FLEET SERVICES
Inspection records for every vehicle in the fleet
MOTs, services, insurance, walkarounds and tyre checks: every vehicle's record lives in one place, with evidence of who checked it and when. Each one runs on its own renewal schedule, so nothing slips through while the vehicle is still on the road. It works the same whether you're managing a handful of vehicles or a large fleet.
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The inspections get done. Proving they were done is the part that costs you.
Every MOT, service and insurance renewal on one schedule
MOT, insurance and service dates live in three different places, so the one that's about to lapse is rarely the one anyone's watching.
A paper walkaround sheet is only evidence if it survives the shift, so a defect that led to an incident often has nothing behind it.
A spreadsheet works while one person can keep it updated by hand, so once the fleet outgrows that, nobody can say with confidence which vehicles are actually compliant today.
Papertrail.io
PaperEverything a fleet needs on one record
Schedule Manager
Automate every renewal, from MOT and servicing to insurance and tyre checks, so nothing gets missed while everyone's attention is elsewhere.
Checklist Editor
Build a walkaround checklist once, and use it on every vehicle, with the Checklist Editor on Expert and Enterprise.
Activity Log
See who completed each check and when, for every vehicle, every time.
Fleet-wide Visibility
One dashboard shows what's overdue, what's due soon and your overall compliance rate, across the whole fleet.
Schedule Manager
Automate every renewal, from MOT and servicing to insurance and tyre checks, so nothing gets missed while everyone's attention is elsewhere.
Checklist Editor
Build a walkaround checklist once, and use it on every vehicle, with the Checklist Editor on Expert and Enterprise.
Activity Log
See who completed each check and when, for every vehicle, every time.
Fleet-wide Visibility
One dashboard shows what's overdue, what's due soon and your overall compliance rate, across the whole fleet.
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Checklist Editor
Inspect
Use manufacturer-approved checklists for any equipment type, from lifting gear to PPE inspection records. Build your own with the Checklist Editor on Expert and Enterprise.
Your vehicle records, visible to whoever needs them
PartnerHub connects your account to the organisations you work with, so they see the records you share, and every update to them, in their own workspace.
Invite
Invite a servicing contractor, leasing company or insurer into a PartnerHub partnership, once
See
They see the live vehicle record in their own workspace, not a PDF exported after the fact
Updates
Every new inspection, activity and note on a shared vehicle stays visible to everyone with access
Withdraw
Withdraw access at any time: they keep a read-only copy of the record as it stood, with no further updates
MOTs, services and walkaround checks, all on schedule
Every vehicle has its own set of dates: the MOT once it's three years old, servicing to the manufacturer's schedule, the insurance renewal and the driver's walkaround check.
In Papertrail, each vehicle can have its own record with a schedule for each of these. You're alerted before anything's due, drivers complete their walkaround by scanning the QR code on the vehicle, and every check and renewal stays on the vehicle's history.
- ISO 27001, British Assessment Bureau (opens cvs.babcert.com)
- LEEA Associate Member
- IRATA International Associate Member
- GetApp Category Leaders 2025, GetApp User Reviews 4.7
- Capterra Shortlist 2025, Capterra 4.7 (opens www.capterra.co.uk)
- Software Advice Front Runners 2025, Software Advice 4.7
Common questions
Will my team actually adopt it?
Papertrail is built around the inspection your team already does: scan a tag, work through the checklist, save. RWE's technicians are working in it after a half-hour session, and Hogan Group runs it across a team aged 18 to 79 on minimal training. When questions come up, our support team's average first response time is under 8 minutes.
Can we bring our existing fleet records across?
Bulk Upload creates records from a CSV file, so a fleet doesn't need to be entered one vehicle at a time. Add registration number, make and model, fleet number, MOT expiry and insurance expiry as custom fields on the import, and every vehicle arrives with its details already attached rather than waiting on you to key them in one by one.
Can Papertrail schedule servicing by mileage, not just time?
Schedules in Papertrail are date-based, not mileage-based. The way most fleets handle this is a custom field for mileage at the last service, checked against the manufacturer's interval, with the service inspection completed when whichever threshold, time or mileage, is reached first. If mileage tracking specifically is a requirement, ask us directly on a demo.
What happens when a walkaround check finds a defect?
The failed item is flagged on the checklist with a note and, where relevant, a photo. You can tag the vehicle so it's marked as not to be used again until the defect is cleared and a new inspection is completed, and the record stays flagged until that happens.
Can drivers complete daily checks from their phone?
Yes. A driver scans the QR code on the vehicle, which opens its record directly, works through the daily pre-use checklist, and submits it. Papertrail generates a unique QR code for every vehicle record automatically.
Every vehicle. Every renewal. On record.
Book a demo and we'll walk through it with your fleet, or start for free and add your first vehicle.
26 million inspections recorded· No obligation.
Last reviewed on . MJB.