Assignment Reports
| Report Name | Type of Report | Report Use Case |
|---|---|---|
| Vehicle Assignment Log | Details | View the vehicle assignments for your entire fleet based on a given time frame. It can be used as a scheduled report to have a list of current vehicle assignments emailed on a schedule. |
| Vehicle Assignments Summary | Summary | Calculates an aggregated total percentage for how often the vehicle or contact was assigned. This can be helpful in understanding which vehicles/contacts are not getting assigned. |
Inspection Reports
| Report Name | Type of Report | Report Use Case |
|---|---|---|
| Inspection Failures List | Details | View a list of individual inspection items that failed during submission of an inspection form, along with basic information about the form submission and resolution status of the failed item. |
| Inspection Schedules | Details | View a listing of vehicles that are enabled for inspection forms that have a set schedule, along with details about the Inspection schedule and a particular vehicle's current compliance with the schedule. |
| Inspection Submission List | Details | View a list of all inspection form submissions, along with aggregated information about total inspection submission counts by user, vehicle or day/week. |
| Inspection Submissions Summary | Summary | View aggregate information about the inspection submission history of particular vehicles or users. The available layouts are by User or by Vehicle. |
Issues Reports
| Report Name | Type of Report | Report Use Case |
|---|---|---|
| Faults Summary | Summary | Provides a summarized view into the various types of fault codes that are occurring across your telematics connected vehicles. It allows you to easily monitor and review for any potential trends across the fleet in a single view. |
| Issues List | Details | Similar to the Issues Index, this reports allows you to view a listing of each individual Issue and its basic details. |
Service Reports
| Report Name | Type of Report | Report Use Case |
|---|---|---|
| Maintenance Categorization Summary | Summary | Identify trends and areas where improvements can be made by highlighting the highest volume Category Codes, System Codes or Reason for Repair codes based on cost and frequency. |
| Repair Priority Class Summary | Summary | View aggregate service data that summarizes the volume of Service Entries that were Scheduled, Non-Scheduled, Emergency, or had no Repair Priority Class applied. |
| Service Entries Summary | Summary | View aggregate data that summarizes the services and associated costs for particular vehicles. |
| Service History by Vehicle | Details | View a listing of individual Service Entries performed on particular vehicles, along with the option to drill in deeper by viewing the individual Service Tasks performed (within each Service Entry) on each vehicle. Available layouts are by Service Entry or by Service Task. |
| Service Reminder Compliance | Details | View summarized information about the on-time compliance of resolving Service Reminders. There are an assortment of layouts that allow users to summarize Service Reminder compliance for particular Groups, Service Tasks, or even individual Service Reminders. |
| Service Reminders | Details | View a listing of every individual Service Reminder that is active for a vehicle, and the basic details about the Service Reminder and Vehicle. |
| Service Task Summary | Summary | View a summary of the highest volume Service Tasks based on cost and frequency of the task being performed. |
| Vehicles without Service | Details | View a listing of vehicles that have no history of service within Fleetio. |
Warranties Reports
| Report Name | Type of Report | Report Use Case |
|---|---|---|
| Part Warranty Opportunities | Details | View a listing of basic details of all Part warranty opportunities, including the original Work Order for the warrantied Part and the Work Order where it was replaced. |
Work Order Reports
| Report Name | Type of Report | Report Use Case |
|---|---|---|
| Labor Time Entries List | Details | View a listing of basic information associated with all individual labor time entries on Work Orders. |
| Technician Labor Summary | Summary | View high-level summarized information about labor time entries for particular Technicians, along with being able to view a layout that drills into line item-level labor time entries for each Technician. The Technician Labor Summary Report can help you to keep tabs on Technician productivity, learn which Service Tasks are consuming the majority of your Labor work hours, and adjust Technician workloads accordingly. |
| Work Order Status Summary | Summary | View volumes of Work Orders that entered and exited particular Work Order statuses within a given timeframe. |
| Work Orders by Vehicle | Details | View a list of all Work Orders associated with particular vehicles, in a layout that groups the Work Orders by vehicle. |
| Work Orders List | Details | Similar to the Work Orders Index, this reports allow you to view a listing of each individual Work Order and its basic details. |
Contact Reports
| Report Name | Type of Report | Report Use Case |
|---|---|---|
| Contact Renewal Reminders | Details | Allows you to keep track of contact-specific reminders like license renewals, industry certifications, or other events applicable to individuals affiliated with your business. |
| Contacts List | Details | Provides a customized overview of people your organization does business with or employs. |
Parts Reports
| Report Name | Type of Report | Report Use Case |
|---|---|---|
| Parts Activity Report | Details | View a listing of every individual inventory adjustment for inventory-tracked Parts. |
| Parts by Location | Details | View a list of Parts that are active for particular Part Locations, along with basic information about each part and inventory levels. |
| Parts by Vehicle | Details | View which Parts have been used on particular Vehicles, along with their associated cost. |
| Purchase Orders List | Details |
View a listing of all Purchase Orders, along with aggregated information about total costs by PO Status, Part Location, and Vendor. Users have two layout options.
|
Fuel Reports
| Report Name | Type of Report | Report Use Case |
|---|---|---|
| Fuel Entries by Vehicle | Details | Similar to the Fuel Entries index, this report can be scheduled and emailed on a set cadence. |
| Fuel Summary | Summary | Used to review summarized fuel metrics and can be filtered and emailed on a schedule. It is often used to review and compare/contract various vehicles in the fleet to see how they are performing based on fuel costs. This can be used to answer questions such as which vehicle(s) have the highest or lowest MPG for a specific group, which vehicle(s) had the highest fuel costs for your fleet, or how many gallons of fuel were purchased in the previous month. |
| Fuel Summary by Location | Details | Summarizes the fuel purchases over a given time frame by location and fuel type. If your organization is required to submit quarterly IFTA tax reports, this report will help you calculate the fuel consumption and cost totals by Location. |
Navigating Reports
While each report will generate different data detailed in the use cases above, the main functionality available in reports is the same. Follow the below subsections to view how to filter, sort, customize report columns, save, schedule, print and export.
We'll use the Vehicle List Report as an example of all things you can do with reports, but keep in mind that all reports will have the same functionality.
NOTE: We're excited to announce that we're making filtering and navigating Fleetio reports easier in 2023. Updates to Fleetio's 40+ standard reports will occur incrementally throughout the year. As a result of the ongoing report enhancements, you may notice differences between report experiences as we implement these changes.
View Related Reports & Favorite
After viewing a specific report, click the dropdown next to the report name (a) and view related reports, such as the Standard Report, Saved Reports and Shared Reports (b). You may also favorite the report by clicking the star icon (c) to easily access this report from the main Reports Index in the future.
Report Filters
Each Report includes optional Filters that allow you to narrow the results displayed according to your specific criteria. The Filter options vary depending on the data contained in the currently selected Report.
Click the Filter button (a), then click Add Filter to add additional parameters (b).
IMPORTANT: When using a Report for the first time before saving it, you will see the standard report when clicking on it. Remember to add filters to the report to customize the data and to be able to report on exactly what you need.
NOTE: You can select multiple Filters, and most Filters allow you to select multiple values. Think of multiple data field Filters as having an AND operator, and multiple values within a single data field as having an OR operator.
The Filters shown in the image below will return data for Vehicles assigned to either the Baltimore or Chicago Group, with the Vehicle Type of Car or Truck.
Sort Report Data
Choose the selected Sort criteria your Report data displays by clicking any column header - one click sorts ascending, the second click sorts descending.
Customize Report Columns
The Fleetio database includes an extensive range of data fields. A standard set of data columns are included with each built-in Report, but you may customize the column selection to suit your unique needs. Available data fields will vary depending on the currently selected Report.
TIP: Learn more in the Customize Reports article.
Save and Schedule Custom Reports
After you have selected the desired data columns, then applied multiple Filters and selected a Sort option, you may want to recreate these custom results on a regular basis. To save time and effort, you can Save Custom Reports to access with a single click, and choose whether or not to make these Saved Reports available for other Users.
In addition, you can Schedule a Saved Report to be emailed to designated Contacts at regular intervals.
TIP: Learn more in the Save & Schedule Custom Reports article.
Print & Export Reports
The Reports Module also allows you to generate a printer-friendly PDF file or export your data to a CSV file.
TIP: Learn more in the Print, Export, and Share Reports article.
