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Vehicle Inspection App
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Vehicle Inspection App · Available now

Carry inspection findings into the next dispatch decision.

Vehicle Inspection App connects pre-trip and post-trip checks to defect follow-up and transport work. Inspector records the vehicle, driver, checklist observations and result.

Start now Download Proto
  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewOpen Defects
Vehicle Inspection App · Vehicle defects

Open Defects

Vehicle defects in one list

New vehicle defect
Vehicle defects in view
6
Minor
2
Major
2
Critical
2
Minor2
Service truck 12, mobile repairPre-trip inspection, tractor 107
15 Oct
Tractor 107, 2021 day cabBrake recheck, flatbed trailer 17
13 Oct
Add
Major2
Box truck 32, 26 ft liftgatePost-repair inspection, tractor 305
16 Oct
Trailer 64, 53 ft reeferPre-trip inspection, trailer 89
19 Oct
Add
Critical2
Tractor 305, 2023 sleeper cabAnnual inspection, box truck 32
11 Oct
Trailer 64, 53 ft reeferMonthly inspection, service truck 12
15 Oct
Add
Service truck 12, mobile repairVehicle defects · VD-51332
Minor
InspectionPre-trip inspection, tractor 107
StatusOpen
Reported at15 Oct
OwnerAnika Patel
Approve loadVD-51332 · Service truck 12, mobile repair

Operations Manager approves or rejects the reviewed load and records the rationale against its current revision.

Waiting for Operations Manager
ApproveReturn
Example screen with sample data
Tables, ready to use
20
Saved views
16
Roles with set permissions
6
Reports and dashboards
8
Features

Your inspection and dispatch workspace

Every feature works on the same records. Pick one to see the screen your team works in.

Inspections and checklists

Record pre-trip and post-trip findings against the vehicle, with the inspector's name and driver context.

  • Capture the actual observation
  • Distinguish the result
  • Link the follow-up
  • Inspections
  • Vehicles
  • Drivers
  • Vehicle defects
  • Record attachments
Explore inspections and checklists
OverviewInspection Results
Vehicle Inspection App · Inspections and checklists

Inspection Results

Inspections

New
Inspection numberVehicleDriverInspection typeInspected atResult
INS-84213Box truck 32, 26 ft liftgateNoura HaddadPre-trip12 OctPass
INS-72937Tractor 305, 2023 sleeper cabAndre SilvaPost-trip18 OctPass with defects
INS-89475Trailer 89, 53 ft dry vanAnika PatelPre-trip22 OctFail
INS-62330Tractor 305, 2023 sleeper cabLena FischerPost-trip09 OctPass
INS-98616Tractor 107, 2021 day cabDarius ReedPre-trip10 OctPass with defects
6 of 6 records
Box truck 32, 26 ft liftgateInspections · INS-84213
Pre-trip
DriverNoura Haddad
Inspected at12 Oct
ResultPass
Defect severityMinor
Example screen with sample data
Process

From vehicle check to verified outcome

Vehicle inspection to verified completion ships ready to use. One step needs a named approval before the work moves on: Approve load (Operations Manager).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Inspect vehicle

    Record the actual pre-trip or post-trip result with its vehicle and driver.

    Service truck 12, mobile repairVD-51332 · Inspector
    Inspect vehicleBy Inspector

  2. Resolve defects

    Give each finding an owner and follow its repair disposition.

    Service truck 12, mobile repairVD-51332 · Maintenance Coordinator
    Resolve defectsBy Maintenance Coordinator

  3. Approve load

    Review the intended trip and record the decision and rationale.

    Service truck 12, mobile repairVD-51332 · Operations Manager
    Approve loadBy Operations Manager
    ApprovalOperations Manager approves or rejects the reviewed load and records the rationale against its current revision.

  4. Assign driver and vehicle

    Check the latest pre-trip result, Critical findings and resource commitments.

    Service truck 12, mobile repairVD-51332 · Dispatcher
    Assign driver and vehicleBy Dispatcher

  5. Dispatch load

    Carry the approved assignment into departure and stop progress.

    Service truck 12, mobile repairVD-51332 · Dispatcher
    Dispatch loadBy Dispatcher

  6. Verify completion

    Match delivery evidence and operational receipts to the actual outcome.

    Service truck 12, mobile repairVD-51332 · Operations Manager
    Verify completionBy Operations Manager

Start with Inspection to repair

Inside a record

Keep findings with the trip

Open any vehicle defect to see the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Inspection, Status, Reported at and Owner.

  2. 2
    Linked records

    Records linked to this vehicle defect.

  3. 3
    Who works on it

    Inspector, Maintenance Coordinator and Dispatcher, each with their own permissions.

  4. 4
    Process stages

    Record defects and Assign driver and vehicle, with the role that acts.

  5. 5
    Approvals

    Approve load, with who decides.

Open DefectsService truck 12, mobile repair
Vehicle Inspection App · Vehicle defects

Service truck 12, mobile repair

Pre-trip inspection, tractor 107 · Minor

Log activity
1
Record details
InspectionPre-trip inspection, tractor 107
StatusOpen
Reported at15 Oct
OwnerAnika Patel
3

Who works on it

  • InspectorManage Inspections, vehicle defects, record attachments
  • Maintenance CoordinatorManage vehicle defects, maintenance plans, Vehicles, fuel…
  • DispatcherManage Loads, load assignments, load stops, tracking events…
4

Process stages

  • Record defectsMaintenance Coordinator, Inspector
  • Assign driver and vehicleDispatcher
5

Approvals

  • Approve loadOperations Manager
    Approved
Example screen with sample data
Approvals

Review the load before release

OverviewApprovals
Vehicle Inspection App · Overview

Approvals

Signed in as Operations Manager

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • LDS-43192Produce pallets, Fresno to Reno
    Fresno produce depotRequested by Isabel Moreno
    Review2dActions
  • LDS-29100Machine parts, Boise to Portland
    Boise parts warehouseRequested by Samuel Okoye
    Review2dActions
  • LDS-79078Lumber, Eugene to Sacramento
    Eugene lumber yardRequested by Mira Chen
    Review4dActions
  • LDS-97308Clinic supplies, Phoenix to Flagstaff
    Phoenix medical depotRequested by Samuel Okoye
    Review3dActions

Who approves what

DecisionApprover
Approve loadReview the intended trip and record the decision and rationale.Operations Manager
Approve LoadsOperations Manager
2 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Vehicle Inspection App to the work that is theirs. Pick a role to see what it starts with.

Inspector

Records pre-trip and post-trip observations and reports vehicle findings.

This is the first screen this role sees.

OverviewOpen Defects

Open Defects

Vehicle defects · Inspector

Minor2
Service truck 12, mobile repairPre-trip inspection, tractor 107
15 Oct
Tractor 107, 2021 day cabBrake recheck, flatbed trailer 17
13 Oct
Add
Major2
Box truck 32, 26 ft liftgatePost-repair inspection, tractor 305
16 Oct
Trailer 64, 53 ft reeferPre-trip inspection, trailer 89
19 Oct
Add
Critical2
Tractor 305, 2023 sleeper cabAnnual inspection, box truck 32
11 Oct
Trailer 64, 53 ft reeferMonthly inspection, service truck 12
15 Oct
Add
Example screen with sample data

Roles and permissions

Reports

Find the work needing attention

Review inspection results, unresolved defects and delivery evidence with their operating context.

Overview
Vehicle Inspection App · Overview

Vehicle Inspection App dashboard

This quarter

Loads in view
6
Draft
6

Vehicle defects by status

How far records got this quarter

StageReachedStep
Open30
In Repair1550%
Repaired1067%
Deferred550%

Number of vehicle defects by status

Sample counts per stage

1000
70Open
90In Repair
100Repaired
60Deferred
Example screen with sample data
  1. 01Inspection Outcomes

    Which vehicles have failed checks or passed with findings during the selected inspection period?

  2. 02Defect Follow-up

    Which unresolved findings need an owner or repair attention, and how severe are they?

  3. 03Maintenance Due Dates

    Which active service plans are due for review against the fleet schedule?

  4. 04Assignment Commitments

    Which drivers or vehicles appear in Assigned or Active work that needs conflict review?

  5. 05Load Decision History

    Who decided the reviewed load revision, and what rationale did they record?

  6. 06Delivery Verification

    Which confirmations are disputed or inconsistent with the actual delivery record?

  7. 07Receipt Exceptions

    Which recorded or corrected outcomes still need verification?

  8. 08Fuel and Freight Detail

    What purchases and charges belong to the selected vehicle or load, with their type and currency kept clear?

All reports and dashboards

Who it's for

For fleets managing daily vehicle checks

See how Vehicle Inspection App fits your kind of team.

Regional carriers

Connect yard inspections and repair follow-up to the loads a regional fleet is planning.

Local delivery fleets

Keep van inspections, delivery stops and vehicle exceptions visible across a local delivery shift.

Private distribution fleets

Coordinate vehicle condition and dispatch review for companies delivering their own goods.

Controls

Check readiness before assignment

Each stage of vehicle inspection to verified completion names the role that acts and the status it records, so a change is never anonymous.

OverviewVehicle inspection to verified completion
Vehicle Inspection App · Process

Vehicle inspection to verified completion

Each stage, the role that acts and the status it records

Process stages
10
Approval steps
1
Roles involved
5
Tables touched
15
Resolve defects
Maintenance Coordinator
StatusOpen → In Repair → Repaired
Plan load
Dispatcher
StatusDraft → Review
RecordsVehicles, Drivers, Loads
Approve loadApproval
Operations Manager
StatusReview → Approved
RecordsReview decisions, Loads
Vehicle inspection to verified completion
  1. Start
    Resolve defectsOpen → In Repair → Repaired
    Maintenance Coordinator
  2. Step
    Plan loadDraft → Review
    Vehicles
  3. Approval
    Approve loadReview → Approved
    Review decisions
  4. Step
    Assign driver and vehicleProposed → Assigned
    Load assignments
  5. Step
    Dispatch loadApproved → Executed
    Load assignments
Example screen with sample data

See each stage in detail

AI agent

Prepare the next review with Proto

Ask Proto to prepare inspection, repair and dispatch reviews using the team\u2019s agreed access.

It can

  • Inspector: Find the latest pre-trip check for the selected vehicle and summarize its result and recorded findings.
  • Maintenance Coordinator: List my unresolved defects with the vehicle, severity and originating inspection.
  • Dispatcher: Compare the intended driver's and vehicle's current assignments before I prepare the next load.
  • Operations Manager: Summarize the load awaiting review and show the current revision with its recorded decision history.

Stays with a person

  • Proto cannot perform the physical inspection or determine that a repair has actually been completed.
  • Inspector and Maintenance Coordinator supply those observations.
  • Operations Manager owns the approval decision; Evidence Reviewer checks the supporting outcome.
  • Generated summaries must retain the source context and use the permissions of the person requesting the work.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Vehicle Inspection App
  • Telematics provider
  • Workshop system
  • Fuel-card provider
  • Accounting system
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 20 tables
20tables
  • Inspections and checklists5
  • Defects and repairs5
  • Fleet and maintenance5
  • Load approval and assignment10
  • Dispatch and delivery6
  • Evidence and review7
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Agree the operating boundary

    Choose the organization, depot and load pattern for the first cycle. Name the inspection, maintenance and dispatch owners, with Operations Manager responsible for the load decision.

  2. Map the records

    Match vehicle unit numbers, driver identities and team members before importing inspections. Link every defect to its vehicle and originating observation. Agree how textual evidence references resolve to the operating record.

  3. Configure the working routine

    Set the checklist wording, severity definitions and repair handoff. Review load preparation, approval and the resource checks with the people who will use them. Agree how due service is reviewed before the next dispatch.

  4. Rehearse the exceptions

    Try a failed latest pre-trip check, an unrepaired Critical defect and a driver already assigned elsewhere. Include a wrong-stop signature and a departure record that needs reconciliation.

  5. Review and release

    Compare the imported fleet and open work with the source. Obtain the operating owners’ acceptance of the pilot, retain the source export and agree how to recover if a handoff fails during the first live cycle.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Vehicle Inspection App.

All questions
How do I get started?

Click Get started, then use Proto to configure Vehicle Inspection App for your business. Pilot a depot with known vehicles and drivers, current defects and a load the team can follow from inspection to delivery verification.

Which inspections can we record?

Record Pre-trip and Post-trip checks with the vehicle, driver, inspection time and odometer. Checklist observations, result and defect description give Maintenance Coordinator and Dispatcher the context for follow-up.

What does Pass with defects mean for assignment?

It retains the finding while allowing the assignment review to continue. Dispatcher must still check for unrepaired Critical defects and existing commitments for the selected resources. A passing result does not erase another unresolved finding.

How do we follow a defect through repair?

Link the defect to its vehicle and originating inspection, then assign an owner. Maintenance Coordinator follows it from Open through In Repair to Repaired. Deferred keeps an unresolved disposition visible for review.

Who approves a load?

Operations Manager decides the request and records the rationale against the source record and revision. Dispatcher prepares the load and checks the driver and vehicle after approval. A changed destination needs review with the responsible manager.

Can an available trailer take a powered-vehicle assignment?

No. Review the asset type along with availability. When the work requires a power unit, choose eligible powered equipment and check its latest pre-trip result and remaining defects.

How do we review upcoming service?

Maintenance Coordinator reviews the service plan's next due date, interval and current status against the vehicle's condition. Agree how service completion and the next due date are updated during setup.

What happens when delivery evidence is disputed?

Evidence Reviewer marks the confirmation Disputed and checks the load, stop and signature reference with Dispatcher. Keep the actual trip context available while obtaining the correct supporting evidence, then verify the resolved result.

How do tracking and fuel purchases enter the process?

Agree a connection to the telematics or fuel-card provider during setup, including vehicle matching and source ownership. Tracking entries retain their source and occurrence time; fuel purchases retain their vehicle and fuel details for reconciliation.

How is usage priced?

The base account and ordinary manual work in the official interface follow the free platform allowance. Machine work, retention beyond included allowances and model usage follow the published rate card. Implementation is priced separately; see pricing for the current policy.

Set up Vehicle Inspection App your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

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