Fleetio Review: Fleet Software for Smarter Maintenance

Fleetio is a top fleet management platform used by thousands of businesses across the US (and elsewhere). In this Fleetio review, we’ve found out why it’s a strong contender, particularly for teams focused on service, maintenance, and operational clarity.

Our hands-on testing shows Fleetio delivers a streamlined, modern web interface backed by an impressive range of features: from customizable inspection forms and automated service workflows to detailed cost tracking, part inventory management, and smart vendor tools. It’s flexible, fast, and packed with thoughtful integrations.

That said, Fleetio doesn’t offer native real-time GPS tracking like telematics-first companies such as Samsara or Verizon Connect, though it partners with many of them for easy integration if you need it. Read on for a full breakdown of Fleetio’s setup, features, pricing, and how it stacks up against other fleet software in 2025.

Fleetio Review: Setup, Interface and Navigation

Getting started with Fleetio is quick and intuitive. Initial setup takes just a few minutes, with helpful prompts for quick setup of certain in-app items, like adding your first vehicle right away and allowing you to begin tracking immediately.

During setup, you can also configure preventive maintenance schedules, laying a foundation for smarter fleet upkeep (and showing users what’s possible and how in the process, if they aren’t entirely sure).

Once the initial setup is complete, Fleetio guides you to a “Getting started” page. This page includes a clickable checklist that walks users through essential tasks, like inviting team members, learning how inspections work, adding shops, or connecting integrations.

There’s also a built-in tour to give you a broader orientation, as well as a dedicated “Need Help?” module (with support options, video, and forum links) on the page, which is handy for new users of this software.

The main control center of the platform is the customizable Dashboard. It features a modular layout where you can drag and drop widgets, hide or reveal components, and toggle functionality using the Manage Widgets dropdown in the upper-right corner.

Fleetio also makes it easy to switch between groups if you manage multiple teams, locations, or departments and want more specific overviews. Once you personalize your dashboard layout, it auto-saves for future sessions. You can even share dashboard configurations with team members or use theirs, streamlining collaboration across departments.

Navigation across Fleetio is impressively smooth. Compared with other fleet management tools we’ve tested, I’d say it matches the similarly lightspeed Quartix in terms of responsiveness and page load times. Pages transition quickly and the software feels lightweight and agile as a result.

From a design standpoint, Fleetio impresses as well. Its clean, modern aesthetic is coupled with a functional layout. A static left-hand sidebar houses dropdown menus that expand instantly, allowing quick access to nested features like Inspections, Tools, Issues, and Service logs.

This clear structure meant I wasn’t left guessing where to click, while the always-visible search bar at the top of each page also makes it easy to find specific vehicles, users, or tasks without needing to dig through menus.

Overall, Fleetio’s onboarding and UI design are excellent. It’s user-friendly from the jump, with enough flexibility and support baked in to scale with your team. I’d be happy to recommend it, in this regard.

Fleetio Review: Key Features

We tested Fleetio using the Professional plan, which includes a robust set of features aimed at growing fleets. However, Fleetio also offers an Essential plan with fewer tools and a Premium plan that unlocks advanced capabilities like tire tracking, automated workflows, full work orders, and more (read our Pricing plans section for more details).

Throughout this section, we’ll indicate which plans each feature is available on. Let’s go through them, starting with its Vehicles module, which sits at the top of its navigation bar structure.

Vehicle management

At the core of Fleetio is the Vehicles module, which is among the most comprehensive we’ve tested in the fleet management space.

Those fleet assets don’t just have to be cars, vans, and trucks, either, like most fleet management software. There’s also aircraft, rail cars, generators, marine vessels, and more.

This flexibility will be unnecessary for tradesperson teams or postal delivery operations, but could appeal to more diverse industries like construction, agriculture, and logistics, that may have specialised equipment.

Vehicle list and profiles

The first sub-category of this section, and perhaps the most topline summary area of the Vehicle tab, is its Vehicle list. It’s essentially an index to view and sort your vehicles, fitted with powerful filtering and grouping tools.

You can toggle between saved views (e.g. Assigned and Unassigned), use advanced filters, manage columns, and create CSV exports. Handily, you can save the view after making any changes, so you can come back to it regularly or later on.

Each vehicle entry allows for extensive metadata: engine specs, wheel dimensions, fuel capacity, lease or loan info, warranty tracking (Professional and Premium plans only), vendor associations, GPS integrations, and custom fields (limited to 50 on Professional, unlimited on Premium).

There’s also support for uploading documents and photos, tracking vehicle-specific conversations via comments, and configuring personalized naming conventions for vehicles. These tools streamline collaboration and recordkeeping, features that are either more limited or clunky in competitors like RAM Tracking or Azuga.

Vehicle details

Clicking into any vehicle opens a detailed overview page. This includes editable fields, graphs, historical trends, and quick-access tabs for adding service records, issues, inspections, assignments, and more. You can fully personalize the tab layout and overview cards, hiding irrelevant data or reordering components.

This level of UI personalization isn’t commonly found in platforms like Teletrac Navman or Quartix, which tend to use fixed templates. Fleetio’s flexibility here is a major productivity boost for teams with different workflow needs.

Vehicle assignments

The Vehicle Assignments sub-tab provides a calendar view for assigning operators to vehicles. You can automate assignments based on inspection form completion and notify drivers immediately, turning them into “Watchers” who receive real-time alerts.

The utilization analytics in this section (tracking assignment duration and frequency) add a layer of operational insight for fleets with changeable roles or vehicle usage. On the other fleet software I’ve tested, there has tended to be a vehicle and driver profile combined into one, such as with Verizon Connect or Quartix, assuming this relationship is fixed.

Still, Verizon Connect does have expert scheduling tools that offer the assignment end of what Fleetio has here, and most other platforms (besides RAM Tracking) don’t offer that.

Meter history

Fleetio allows you to track both primary and secondary meters (e.g. miles, hours) to power service reminders and cost tracking. Meter data can be updated manually or via telematics integrations. You can also validate and bulk-edit meter entries and use this data to optimize replacement schedules.

The platform automatically flags inconsistent or voided entries and allows for correction, useful for preventing gaps in your maintenance schedule. While the likes of Teletrac Navman and Samsara also offer telematics-fed odometer tracking, Fleetio stands out for its bulk actions and clear meter history audit trail.

Expense history

Fleetio also lets you log and manage administrative expenses like depreciation, registrations, loan payments, and insurance. You can filter entries, attach documents, and see costs in real time via reports or the dashboard.

This centralization of financial data rivals platforms like Samsara and Reveal, and far exceeds the accounting capabilities of simpler tools like Quartix or Azuga, which lack built-in expense tracking.

Vehicle replacement analysis

Fleetio’s Optimal Replacement Analysis (ORA) tool is a standout feature we haven’t seen on most other fleet platforms – especially those that prioritize real-time tracking over lifecycle economics.

Using inputs like mileage estimates, service costs, depreciation method, salvage value, and fuel prices, the tool plots a visual chart showing your cost per unit of utilization. You’ll be shown the optimal point in time to replace a vehicle to minimize overall costs.

This type of financial forecasting is virtually unheard of in RAM Tracking, Azuga, or Quartix. While Samsara offers cost tracking and some custom reporting, it lacks a purpose-built replacement recommendation tool like this.

If you manage capital-intensive fleets, this feature alone could justify Fleetio’s higher-tier pricing.

Inspections

Fleetio’s inspection tools are designed to digitize and streamline the Driver Vehicle Inspection Report (DVIR) process – a legal requirement in the US. The module includes four main sub-sections: Inspection History, Item Failures, Inspection Forms, and Schedules.

Inspection History

The main hub, Inspection History, shows all your inspection records. In Fleetio, they are automatically timestamped, digitally signed, and linked to associated work orders or service entries. This creates a clean audit trail that’s especially useful during Department of Transportation compliance checks.

Drivers can conduct inspections via the Fleetio Go mobile app, a web browser, or using third-party DVIR apps like Samsara or Motive, making it a flexible solution for mixed-tech fleets.

Item failures

Fleetio’s Inspection Item Failures view provides an immediate snapshot of flagged issues from completed inspections. Items like malfunctioning wipers or windshield cracks are clearly displayed, with filters available to sort by vehicle, inspection form, or issue status (e.g. Open, Resolved, Acknowledged).

What’s especially useful is the ability to click directly into each issue, view related inspection reports, and escalate them into a Work Order or Service Entry within the same interface. This creates an effortless link between problem identification and resolution.

That is more thought out and therefore a jot faster and cleaner than what’s typically available in Quartix, for instance, where issues require a little more manual handling.

Inspection forms

Fleetio’s inspection forms are highly customizable. You can build forms from scratch or start with templates (including FMCSA-approved formats), then choose input types like Pass/Fail, Text, Photo Upload, or Meter Entry. You can also require secondary meter readings or disable stored photos to make sure you get real-time image uploads.

Maintenance schedule automations

On the Professional and Premium plans, you can automate inspection schedules across your fleet. Fleetio lets you assign forms to specific vehicles and trigger inspections based on frequency, date, or vehicle usage (e.g. mileage or engine hours). These features reduce admin time and help stay compliant (something that could otherwise be missed due to human error).

The likes of Verizon Connect Reveal and Samsara also support automated DVIRs, so this isn’t unique, but it’s nice to see it present and correct.

Issues, faults and recalls

As well as a dedicated module for inspections, there’s also one for any issues, fault alerts, and vehicle recall announcements.

Issues

Fleetio’s Issues tab serves as a catch-all for tracking defects, whether they arise from inspections, manual reports, telematics data, or recalls. Issues can be created manually via the web dashboard or the Fleetio Go app, or generated automatically from:

• Failed inspection items
• Fault codes via telematics integration
• National Highway Traffic Safety Administration (NHTSA) recall matches

Each issue can be assigned to a contact, resolved through a linked work order or service entry, and tagged or categorized for easier reporting. The interface is filterable, allowing you to sort by vehicle, priority, status, or custom labels.

In our tests, clicking an issue took us directly to the full history and allowed for bulk updates or direct reassignment. Users can also set custom automation rules (Professional+ only) to streamline common actions like status updates or alerts.

Faults

Fleetio’s Faults section is designed to help manage DTC (Diagnostic Trouble Codes) from integrated telematics devices. These are automatically imported when Fleetio is connected to providers like Samsara, Geotab, or Verizon Connect, and are categorized and displayed in plain English where possible.

Only available on its Professional and Premium plans, fleet managers can configure Fault Rules to auto-prioritize codes (e.g. emissions warnings versus engine overheating), and optionally ignore recurring false positives. From each fault, you can launch a related Issue, create a Work Order, or resolve it manually.

Basic DTC code display is common in platforms like Verizon’s Reveal, Geotab, or Teletrac Navman, but the ability to link faults directly to maintenance workflows is a major plus for Fleetio.

Recalls

Fleetio also integrates directly with the NHTSA recall database, matching your fleet’s vehicle data (make, model, year) to recall alerts. These show up automatically in the Recalls tab and are tagged as “Needs Action,” “Resolved,” or “Acknowledged” and fitted with campaign numbers, vehicle details, and full manufacturer summaries.

More importantly, Fleetio lets you create a related Issue directly from a recall alert, streamlining the process of resolving safety defects with local dealerships or service centers.

This is an especially useful feature that’s missing entirely from tools like Quartix, RAM Tracking, or Azuga. While Verizon Connect Reveal and Samsara offer NHTSA recall data, they don’t integrate it quite as fluidly into issue resolution workflows.

Maintenance service tracking

Fleetio’s Service Entries module provides a centralized way to track all in-house and outsourced maintenance. Whether logging oil changes, engine rebuilds, or vendor-performed repairs, each entry can include detailed line items for labor and parts, vendor info, photos, receipts, and notes.

Entries can be linked to existing Issues and preventative maintenance (PM) schedules, with automatic resolution and reset for both (on Professional and Premium plans only). This integration keeps your records accurate without extra admin.

Adding service tasks is quick and flexible, allowing custom notes, issue linking, and warranty context. Documentation is a strong point here too: you can attach scanned receipts or before/after photos for future reference.

Fleetio’s reporting tools let you analyze maintenance trends by vendor, vehicle, or task type. These insights help pinpoint high-cost assets or underperforming service providers. Premium users can unlock deeper insights with customized dashboards and advanced analytics.

While Samsara and Verizon Connect offer similarly detailed maintenance tracking, Fleetio’s documentation and integration between modules give it a practical edge over the less detail-oriented competitors, such as RAM Tracking.

Fuel and energy tracking

Fleetio’s Fuel History tab is designed to give fleet managers visibility into one of their biggest operating expenses: fuel. You can manually log entries for cost, vendor, quantity (and more), import CSVs, or connect fuel cards for automatic tracking and automated alerts (such as if entries exceed tank capacity), making it easy to centralize data, regardless of how or where fill-ups happen.

Metrics like cost per mile, cost per gallon, and fuel efficiency are tracked at the asset level. Reports help you identify high-consumption vehicles or patterns in poor efficiency, enabling smarter routing or vehicle allocation. This data also supports IFTA (International Fuel Tax Agreement) reporting for tax compliance.

Fleetio also includes a Charging History tab with a nearly identical interface, built for electric vehicles. It replaces gallons with kWh and provides the same cost-per-unit and efficiency insights, making it suitable for mixed-fuel fleets transitioning to EVs.

Fuel tracking isn’t always a key component of fleet tracking and management software, and is usually only thought about through fuel card integrations, so it’s nice to have integration capabilities that link natively with the Fleetio platform.

Places and geofencing

Fleetio’s Places module lets you define and monitor key locations across your fleet’s daily operations. These places might include headquarters, maintenance shops, fueling stations, delivery zones, or any frequently visited site.

You can save specific addresses or drop pins on the map, then apply geofences (in other words, custom virtual boundaries that allow Fleetio to detect when an asset or contact enters or exits the area). Alerts can be configured to trigger on these movements, helping you verify time-on-site, track unauthorized usage, or improve scheduling.

Fleetio tracks location activity based on data from inspections, service logs, fuel entries, manual location check-ins, or integrated telematics devices. This provides a timeline view of where assets have been and what tasks were performed at each location, without relying solely on GPS breadcrumbs.

Still, this isn’t the real-time GPS tracking that most of the other providers we review offer. If you don’t need constant monitoring, however, then Fleetio is a grand choice. As we’ll detail later on, Fleetio partners with the likes of Verizon Connect, Samsara, and Geotab to integrate live tracking with it too, should that be essential.

Shop network, vendors and contacts

Maintenance Shop Network

Fleetio’s Maintenance Shop Network connects fleets with national, independent, and mobile service providers across the US. This integration allows for streamlined repair approvals and real-time visibility into outsourced maintenance activities.

Fleet managers can view verified and unverified maintenance shops near a vehicle’s location, access shop information, including services offered and pricing, and direct drivers to preferred service providers. This network is particularly beneficial for fleets that rely heavily on third-party maintenance services, offering a level of integration and oversight that surpasses many competitors.

Vendors

Similarly, the Vendors module in Fleetio allows users to associate vendors with various records, such as service entries and fuel entries. This association facilitates the tracking of expenditures by vendor, providing insights into spending patterns and helping in cost management.

By maintaining detailed vendor records, including contact information and service history, fleet managers can make informed decisions about vendor selection and negotiate better terms over time.

Contacts

For internal contact details, Fleetio’s Contacts module serves as a centralized directory for all individuals involved in fleet operations, including fleet managers, technicians, and operators. Contacts can be assigned to assets, so there’s a clear line of contact, as well as transparent accountability and responsibility for that vehicle at any given time.

The module allows for the storage of comprehensive information such as license numbers, insurance documentation, and certifications. Additionally, it supports the tracking of service time and the setting of renewal reminders for critical documents, aiding in compliance and operational efficiency.

Parts and inventory management

Fleetio’s Parts module offers a comprehensive system for tracking and managing spare parts across multiple inventory locations. Key features include:

• Inventory tracking: Monitor stock levels with barcode scanning and receive low-stock alerts to prevent maintenance delays.
• Automated reordering: Set reorder points to automate purchase orders, ensuring timely restocking and minimizing downtime.
• Warranty management: Track part warranties to identify cost-saving opportunities and streamline claims.
• Integration with work orders: Link parts directly to work orders, allowing for automatic inventory adjustments and accurate cost tracking.

Other platforms rarely have dedicated sections for parts management as part of their maintenance features. As such, Fleetio provides a more integrated and detailed approach to parts management, which should help with general operational efficiency and cost control. It’s an area that seems like a blind spot for many other platforms.

Document management

In a similar way to Parts, Fleetio’s Documents module centralizes all fleet-related documentation, as the name might suggest. It offers:

• Flexible attachment options: Upload documents individually or associate them with specific vehicles, vehicle types, or groups. New vehicles added to these sets automatically inherit the associated documents.
• Mobile accessibility: Access and manage documents directly from mobile devices, facilitating on-the-go operations and decision-making.
• Organized document storage: Utilize labels and filters to quickly locate important documents, all for better workflow efficiency.
• Permission controls: Customize document access based on user roles, ensuring sensitive information is protected.

While many fleet management systems offer basic document storage, Fleetio’s robust features and mobile integration provide a more dynamic and user-friendly experience.

Integrations

Fleetio offers a wide ecosystem of integrations that extends its core functionality and enhances your fleet’s tech stack. You can connect the platform to telematics providers like Samsara, Geotab, Verizon Connect, and Motive, unlocking live vehicle data, DTC codes, automated meter updates, and fault-based issue creation.

It also supports fuel card providers, such as WEX, Comdata, and Fuelman, to automate fuel logging and catch discrepancies. For document and workflow automation, integrations with tools like Zapier and Geotab’s MyGeotab portal (including the Shop Network Add-In) help streamline cross-platform workflows.

Compared with tools like Verizon Connect or Samsara, which I’d argue are slightly more closed ecosystems (albeit partly because they are so comprehensive as tools), Fleetio’s integration catalog is notably broad and designed for flexibility, particularly valuable for mixed-fleet environments with multiple hardware providers.

You could say it needs to be, given its lack in certain areas, but that doesn’t take away from the range of integrations I found possible.

Reports and analytics

Fleetio’s Reports module gives you actionable visibility across many areas of fleet management, such as maintenance spend, fuel usage and issue history.

You can use 39 pre-built reports to analyze performance, spot inefficiencies, or prepare for audits. Reports can be favorited, saved with custom filters, and shared across your organization via secure links, which should help team members stay aligned on company goals.

For deeper insight, Fleetio’s Advanced Analytics tier (available to Professional and Premium users by request) unlocks a customizable dashboard where you can also:

• Merge datasets across modules
• Build custom reports for your operational needs
• Track high-level metrics like cost per mile, downtime, and asset performance

In terms of volume of reports alone, Fleetio rivals platforms like Teletrac Navman or Verizon Connect Reveal, which also have plenty of pre-built reports and customisation options. This makes it a strong option for data-driven decision makers looking to optimize fleet strategy.

Fleetio Review: Customer Support

Handily, you don’t have to search far to find Fleetio’s customer support and help tools. At the bottom left of all pages, there’s a Help & Support module, which opens a box-out with links to its Help Center, Live Support, and Email support lines.

Its live chat support is available from 8am to 8pm EDT (Eastern Daily Time), which is an excellent hourly range that should be suitable for most businesses. However, this channel of support isn’t available at all on weekends, only running between Monday and Friday. You’ll get 24/7 support from some competitors, such as Verizon Connect and Samsara.

Fleetio Review: Pricing Plans

Fleetio offers three clear pricing tiers for US customers: Essential, Professional, and Premium. Each plan is priced on a per-vehicle basis, with volume discounts and government pricing available for eligible buyers.

While Fleetio’s pricing is transparent, the final cost may still vary depending on your fleet size, contract length, and billing frequency. The prices below (as listed on its website) reflect annual subscriptions for a fleet of five vehicles, with Fleetio’s standard 5-asset plan band:

Note: Monthly billing is only available on the Essential plan. Professional and Premium tiers require annual contracts.

Is there a free trial with Fleetio?

Yes, and, surprisingly, you don’t need to input any card details to do so. Simply create an account, and you have 14 days to play around. Many other fleet software providers don’t offer free trials at all, so this is very welcome.

Are there any add-ons?

Fleetio has an add-on for Tools, which is designed for managing non-rolling assets like power tools, generators, mowers, and other job-critical equipment that may not require the same level of maintenance tracking as vehicles but are just as vital to daily operations.

Key features of the Tools add-on:

• Assign to contacts: Ensure accountability by assigning tools to specific team members.
• Link to vehicles: Associate tools with vehicles to keep track of which equipment is with which vehicle.
• Manage issues: Identify and resolve tool-related issues promptly to minimize downtime.
• Scan on Fleetio Go: Use the Fleetio Go mobile app to check tools in and out, and to take action on tool-related tasks from anywhere.

The Tools add-on is priced based on the number of assets you include and your subscription tier. On average, pricing starts at $0.50 per tool, per month, with volume discounts available for specific tiers. It’s worth stating that you can’t get Tools as a standalone product.

Fleetio versus Other Fleet Management Systems

After this detailed breakdown of Fleetio’s offerings, you might wonder how it compares with other leading fleet management platforms on the market.

Here’s a quick topline comparison table to start with, followed by deeper insights on where Fleetio stands out and where it might fall short.

Fleetio versus Samsara

Both platforms are strong contenders for full-fleet oversight, offering robust inspection tools, service tracking, and integration support. Where Samsara leans into live GPS and real-time hardware-driven insights, Fleetio shines with lifecycle tools like Optimal Replacement Analysis, customizable service records, and a superior document and issue tracking system.

Samsara’s telematics depth and native dashcam support make it the go-to for fleets focused on real-time safety and routing, but should you only need support for behind-the-scenes fleet management – especially related to fleet vehicle health – then Fleetio is the far better value pick (Samsara’s costs are variable but are often above $25 per user, per month).

Another notable difference is around driver performance and safety. Samsara, like many of the other fleet platforms listed above, offers driver safety scoring based on telematics data like acceleration, harsh turns, and more. That isn’t something Fleetio offers natively, as telematics isn’t its area of expertise.

Verdict: Choose Fleetio for service-first fleets aiming to keep costs low; go with Samsara for real-time driver and vehicle data or hardware-heavy operations.

Fleetio versus Verizon Connect Reveal

Verizon Connect Reveal is geared toward compliance-heavy and large-scale operations. Its live tracking, driver behavior scoring, and legal/regulatory features are extensive, but arguably come with a steeper learning curve, and definitely a higher cost.

Fleetio, by contrast, offers a similarly intuitive, modern UI but with a shallower ramp-up for new teams (far more focus on fleet management and lifecycle management than live monitoring and support of assets/drivers).

I’d say Fleetio beats Verizon on workflow visibility in terms of service entries, customizable inspection forms, and defect tracking. It’s really simple in this regard.

However, Verizon’s native video and ELD integrations are more advanced, and it integrates these types of features with maintenance tools to make for a compelling “does it all” solution. Large, regulated fleets with complicated needs will appreciate this, especially.

Verdict: Fleetio is ideal for teams seeking speed, clarity, and customizable maintenance tools; Verizon wins on telematics, compliance features, and overall scalability.

How We Reviewed Fleetio