What to keep on every vehicle.
WHAT TO RECORD PER VEHICLE
Registration and identifying details Purchase date, price and source Ownership documents Insurance and its expiry All statutory documents and expiries Service history with odometer readings Repairs and costs Fuel purchases and consumption Incidents and claims Assigned driver Disposal, when sold
WHY ODOMETER READINGS MATTER
Everything is calculated per kilometre.
WHAT TO RECORD PER TRIP
Date Driver Origin and destination Distance Load Fuel used Revenue Problems
WHY PER TRIP
It is the only way to know which work is profitable.
WHAT TO CALCULATE PERIODICALLY
Cost per kilometre, per vehicle Revenue per kilometre
Utilisation: days worked against days available
Downtime and its causes
WHAT UTILISATION REVEALS
Whether you have too many vehicles or too little work.
WHAT DOWNTIME CAUSES REVEAL
Whether it is maintenance, documents, drivers or lack of work.
WHAT TO DO WITH VEHICLES THAT COST MORE THAN THEY EARN
Establish why, then repair or dispose of them.
WHY DISPOSAL IS LEGITIMATE
An old vehicle consuming repairs and standing idle is a loss.
WHAT TO KEEP
Every document, for the retention period.
WHAT TO MAINTAIN
A single register covering the whole fleet.
WHY
Fleets fail through documents lapsing that nobody was tracking.
