--- title: "Fleet reporting and cost management guide" slug: "fleet-reporting-and-cost-management-guide" updated: 2026-07-11T15:44:03Z published: 2026-07-11T15:44:03Z canonical: "help.servicetitan.com/fleet-reporting-and-cost-management-guide" --- > ## Documentation Index > Fetch the complete documentation index at: https://help.servicetitan.com/llms.txt > Use this file to discover all available pages before exploring further. # Fleet reporting and cost management guide ## Overview Your fleet is one of the largest cost centers in your business — second only to labor for most home and commercial service companies. Every gallon of fuel burned at idle, every hard-braking event that wears your brakes, every missed maintenance interval that turns into a roadside breakdown, and every mile driven off-route eats directly into your margin. ServiceTitan Fleet turns the raw telematics data flowing in from your vehicles into reports and alerts that make those costs visible — and actionable. This guide walks managers and owners through the four core Fleet reports, the alerts that surface cost-driving behavior in real time, and how the data Fleet generates connects to the rest of ServiceTitan to support smarter dispatching, more accurate customer communication, and tighter cost control across your operation. --- ### #### Who uses this feature - Manager / Owner - Also relevant for Fleet Managers, Dispatch Managers, and Admins responsible for fleet performance and operating cost #### Feature configuration - Applies to all business types and all trades. - Account configuration is required to use Fleet. Contact your PPS for details. ## Before you begin You must complete Fleet setup before the reports and alerts in this guide will produce meaningful data. Specifically: - **Drivers, vehicles, and telematics hardware are set up and matched.** See *Fleet Pro Setup and Configuration Guide in ServiceTitan Max* for the end-to-end setup walkthrough. Reports and alerts depend on the driver-to-vehicle-to-hardware pairing completed in that guide. - **Maintenance reminders have been created** for each vehicle. The cost-avoidance value of Fleet hinges on proactive maintenance — reminders are how you capture it. - **At least one Driving Infraction alert is active.** Driver Scores and the Driver Score report only become useful once alerts are generating data on speeding, braking, idling, and acceleration events. - **Editable Vehicle Data fields are filled in.** Reports pull from the data you entered when matching hardware to vehicles. Incomplete vehicle profiles produce incomplete reports. > [!TIP] > **Tip:** If you skipped any of the optional fields during Fleet setup, go back and fill them in before relying on reports for decisions. The reports are only as good as the data behind them. ## Why fleet reporting matters for your business Before walking through the mechanics, it's worth framing what each part of Fleet is actually paying you back for: - **Driver Scores** turn safe driving from a vague preference into a measurable, coachable metric — directly affecting insurance claims, accident frequency, and vehicle wear. - **The Trips report** quantifies every vehicle's operating cost trip by trip, including the dollar cost of every mile driven (VOC). This is the most direct line from telematics data to your P&L. - **The Diagnostics report** surfaces vehicle issues from OBD-II codes before a check-engine light becomes a roadside breakdown — preserving billable hours that would otherwise be lost. - **The State Mileage report** gives you the mileage-by-state data that fuels IFTA reporting for fleets operating across state lines. - **Maintenance Reminders** protect vehicle resale value and extend the useful life of every truck in the fleet. - **Alerts** are the real-time layer — they tell you the moment a driver is speeding, idling excessively, or pushing a vehicle past its limits, so you can act before behavior compounds into cost. The rest of this guide walks through how to actually use each of these. ## Step 1: Run the Fleet reports All four core reports live on the same screen and are generated the same way. Use this section as the starting point for each one. ### Generate a Fleet report 1. In the navigation bar, click **Fleet Pro**. 2. In the side panel, click **All Reports**. 3. Click **Run Report** for the report you want to generate. ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/fleet-reporting-and-cost-management-guide-image-5cej0ilq.png) 1. Select a date range from the **Start & End Date** dropdown. 2. Select the driver, vehicle, or asset from the appropriate dropdown. > [!NOTE] > **Note:** The available filter changes depending on the report. 3. If you want the report in a .CSV format, click **Download**. The .CSV automatically downloads to your computer. 4. When finished, click **Generate**. The report opens. **Things to know:** - The *Event Report* is a separate report with its own screen. See [*Event Report in Fleet Pro*](https://help.servicetitan.com/docs/event-report-in-fleet-pro) for more. - Once the report is open, you can edit the filters and regenerate without leaving the screen. - Date filters for *All Reports* can't go back further than 93 days. - The time zone for *All Reports* date filters is denoted by GMT (e.g., GMT-7 = PST during daylight saving; GMT-4 = EST). Make sure your device and ServiceTitan account are configured to the correct time zone. - Click **Edit Columns** in any report to add or remove columns. ## Step 2: Use the Driver Score report to coach safer driving ### Why it matters Driver Scores are the single most important rolling metric for managing the safety and operating cost of your fleet. The scores are points assigned to each technician based on hard braking, speeding, sudden acceleration, idling, and other behaviors that compound into insurance claims, accident frequency, fuel waste, and vehicle wear. A driver consistently scoring in the *Risky* range will cost you far more over the life of a vehicle than one in the *Safe* range — in insurance premiums, repair work, fuel burn, and downtime. ### Score interpretation - **75 and higher** — *Safe*. Coaching targets achieved. - **65–74** — *Watchlist*. Driver is trending toward risky behavior; flag for a check-in conversation. - **65 and below** — *Risky*. Driver requires immediate coaching intervention. For a full breakdown of how scores are calculated, see *Understand Driver Scores in Fleet Pro Setup and Configuration Guide in ServiceTitan Max*. ### What the report shows The Driver Score report compares all of your drivers side-by-side across the date range you select. Available columns include: - **Driver** — The technician driving the vehicle. - **Safety Score** — The driver's overall calculated safety rating. - **Vehicle** — The vehicle or vehicles assigned to the driver. - **Group** — The group assigned to the vehicle. - **Distance Traveled** — Miles the vehicle has traveled in the date range. - **Braking Score** and **Hard Braking Events** / **Hard Core Braking Events** - **Speeding Score** and **Speeding Events** - **Acceleration Score** and **Acceleration Events** - **Idling Score** and **Idling Events** - **Distracted Driver Score** and **Distracted Driving Events** - **Cornering Score** and **Cornering Events** - **Seatbelt Score** and **Seatbelt Usage** ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/fleet-reporting-and-cost-management-guide-image-u5kb2f0q.png) ### How to use it Run the Driver Score report weekly or monthly as part of your manager-technician check-in cadence. Use the side-by-side view to: - Identify your top and bottom performers. Recognize *Safe* drivers publicly; coach *Risky* drivers privately. - Drill into the specific behavior column that's pulling a score down. A driver with a strong overall score but high idling events has a different coaching conversation than one with high braking events. - Track score trends over time by running the report monthly and comparing. Improvement is the metric that matters — not just absolute score. > [!TIP] > **Tip:** Driver Scores work best when paired with active alerts. Alerts give you real-time visibility into incidents; the Driver Score report gives you the rollup view for coaching conversations and performance management. ## Step 3: Use the Trips report to track vehicle operating cost ### Why it matters The Trips report is the most direct link between your telematics data and your Profit and Loss. Every trip a vehicle takes carries a calculated **Vehicle Operating Cost (VOC)** — the dollar cost of that trip based on distance and your configured Cost Per Mile (CPM). Run aggregated across a month or quarter, this is your fleet's true cost-to-operate, broken down to the trip level. ### What the report shows The Trips report includes detailed columns for every trip in the selected date range. Key columns for cost analysis: - **Vehicle/Asset** and **Date** - **Ignition On / Trip Start** and **Ignition Off / Trip End** - **Depart** and **Arrive** addresses - **Trip Time** — Total duration of the trip, including idling time. - **Distance Traveled** — Miles traveled during the trip. - **Stop Time** — Total duration the vehicle was not moving. - **VOC** — Vehicle Operating Cost. Calculated as Distance × Cost Per Mile (CPM). The default CPM is **$0.71**, but you can change it by editing the vehicle data to match your actual operating cost. - **Idling Time** and **Idling Percentage** — Critical for fuel cost management. - **Max Speed** and **Avg Speed** - **Speeding Events** and **Speeding Duration**, **Posted Speed Events** and **PSL Duration** - **Hard Braking Events** / **Hard Core Braking Events**, **Sudden Acceleration Events**, **Cornering Events** - **Seatbelt Usage** ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/fleet-reporting-and-cost-management-guide-image-a5puz16f.png) ### How to use it Use the Trips report to answer specific cost questions: - **What did it cost us to run this truck last month?** Filter by vehicle, set the date range to the full month, and look at the sum of VOC across all trips. - **Which vehicles have the highest idling percentage?** Sort by Idling Percentage. Idling burns fuel without generating revenue — a fleet-wide average above ~10% is a red flag. - **Is one driver consistently taking longer routes than another for similar jobs?** Compare Distance Traveled and Trip Time for trips to similar job types. > [!TIP] > **Tip:** Update the **Cost Per Mile (CPM)** value in your vehicle data to reflect your actual cost — including fuel, maintenance, insurance, and depreciation. The default $0.71 is a starting point, not a target. A CPM that reflects your real cost makes the VOC column actionable. ## Step 4: Use the Diagnostics report to prevent breakdowns ### Why it matters A roadside breakdown costs you on multiple lines at once: the towing bill, the repair bill, the hours of billable technician time lost, and the customer-experience hit when the technician misses an appointment. The Diagnostics report surfaces OBD-II Diagnostic Trouble Codes (DTCs) from across your fleet so you can address mechanical issues *before* they become roadside events. ### What the report shows The report includes: - **Vehicle/Asset** — The name of the vehicle or asset. - **Date** — The date the DTC triggered. - **OBD-II Code** — The DTC reported by the GPS tracker. Click the code to open a full summary including *Description*, *Repair Importance*, *Possible Cause*, *Symptoms*, *Detailed Descriptions*, and *Repair Difficulty*. - **Address** — Where the vehicle was when the DTC triggered. - **Group** — The group assigned to the vehicle. - **JBUS SPN**, **SPN Description**, **JBUS FMI**, and **FMI Description** — Detailed diagnostic codes from the vehicle's ECU. ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/fleet-reporting-and-cost-management-guide-image-yoazep2x.png) ### How to use it Review the Diagnostics report weekly during your fleet check-in. For each new DTC: 1. Click the code to see *Repair Importance* and *Repair Difficulty*. 2. For high-importance items, schedule the vehicle into the shop before the next service interval. 3. For lower-priority codes that recur on the same vehicle, log them as a pattern — a vehicle with three repeat codes is a candidate for a deeper inspection or, eventually, replacement. ## Step 5: Use the State Mileage report for IFTA and multi-state reporting ### Why it matters If your fleet operates across state lines, you're required to report mileage by state for fuel tax purposes (IFTA). Even fleets that stay within a single state benefit from the report's view of where vehicles actually spent time. ### What the report shows - **Vehicle/Asset** — The name of the vehicle or asset. - **State** — The state the miles were logged for. - **Country** — The country the miles were logged for. - **Total Distance Travelled** — Miles logged in the date range. - **Duration** — Total time spent in the state, calculated from *State Entry Time* to *State Exit Time*. - **Group** — The group assigned to the vehicle. > [!TIP] > **Tip:** Click **State View** to group the table by state instead of by vehicle — useful for IFTA reporting. ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/fleet-reporting-and-cost-management-guide-image-kpx1fpbp.png) ## Step 6: Use alerts to act on cost-driving behavior in real time Reports tell you what *happened*. Alerts tell you what's happening *now*. The cost-management value of Fleet lives in pairing the two: alerts surface the moment a driver speeds or idles excessively, and reports show you the cumulative pattern over time. The alerts that have the most direct impact on operating cost: ### Cost-driving Driving Infraction alerts - **Idling** — An idling vehicle burns fuel without moving. A fleet-wide idling reduction of even a few percentage points compounds into real fuel savings over a year. Configure with *Idle Time*, *Device Buzzer*, and *Idling Alert Preferences*. ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/fleet-reporting-and-cost-management-guide-image-ljqiobko.png) - **Speeding** and **Posted Speed Limit** — Speeding burns more fuel per mile, increases brake and tire wear, raises insurance exposure, and adds accident risk. Configure with *Speed Threshold* (Speeding) or *Duration* and *Trigger threshold* (Posted Speed Limit). - **Sudden Acceleration** and **Braking** (hard braking) — Both events drive measurable wear on brakes, tires, and powertrain. Reducing them extends vehicle life. - **Unauthorized Usage** — Triggers when a vehicle's ignition is on outside authorized hours. Catches off-the-clock vehicle use that adds wear and fuel cost without revenue. - **Stop Time** — Surfaces how long a vehicle is stopped during a job, which is useful for spotting overly long stops that may indicate process issues. ### Vehicle Diagnostic alerts that prevent cost events - **Check Engine Light** — Real-time companion to the Diagnostics report. - **Low Battery** and **Low Fuel** — Prevent the roadside calls that cost billable hours. - **Not Tracking** — A device that isn't reporting is a blind spot in your data; fix it before the gap affects a report or alert. - **SafetyCam Button Pressed** and **SafetyCam Connectivity Status** — Camera events tied to dashcam-equipped vehicles. For the full list of available alert types and triggers, see *Create Fleet Pro alerts*. ## Step 7: Use Maintenance Reminders to extend vehicle life The Maintenance Reminders set up during Fleet configuration are the proactive layer of cost management. They prevent the most expensive failure mode in a service fleet: a vehicle taken out of service because routine maintenance was missed. ### How to make reminders pay off - **Set reminders for every service interval** — oil changes, brake inspections, tire rotations, transmission service. Reminders trigger by mileage, engine run time, or elapsed time, whichever comes first. - **Route reminders to the right people.** Reminders can email the assigned driver, designated recipients, or external contacts (e.g., your service-shop contact). - **Use the Status column on the Maintenance Reminders table** to triage: - **Upcoming** — More than 30 days away. Plan around it. - **Due soon** — Within 30 days. Schedule the work. - **Overdue** — Past due. Address before the vehicle goes back on a route. > [!TIP] > **Tip:** Click **Edit Columns** on the Maintenance Reminders table to add or remove columns. Export reminders by selecting them and clicking **Actions > Export to Excel** or **Export to CSV** to share with your service shop. ## How Fleet reporting and cost management work with the rest of ServiceTitan Max If added, Fleet doesn't operate alone. The reports and alerts you've configured become a shared data layer that supports better decisions across your ServiceTitan Max environment. The integrations below are conceptual workflow context — for specific configuration steps in each workflow, see that product's setup documentation. ### With Dispatch Real-time vehicle location and trip data from Fleet informs Dispatch Pro's automated dispatching. When Dispatch Pro is recommending which technician to send to the next job, it has access to where each vehicle actually is — not just where it was scheduled to be. The result is routing recommendations that account for real-world position, which reduces drive time, fuel cost, and customer wait time. Driver Scores and Trips data can also inform manual dispatch decisions when a dispatch manager is choosing between multiple available technicians. ### With Contact Center Accurate vehicle location data is the foundation of accurate customer communication. When a CSR using Contact Center gives a customer an ETA update or fields an inbound call about a technician's arrival, the Fleet Live Map is the source of truth. Better ETAs reduce inbound "where's my tech?" calls — which lowers CSR handle time and the cost of every call. ### With Field Drivers in Fleet are the same technicians using Field in the field. The Driver Score data Fleet generates pairs naturally with the in-cab and in-home performance data Field captures — giving you a complete picture of a technician's safety, efficiency, and customer interactions from the moment they leave the shop until they invoice the job. For managers running coaching conversations, this combined view is significantly more useful than either product alone. ### With Pricebook Vehicle Operating Cost (VOC) data from the Trips report informs the true cost-to-serve for each job. As you refine your CPM in vehicle data, you sharpen the labor and overhead inputs that flow into pricebook decisions made in Pricebook. Accurate cost-to-serve makes flat-rate pricing more defensible — and more profitable. ### With Marketing A safe, reliable, well-maintained fleet directly supports the customer experience your Marketing campaigns are designed to retain. Fewer breakdowns and missed appointments means fewer negative reviews and a stronger reputation score — both of which improve the ROI of every Marketing campaign you run. ### GPS Timekeeping Integration The same telematics data that powers the reports in this guide also powers the GPS Timekeeping Integration, which validates technician arrival and departure times against vehicle GPS pings. This protects payroll accuracy and prevents the small daily timecard discrepancies that compound into real cost over the year. For setup details, see *Set up GPS Timekeeping Integration*. ## Troubleshooting ### A driver is missing from the Driver Score report The driver must be enabled as a Fleet driver and assigned to a vehicle with active telematics hardware. Check that: - The Technician Profile has **Enable Fleet Pro Driver** turned on. - The technician is set as the **Assigned Driver** on a vehicle in *Fleet Pro > Fleet Data > Vehicle Data*. - The vehicle has telematics hardware paired (vehicle status is **Active**). - The selected date range includes dates the driver was actively driving. ### A report shows no data for a date range that should have activity - Confirm the date range is within the past **93 days** — *All Reports* can't pull data older than that. - Confirm the **time zone (GMT)** of the date range matches the time zone of your account and device. - Confirm the device was reporting during the date range — check the **Not Tracking** alert log or the Devices screen for gaps. ### Alerts aren't being received - Confirm the alert **Status** is *Active*. - Confirm the recipient is selected in the alert's Notification Settings and the email address on the recipient profile is correct. - Confirm the alert is assigned to the right vehicle or group. - For maintenance reminders, confirm a recipient is selected — reminders can only be sent by email. ### VOC values look wrong The default Cost Per Mile (CPM) is **$0.71** and is unlikely to match your real operating cost. Update the CPM on each vehicle in *Fleet Pro > Fleet Data > Vehicle Data* to reflect your true cost-per-mile. After the change, regenerate the Trips report to see the corrected VOC values. ### A vehicle's hardware shows offline Common causes are an unplugged OBD-II device, a hardwired install that's lost power, or a vehicle that hasn't moved long enough for the device to phone home. ## Want to learn more? - See [Fleet setup and configuration guide in ServiceTitan Max](/v1/docs/fleet-pro-setup-and-configuration-guide-in-servicetitan-max) - See [Fleet Pro All Reports overview](/v1/docs/fleet-pro-all-reports-overview) - See [Create Fleet Pro alerts](/v1/docs/create-fleet-pro-alerts) ServiceTitan's fleet management add-on providing GPS tracking, driver behavior monitoring, AI cameras, and vehicle maintenance alerts. **What it does:** Gives operations managers real-time visibility into every vehicle, reducing fuel costs, improving safety, and lowering insurance premiums. **Also called:** GPS fleet tracking, Telematics **Tags:** Fleet Pro [See the full glossary →](https://help.servicetitan.com/docs/glossary-overview) AI-powered dispatching product that analyzes job requirements, technician skills, drive time, and capacity to optimize job assignments. **What it does:** Maximizes technician utilization and on-time arrivals by algorithmically routing and assigning jobs — reducing the cognitive load on dispatchers. **Also called:** AI dispatch, Smart dispatch **Tags:** Dispatch Pro, ServiceTitan Max, AI-Powered [See the full glossary →](https://help.servicetitan.com/docs/glossary-overview) The user record for a field technician in ServiceTitan, containing schedule, skills, pay rates, certifications, and performance history. **What it does:** Centralizes all information needed to schedule, pay, and evaluate a technician from a single record. **Also called:** Tech profile, Field user record **Tags:** Core [See the full glossary →](https://help.servicetitan.com/docs/glossary-overview)