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Managing Vehicles for End Customers

Accurate vehicle records ensure every job, inspection, and invoice connects to the right unit. Adding mileage and engine hours improves visibility for maintenance scheduling, warranty tracking, and long-term fleet reporting.

 

Who this is for

Admins and dispatchers who manage customer fleets and need to attach vehicles to end-customer profiles.

What you’ll learn

  • Add a new vehicle to a customer’s profile
  • Required and optional vehicle fields
  • Edit existing vehicle details
  • Search for vehicles across customers

Before you start

Make sure the customer company already exists in MetaFleet.

You’ll need permission to view and edit company details.

Quick Summary (TL;DR)

  1. Go to Company → Companies.

  2. Select or create the customer company.

  3. Click the Vehicles tab.

  4. Click Add Vehicle.

  5. Enter Vehicle/Unit Number (required).

  6. Add VIN or Serial Number (optional).

  7. Fill in details: Make, Model, Year, License Plate, Mileage, Engine Hours.

  8. Click Create to save.

Step-by-Step

1. Go to Company → Companies.
From the main navigation, open your list of existing customers.

2. Select or create a company.
You can add vehicles to any company record already in the system.

3. Click the Vehicles tab.
This tab displays all vehicles currently linked to that company.

4. Click Add Vehicle.
A new vehicle entry form will appear.

5. Fill in required fields:

  • Vehicle/Unit Number

  • Vehicle Name or Description

6. Fill in additional (optional) fields:

  • VIN or Serial Number – used for tracking and reporting

  • Make – manufacturer of the vehicle or equipment

  • Model – specific model name or type

  • Year – manufacturing year

  • License Plate – plate number if applicable

  • Mileage – odometer reading at last service or entry

  • Engine Hours – total runtime, especially useful for heavy-duty or stationary equipment

7. Click Create.
The new vehicle will now appear in the list under that company.

8. To edit an existing vehicle, click its record, update the details, and select Save.

9. To search vehicles across all customers, go to Company → Vehicles.
Search by Unit Number, VIN/Serial, or License Plate, then press Enter.

10. Confirm your results.
The system will return exact matches to your search terms.

Troubleshooting

Symptom Likely Cause Fix Prevent
Can’t save vehicle Required fields missing Make sure Vehicle/Unit Number is filled in Check required fields before saving
Duplicate vehicle Same Unit Number or VIN added twice Search before creating new entry Always search by VIN or Serial first
Wrong customer assigned Added under incorrect company Move or delete record, re-add under correct customer Double-check company name before adding

FAQs

Do I have to add VIN or Serial Number?
No, but it’s strongly recommended to ensure unique identification and future integration compatibility.

When should I use Engine Hours?
Use it for heavy equipment, generators, or vehicles where runtime matters more than mileage.

Can I edit mileage later?
Yes, mileage and engine hours can be updated anytime to reflect current readings.

Can I bulk upload vehicles?
Bulk upload is coming soon. For now, add each manually.