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- Vehicle Inspection App
- Who it's for
- Private distribution fleets
Private distribution fleets
A private distribution fleet needs maintenance and dispatch to share the same vehicle history. The operating company may plan its own loads while working with external transport partners. Vehicle Inspection App brings the inspection finding, vehicle condition and approved load together so the team can review readiness before assigning equipment.
How Vehicle Inspection App is set up for you
Keep organization context visible
Admin sets up the operating company, fleet and driver records. Dispatcher identifies the partner where relevant to the load. Agree who owns updates when a vehicle or driver supports work across teams, and keep the intended organization clear in every operating handoff.
Follow the service concern
Maintenance Coordinator reviews the vehicle's due service alongside its defect queue. A plan marked Completed needs to be understood with the actual vehicle condition and latest inspection. The team can explain why a unit remains in Maintenance or returns for assignment review.
Separate operating amounts
Fuel purchases carry vehicle and fuel details, while freight charges carry the load and currency. Review these records with their context. Agree a connection to the accounting system before using the operational record as the basis for a financial handoff.
A private distribution fleet needs maintenance and dispatch to share the same vehicle history. The operating company may plan its own loads while working with external transport partners. Vehicle Inspection App brings the inspection finding, vehicle condition and approved load together so the team can review readiness before assigning equipment.
Pilot a depot serving a recurring customer destination. Start with identifiable units and the current open findings, then prepare a load that Operations Manager can review. Include a trailer in the fleet list and rehearse why it cannot satisfy an assignment that needs a powered vehicle. Keep its own inspections and condition available without confusing its role in the trip.
Ask Dispatcher to follow the approved load through delivery and Evidence Reviewer to reconcile a disputed confirmation. Review service due dates with Maintenance Coordinator before adding more operating companies. The pilot should make responsibility clear when a unit is unavailable and when a delivery result still needs evidence.
Use the [data model](/vehicle-inspection-app/data-model) for import order and the [implementation plan](/vehicle-inspection-app/implementation) for the release rehearsal.
Features to start with
Load approval and assignment
Separate the load decision from resource selection and check inspection findings before assignment.
Inspections and checklists
Record pre-trip and post-trip findings against the vehicle, with the inspector's name and driver context.
Fleet and maintenance
Review vehicle condition, service due dates and supporting fuel purchases before planning work.
Roles on the team
- Inspector
- Records pre-trip and post-trip observations and reports vehicle findings.
- Maintenance Coordinator
- Owns defect repair follow-up and the fleet service plan.
- Dispatcher
- Prepares loads and manages assignments, stop progress and delivery capture.
- Operations Manager
- Decides load approval and resolves transport exceptions using the supporting evidence.
- Evidence Reviewer
- Checks delivery evidence and reconciles recorded operational outcomes.
- Admin
- Configures organization records and access for the agreed operating scope.
Set up Vehicle Inspection App your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.