Fleet Management in Odoo 18
By Braincuber Team
Published on December 29, 2025
Delivery company managing 50-vehicle fleet creates tracking chaos: vehicle insurance expiring next week undiscovered until driver stopped roadside causing 2-day vehicle downtime 1500 dollar fine, no odometer tracking showing sedan required 5000-mile service 3 months ago now experiencing engine trouble costing 3K repair versus 200 dollar preventive maintenance, driver assignment confusion where Vehicle 12 assigned both delivery driver morning route and sales rep afternoon causing scheduling conflict missed deliveries, fuel cost analysis impossible manually tracking 50 vehicles monthly fuel purchases unable identifying fuel-inefficient vehicles or unauthorized usage patterns, contract renewal missing leasing contract expiration requiring emergency purchase 35K vehicle versus planned lease renewal, and no vehicle history tracking unable determining which vehicles requiring frequent repairs identifying candidates replacement—generating compliance violations maintenance failures operational disruptions cost overruns and asset management chaos from spreadsheet-based fleet tracking without centralized vehicle database automated contract alerts maintenance scheduling and driver assignment management.
Odoo 18 Fleet Management enables comprehensive vehicle tracking through vehicle registration storing license plates models specifications, driver assignment linking vehicles to employees with assignment dates, contract management tracking insurance leasing agreements with expiration alerts, odometer logging recording mileage enabling maintenance scheduling, service history tracking repairs expenses service providers, tax information managing horsepower taxation disallowed expenses, vehicle categorization organizing fleet by type status location, Kanban workflow visualizing vehicles by operational stage, activity scheduling planning vehicle-related tasks, smart button analytics accessing odometer contracts services driver history, and multi-view reporting list pivot activity views—reducing compliance violations 100 percent through automated contract alerts preventing maintenance failures through odometer-based scheduling eliminating assignment conflicts via driver tracking enabling fuel cost optimization through mileage analysis and supporting informed replacement decisions through comprehensive vehicle history achieving operational efficiency cost control regulatory compliance through systematic centralized fleet management.
Fleet Features: Vehicle registration, Driver assignment, Contract management, Odometer logging, Service history, Tax info, Categorization, Kanban workflow, Activity scheduling, Smart buttons, Multi-view reporting
Fleet Dashboard Overview
Central fleet management interface:
Accessing Fleet Module:
- Go to Apps
- Search for Fleet
- Click module to open
- Dashboard displays Kanban view
Kanban View Elements:
Vehicle cards show:
- Vehicle Name: Model and identifier
- License Plate: Registration number
- Driver: Current assigned employee
- Location: Vehicle current location
- Tags: Custom categorization labels
- Logo/Image: Vehicle photo or manufacturer logo
- Activity Icon: Schedule tasks for specific vehicle
Kanban Stages:
Active
Vehicles in operation
Maintenance
Under service repair
Planned Change
Scheduled replacement
Archived
Sold or retired
Stage Management:
Hover mouse near stage title revealing settings icon:
- Fold: Collapse stage hiding vehicles
- Edit: Modify stage name color
- Delete: Remove stage
- Archive/Unarchive: Toggle stage visibility
Click + State button creating new custom stage matching workflow.
Creating New Vehicle
Vehicle Registration:
- In Fleet dashboard click New
- Vehicle form opens
- Fill general information
General Tab Fields:
| Field | Description | Example |
|---|---|---|
| Model | Vehicle model name | Toyota Camry 2024 |
| License Plate | Registration number | ABC-1234 |
| Tags | Custom labels | Delivery Urgent |
| Driver | Current employee assigned | John Smith |
| Mobility Card | Fuel or toll card number | CARD-9876 |
| Address | Driver location contact | 123 Main Street |
| Future Driver | Next assigned employee | Jane Doe |
| Assignment Date | When future driver takes over | 2025-02-01 |
| Company | Owning company | Main Company |
| Category | Vehicle type | Sedan Van Truck |
| Fleet Manager | Person responsible | Sarah Johnson |
| Chassis Number | Unique vehicle ID (VIN) | 1HGBH41JXMN109186 |
| Location | Current parking location | Headquarters Warehouse |
Tax Info Tab
Financial and taxation details:
Fiscality Section:
Horsepower Taxation:
Vehicle power-based tax calculation. Click Add a Line:
- Start Date: When tax rate begins
- Percentage: Tax rate based on horsepower
Disallowed Expenses Rate:
Percentage of vehicle expenses non-deductible for tax purposes. Varies by jurisdiction and vehicle type.
Contract Section:
| Field | Description |
|---|---|
| First Contract Date | Initial purchase or lease date |
| Catalog Value | Manufacturer suggested retail price |
| Purchase Value | Actual acquisition cost |
| Residual Value | Estimated value at end of useful life |
Model Tab
Technical specifications:
Vehicle Specifications:
Model Year
Manufacturing year e.g. 2024
Color
Exterior color e.g. Silver Blue
Power (kW)
Engine power kilowatts
Horsepower
Engine powerHP
Fuel Type
Gasoline Diesel Electric Hybrid
CO2 Emissions
Grams per kilometer
CO2 Standard
Emission standard EURO 6
Doors
Number of doors
Notes Tab
Additional vehicle information:
Free-text field for notes: special equipment modifications history important reminders. Example: Equipped with winter tires or Has trailer hitch needs annual inspection Aug 2025.
Smart Buttons
Quick access to related data:
Odometer:
Mileage history tracking:
- Records vehicle mileage over time
- Enables maintenance scheduling based on miles
- Supports fuel efficiency analysis
- Facilitates cost per mile calculations
- Click button to log new odometer reading
Contracts:
Contract management:
- Insurance contracts with coverage details expiration dates
- Leasing agreements with payment schedules
- Rental contracts for temporary assignments
- Service contracts with providers
- Automated expiration alerts preventing lapses
Services:
Maintenance and repair records:
- Scheduled maintenance oil changes tire rotations
- Repair history with costs and service providers
- Parts replacement tracking
- Service due dates based on mileage or time
- Cost analysis per vehicle identifying high-maintenance units
Driver's Histories:
Employee assignment history:
- All employees who used vehicle chronologically
- Assignment start and end dates
- Usage accountability tracking
- Auditing and compliance records
- Helps identify usage patterns per driver
Employees:
Current driver information:
- Employee currently assigned to vehicle
- Contact information for quick communication
- Links fleet usage to specific individuals
- Supports resource allocation planning
Available Views
Kanban View:
Default visual card-based view. Drag-drop vehicles between stages. Quick overview with images tags drivers.
List View:
Tabular display showing:
| Column | Information |
|---|---|
| License Plate | Vehicle registration |
| Model | Vehicle model name |
| Category | Vehicle type |
| Driver | Current assigned employee |
| Future Driver | Next assignment |
| Registration Date | When vehicle added |
| Tags | Custom labels |
| Contracts | Renewal or overdue indicators |
Activity View:
Displays vehicles with scheduled activities. Filter by activity type deadline. Plan follow-ups inspections maintenance tasks.
Pivot View:
Cross-tabulation analysis. Group by category driver fuel type. Analyze costs by dimension. Example: Total maintenance cost per vehicle category.
Filtering and Grouping
Predefined Filters:
- Bikes: Two-wheeled vehicles
- Cars: Passenger vehicles
- Trailer Hook: Vehicles with towing capability
- Planned for Change: Scheduled for replacement
- Need Action: Requires attention
- Archived: Inactive vehicles
Group By Options:
- Status: Group by operational stage
- Model: Group by vehicle model
- Brand: Group by manufacturer
- Fuel Type: Group by gasoline diesel electric
Best Practices
Set Contract Expiration Activities Preventing Insurance Gaps: Insurance expiring unnoticed equals legal violations operational shutdowns. Create activity 30 days before contract expiration reminder renewal. Monitor Contracts smart button showing renewal due warnings. Proactive contract management eliminates compliance risks service interruptions.
Log Odometer Readings Regularly Enabling Accurate Maintenance Scheduling: Irregular odometer updates equals maintenance scheduled by calendar not mileage causing premature or late service. Weekly or monthly odometer logging creates accurate mileage history. Service scheduled 5000-mile intervals triggers automatically when threshold reached preventing engine damage from delayed maintenance.
Use Driver History Tracking for Accountability and Usage Analysis: No driver assignment history equals uncertainty who damaged vehicle inability identifying high-usage drivers. Driver Histories smart button records complete assignment timeline. Analysis reveals Driver A averages 2000 monthly miles versus Driver B 500 miles informing assignment decisions identifying fuel cost attribution supporting fair usage policies.
Conclusion
Odoo 18 Fleet Management enables comprehensive vehicle tracking through vehicle registration driver assignment contract management odometer logging service history tax information categorization Kanban workflow activity scheduling smart button analytics and multi-view reporting. Reduce compliance violations through automated contract alerts preventing maintenance failures through odometer-based scheduling eliminating assignment conflicts via driver tracking enabling fuel cost optimization through mileage analysis supporting informed replacement decisions through comprehensive vehicle history achieving operational efficiency cost control regulatory compliance through systematic centralized fleet management providing complete asset visibility supporting preventive maintenance and enabling data-driven fleet optimization decisions.