The cost dashboard
Navigate to Reports from the sidebar to access the cost dashboard. This is your financial overview of fleet operations.
The cost dashboard requires the cost_analytics_enabled module (Enterprise plan). If you do not see cost data, enable it in Settings → Modules.
Total fleet cost
The headline figure at the top shows the total cost for the selected period. Use the date range picker to view costs for a specific week, month, quarter, or custom range. A comparison indicator shows the percentage change from the previous equivalent period (e.g., this month vs. last month).
Cost breakdown by category
Below the total, a chart breaks costs into categories:
- Repairs — costs from repair jobs linked to incidents or maintenance
- Maintenance — costs from scheduled and preventive maintenance
- Fuel — fuel expenses if tracked in the system
- Insurance — insurance-related costs including claim deductibles
- Other — any costs that do not fit the above categories
Each category is clickable, taking you to a filtered view showing the individual line items that make up that total.
Per-vehicle cost comparison
A bar chart compares costs across your vehicles for the selected period. This makes it easy to identify vehicles that are disproportionately expensive — a sign they may need major repair or replacement.
Sort the per-vehicle chart by total cost descending. If your most expensive vehicle costs more than the next three combined, it is time to evaluate whether continued repairs are economically justified versus replacing the vehicle.
Cost trends
A line chart shows cost trends over time, broken down by category. This is your best tool for spotting seasonal patterns (e.g., tyre costs rising in winter) and long-term trends (e.g., repair costs increasing as fleet age grows).
Driver risk scores
Fleet calculates a risk score for each driver based on three weighted factors:
| Factor | What it measures | Impact on score |
|---|---|---|
| Incident frequency | Number of incidents where this driver was involved, relative to their total shifts | Higher frequency increases risk |
| Inspection compliance | Percentage of shifts where the driver submitted all required photos on time | Lower compliance increases risk |
| Shift punctuality | How consistently the driver starts and ends shifts within the scheduled time window | Frequent late starts or early ends increase risk |
Risk scores are displayed on the Reports → Driver Performance page, ranked from lowest risk (best) to highest risk. Each driver's score card shows the individual factor contributions so you can see exactly what is driving their score.
Risk scores update daily based on the trailing 90-day window. A driver who had a bad month three months ago but has been clean since will see their score improve over time.
CSV export
Every report view in Fleet supports CSV export. Click the Export CSV button in the top-right corner of any report page to download the underlying data. The exported file includes all columns visible in the current view, properly formatted for Microsoft Excel, Google Sheets, or any spreadsheet application.
Use CSV exports for:
- Monthly cost reports for your accountant
- Insurance documentation (incident histories, cost summaries)
- Internal performance reviews (driver risk scores, inspection compliance)
The Analytics dashboard
When the analytics_enabled module is active, a dedicated Analytics section appears in the sidebar. This goes beyond the cost dashboard to offer comprehensive operational analytics.
What Analytics covers
- Incident analytics — incident counts by type, severity, and time period; resolution time distribution; recurrence patterns by vehicle or driver
- Vehicle analytics — utilisation rates, health status trends, mileage tracking, and document compliance across the fleet
- Driver analytics — performance comparisons, risk score distributions, shift pattern analysis, and training effectiveness tracking
- Response time analytics — how quickly incidents move through each status, where bottlenecks occur, and whether SLA targets are being met
Custom reports
The Analytics dashboard includes a report builder where you can create custom reports:
- Navigate to Analytics → Reports and click New report.
- Choose a template to start from (incident summary, vehicle health, driver scorecard, cost analysis) or start from scratch.
- Select your dimensions (what to group by — vehicle, driver, date, incident type) and metrics (what to measure — count, cost, average time, compliance percentage).
- Set the date range and any filters.
- Click Generate. The report renders in the browser and can be exported as CSV or printed.
Preset categories
Fleet provides preset report categories that cover the most common reporting needs:
- Weekly operations summary — shift counts, completion rates, incidents opened and closed
- Monthly cost report — total costs, category breakdown, vehicle comparison
- Quarterly driver review — risk scores, compliance rates, incident involvement
- Annual fleet health — vehicle age, mileage, maintenance spend, replacement candidates
Schedule a recurring calendar reminder to generate and review the weekly operations summary every Monday morning. This keeps you on top of trends before they become problems.
Why analytics drive better decisions
- Fleet management is a numbers game. Without analytics, you're making decisions based on gut feel and the loudest complaints. With analytics, you can see which vehicles cost the most, which drivers have the best records, and where your money actually goes.
- Cost tracking transforms incidents from one-time events into strategic data. Over a quarter, you'll see whether your repair costs are trending up or down, which vendors deliver the best value, and whether your insurance claims are being approved at a healthy rate.
- Risk scores let you have data-driven conversations with drivers. Instead of "you're being careless," you can say "your risk score is X because of these specific incidents — here's how to improve it."
Recommendations
- Export the monthly cost report on the first business day of each month and archive it. This creates a financial trail that's invaluable during annual budget planning and insurance renewals.
- Use the driver risk score during quarterly 1:1 meetings. Show drivers their score, explain the factors, and set improvement targets together. Drivers who understand the scoring system improve faster.
- Compare estimated vs. final costs on closed incidents. If your estimates are consistently off by more than 20%, you need better initial assessments — consider getting a quick phone quote from a vendor before entering the estimate.
- Run the fleet health report before meeting with your insurance broker. A fleet with strong maintenance compliance, prompt incident handling, and declining cost trends is a fleet that deserves a better premium.