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FleetStream for Municipalities

Municipal Fleet Management That Survives an Audit

Police, public works, parks, transit — one fleet, five masters, every dollar public money. FleetStream keeps the records straight, the approvals attributed, and the capital plan defensible in front of anyone.

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The Records Request

It Arrives on a Thursday, Due in Ten Days

A council member wants every repair over $5,000 for the past two years, who approved each one, and why the parks department’s per-vehicle cost went up. If the answers live in three inboxes and a retired supervisor’s spreadsheet, those are a bad ten days.

In FleetStream, that request is a filter. Every change carries who, what, when, and from where. Every approval above a threshold is logged with its approver. Every dollar is attributed to the department that held the asset when it was spent.

The Standard

Three Questions You Should Be Able to Answer in One Sitting

1

"Who approved this repair?"

The approval log has the name, the threshold that triggered the sign-off, and the timestamp. Cost-approval thresholds route big repairs for a decision before the work happens — not a signature hunt after.

2

"What does each department actually cost?"

Cost distribution attributes every posted dollar to the department and cost center holding the asset at the time. Chargebacks and budget reviews start from real numbers, not an allocation someone negotiated in 2019.

3

"Why is this unit on the capital plan?"

Because its cost curve says so. Replacement scoring built from the unit’s own maintenance history feeds capital plans organized by budget year, with a defer-or-confirm decision recorded on every line.

Audit Trail

Every Change Recorded, Every Approval Attributed

The audit trail is written by the platform on every create, update, and delete — it is not an add-on someone has to remember to use. Role-based permissions scope each department to its own vehicles and, where you choose, keep cost data away from roles that don’t need it.

  • Who, what, when, and from where on every record change
  • Approval decisions logged with approver and threshold
  • Role-based permissions scoped per department, down to cost fields
Capital Planning

A Capital Request That Survives the Work Session

Replacement requests built on age and odometer get cut first, because anyone can argue with a rule of thumb. A cost curve built from the unit’s own repair history is harder to argue with — and it feeds a capital plan organized by year and quarter, with live budget variance, ready for the agenda packet.

  • Every asset scored on its own cost curve
  • Capital plans by budget year, defer/confirm on each line
  • Operating and capital budgets with live variance

Five departments, one fleet.

Every dollar is public money.

Every decision can be questioned in public.

The records should be ready before the question is.

Due Diligence

Asked in Every Municipal Evaluation

Can each department see only its own vehicles and costs?

Yes. Role-based permissions scope what each user sees and does, and a Role Creator lets you build custom roles — including roles that see operations but not cost data, or cost data for their department only.

We have CDL drivers with medical cards and drug testing. Does FleetStream track that?

Driver compliance is a core module: MVR pulls, license and CDL medical expirations, drug & alcohol program tracking, and training certifications, with anything already expired surfaced first — never filtered out of a count.

How does fleet spend reach our finance system?

A built-in ledger posts every cost as a journal entry and exports generic CSV, SAP IDoc, or Oracle GL_INTERFACE — no re-keying into the GL.

Is our data auditable if we get a records request?

The audit trail records every change with attribution and timestamps, and reports can be exported. Nothing lives in a spreadsheet only one person can find.

Try Us

Show Us Your Hardest Records Request

Bring the one that took two weeks and a records custodian. On a walkthrough personalized to your fleet, we’ll show you the same answer as a filter.

Who Else We Serve

Different Fleet, Same Discipline