How repairs work in Fleet
When an incident is classified as requiring repair, it creates a repair record linked to the vehicle. The repair moves through stages: REQUESTED, SCHEDULED, IN_SHOP, COMPLETED (or CANCELLED). See Repairs, Maintenance & Vendors for the owner-side view of the same workflow.
Create a repair from an incident
- Open the incident from Incidents in the sidebar.
- In the incident detail view, click Create Repair.
- Select or add a vendor and enter an estimated cost if available.
- The repair appears under Repairs & Maintenance in the sidebar, linked to the vehicle and the original incident.
Upload quotes and invoices
Attach vendor quotes and final invoices directly to the repair record. Click Add Document on the repair detail page, select the file (PDF, JPG, PNG — max 10 MB), and choose the document type (Quote or Invoice).
Uploaded costs feed into the Reports & Costs dashboard automatically, so keeping repair records accurate ensures your cost reporting stays reliable.
Close a repair
Once the vehicle is back in service, mark the repair as Completed and confirm the final cost. This updates the vehicle's maintenance history and the cost dashboard.
Why tracking repairs matters
- Cost visibility: Repairs are often the largest variable cost in fleet operations. Without tracking, you're guessing how much damage costs your business. With tracking, you can compare vendors, identify vehicles that cost disproportionately more, and negotiate better rates.
- Vehicle downtime: A vehicle in the shop is a vehicle not earning money. Tracking repair duration (from REQUESTED to COMPLETED) shows you which vendors turn vehicles around fastest — data you can use when choosing where to send the next repair.
- Insurance evidence: A repair job linked to an incident, with vendor details, cost, and completion date, strengthens your insurance claim significantly. Insurers want to see that you took prompt, documented action.
Recommendations
- Always create the repair job from the incident page, not as a standalone. This preserves the link between damage and repair, which is critical for insurance claims and audit trails.
- Enter an estimated cost immediately, even if it's a rough guess. This allows your cost analytics to forecast fleet expenses before the final invoice arrives.
- Update repair status in real time. When the vehicle goes to the shop, mark it IN_SHOP. When it comes back, mark it COMPLETED with the final cost. Stale repair records undermine the entire tracking system.
- Compare vendor turnaround times quarterly. Pull up completed repairs, filter by vendor, and compare how long each one took. A vendor who takes 3 weeks for body work when another does it in 5 days is costing you more than just the repair bill.