Managing Your Delivery Fleet
How to set up and manage vehicles in AskBiz POS — registering fleet assets, tracking vehicle utilisation, managing capacity, and recording maintenance events.
Key Takeaways
- Registering vehicles in AskBiz links them to drivers and tracks their utilisation, capacity, and delivery history.
- Vehicle capacity settings prevent over-loading — AskBiz warns if a new delivery would exceed a vehicle's weight or volume limit.
- Maintenance records stored in AskBiz give you a single log of servicing, MOTs, and repairs for each vehicle.
Setting up vehicle records
Go to POS > Logistics > Fleet. Click Add Vehicle. Enter: Vehicle Name or Registration (e.g. 'White Transit — AB21 XYZ'), Vehicle Type (Bicycle, Motorcycle, Car, Van, Truck), and Capacity — the maximum load the vehicle can carry. Capacity can be entered as weight (kg), volume (cubic metres), or parcel count — whichever metric you use to manage your loads. Set the Branch the vehicle is based at and assign it a primary driver (though vehicles can be driven by different people on different days). Save the vehicle record.
Tracking vehicle utilisation
The Fleet overview in Logistics shows each vehicle's current status: In Use (assigned to an active driver with deliveries on board), Available (at depot), or Under Maintenance (taken out of service). Click any vehicle to see its utilisation history: how many deliveries it carried last week, average load per trip, and percentage of shifts where it was active. High utilisation (consistently above 80%) suggests you're close to needing an additional vehicle. Low utilisation suggests you may have more fleet than you need.
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When a driver is assigned multiple deliveries, AskBiz calculates the total load — summing the weight or volume of all parcels in the run. If the total exceeds the vehicle's capacity setting, a warning appears before dispatch. This prevents vehicles from being overloaded and ensures delivery quality — a van driver trying to squeeze 20 boxes into a 15-box van will damage goods and frustrate customers. When capacity is exceeded, split the run between two drivers or remove lower-priority deliveries and reschedule them for a second run.
Recording maintenance events
On each vehicle's profile, there's a Maintenance tab. Click Log Maintenance Event and enter: Date, Type (Service, MOT, Tyre Change, Repair, Other), Description, Cost, and the next service due date. Set the vehicle status to Under Maintenance — this removes it from the available fleet immediately, preventing accidental assignment. When the vehicle returns to service, change the status back to Available. Over time, the maintenance log gives you a complete service history for each vehicle — useful for resale value, lease compliance, or fleet insurance.
Planning for vehicle downtime
Schedule known maintenance periods in advance. If a van is due for its annual service next Thursday, mark it as Under Maintenance for that day in advance. This prevents it from appearing in the available fleet and lets you plan around reduced capacity — perhaps holding back lower-urgency deliveries for that day or arranging a temp vehicle. AskBiz sends a notification to the logistics manager the day before a scheduled maintenance period if you've enabled maintenance reminders in Logistics > Settings.