Service Advisor is Fleetio’s AI maintenance tool designed to strengthen how fleets manage repair decisions. It excels at evaluating repair orders for exceptions that require human review, automatically prioritizing issues based on risk, and reinforcing routine approvals.

Service Advisor assists you by providing Smart Assessments for Repair Orders and Service Entries, Auto-Approvals for Repair Orders, and Smart Priorities for Issues.

Learn more about each of these features below.

Smart Assessments

Smart Assessments uses AI and historical repair data to evaluate your repair orders, identifying what looks acceptable, needs review, or may be problematic. This helps your team review and approve work more quickly while calling attention to items that need closer inspection.

Smart Assessments for Repair Orders  

Smart Assessments for Repair Orders assigns acceptability ratings to Repair Orders from the Maintenance Shop Network and warns users of cost overruns and duplicate services to help guide approval decisions.

Service Assessments for Service Entries 

Smart Assessments for Service Entries watches for new Service Entries and assigns a rating based on service cost acceptability and reasoning.

Enable Smart Assessments

To enable Smart Assessments for your account:

1. Go to your Account Menu and select Settings

2. In the settings sidebar, select Smart Assessments under Service
3. Select Automatic, Manual, or Off, then click Save Smart Assessment Settings
   • Automatic: Service Advisor will apply Smart Assessments automatically when services are created/updated
   • Manual: Smart Assessments will run only when you click Run Assessment
   • Off: Smart Assessments are not applied or shown anywhere in Fleetio

View Smart Assessments

Smart Assessments can be found in the Summary column in the Service History index, and as a card on the Service Entry details page.

To view details of the Smart Assessment, hover over the entry in the Summary column or click View Details in the Service Entry.

NOTE: If Smart Assessments are set to Manual, you need to click Run assessment in the Summary Column or the details page card to view the Smart Assessment.

 

Repair Orders that Require Review

If the Smart Assessment detects inconsistencies on a Repair Order, it will assign it a Requires Review status, highlight any Line Items that need review, and indicate why it made that determination.

You can then review the information provided and decide whether or not to approve the Repair Order.

Service Advisor Auto-Approvals

Service Advisor Auto‑Approvals is an auto-approval classification that works alongside Smart Assessments to automatically approve repair orders within a dollar range you specify. 

With Service Advisor Auto-Approvals, you can set a Service Advisor Approval Limit, allowing repair orders within the specified range to be auto-approved only if Smart Assessments has automatically evaluated the repair order as acceptable.

Enable Auto-Approvals

To enable Service Advisor Auto-Approvals in your account:

1. Go to your Account Menu and select Settings

2. In the settings sidebar, click Auto Approval Limits in the Marketplace section
   
   On the Auto Approval Limits page, you can set both a Dollar Auto Approval Limit and a Service Advisor Approval Limit.
   • Dollar Auto Approval Limit is Fleetio's standard auto-approval feature that approves a Repair Order if the total (excluding tax) is below the defined amount. Learn more about Dollar Auto Approval Limits in the Configure Approval Policies article.
   • Service Advisor Approval Limit allows you to set a secondary auto-approval range that uses Smart Assessment evaluations to automatically approve repair orders that fall within that range.
      
3. To turn on Service Advisor Approval Limits, click the Service Advisor Approval Limit toggle and enter the maximum dollar amount you would like to be auto-approved

How Service Advisor Auto-Approval Works

When Service Advisor Auto-Approval is active, repair orders with a total (excluding tax) that falls between the Dollar Approval Limit and the Service Advisor Approval Limit are evaluated using Smart Assessments. If the Smart Assessment determines that a repair order is acceptable, it is automatically approved. 

If the repair order requires review or is unacceptable, it is not auto-approved and must be reviewed manually.

The Repair Order Approval Summary chart at the top of the page will help you understand where your approval limits are set. The image below shows the following configuration: 

• Repair orders up to $1 will Always auto-approve. This is the Dollar Approval Limit setting.
• Repair orders between $1 and $4,000 will Auto-approve if Smart Assessment is acceptable. This is the Service Advisor Approval Limit setting.
• Repair orders above $4,000 require Manual review.

View Auto-Approvals

Service Entries that have been auto-approved by the Service Advisor will be labeled as RO Auto-Approved in the Auto Integrate RO Status column in the Service History index.

The auto-approval details will also be shown on the Service Entry details page.

Smart Priorities

Smart Priorities uses AI to automatically scan and prioritize new Issues created in your account. You can set Smart Priorities to auto-assign or suggest a priority.

Enable Smart Priorities

To enable Smart Priorities in your account:

1. Go to your Account Menu and select Settings

2. In the settings sidebar, click Issue Priorities in the Issues section.
3. In the Smart Priorities section, select Auto-assign, Suggest, or Off.
   • Auto-assign: When an issue is created or generated from a failed inspection item or telematics fault, Service Advisor will assign the recommended priority to the issue automatically
   • Suggest: Service Advisor will suggest a priority for you to manually assign
   • Off: Smart Priorities are not applied or shown anywhere in Fleetio

View Smart Priorities

Smart Priorities are indicated by a star next to the Issue priority.

This can be found in the Issues index Priority column and the Priority field on an Issue details page.

Auto-assigned Smart Priorities

If your Smart Priorities are set to Auto-assign, they'll be marked with a purple star. You can see them in the Priority column in the Issues index and the Priority field on an Issue details page.

Hover your cursor over the Priority in either location to view a summary.

If you want to change the assigned priority, simply click the Priority field in either location and select the new Priority from the list.

Suggested Smart Priorities

If your Smart Priorities are set to Suggest, they'll be marked with a white star and dashed border. You can see them in the Priority column in the Issues index and the Priority field on an Issue details page.

Hover your cursor over the Priority in either location to view a summary. You can click the Priority to approve the suggestion, or click the pencil icon to select a different Priority.