Checklist template

Fleet and commercial account service for auto service centers

A ready-to-use checklist with 115 items in 6 sections, covering Account setup, Scheduling, Authorization, Service standards, Billing, Reporting. Use it as-is in InspectLoop, or adapt it to your own standards in minutes.

  • 6 Sections
  • 115 Items
  • 97 Yes / No checks
  • 6 Scored ratings
  • 127 Points

Use this template How audits work

1. Account setup 19 items

  1. Each fleet account has a signed agreement or account application on file Yes / No 1 pt
  2. A credit limit is approved and entered in the point-of-sale system before charges are allowed Yes / No 1 pt
  3. The account profile names the fleet contact with a phone number and an email Yes / No 1 pt
  4. The account profile gives an after-hours contact for vehicles that are out of service Yes / No 1 pt
  5. The people allowed to approve repairs are listed on the account Yes / No 1 pt
  6. The fleet's vehicles are entered with unit number, VIN and license plate Yes / No 1 pt
  7. 5 recent fleet invoices sampled are each filed under the right account and unit number Yes / No 1 pt
  8. The account's labor rate and parts discount are loaded so they apply automatically at invoicing Yes / No 1 pt
  9. Program rules for national accounts and fleet management companies are available at the counter Yes / No 1 pt
  10. Tax exemption certificates on file are current Yes / No 1 pt
  11. Accounts that require a purchase order number are flagged in the system Yes / No 1 pt
  12. The preventive maintenance interval of each account is recorded in miles, kilometers or engine hours Yes / No 1 pt
  13. The oil specification, tire brand and parts grade required by the account are recorded in its profile Yes / No 1 pt
  14. Lift capacity and door height have been confirmed for the account's largest units Yes / No 1 pt
  15. After-hours key drop arrangements are written in the account profile Yes / No 1 pt
  16. Accounts with no activity for 12 months are reviewed and closed or renewed Yes / No 1 pt
  17. Active fleet accounts Number
  18. Date of the last review of the account list Date
  19. Completeness of the 5 account profiles sampled Rating
    • Contacts, approvers, pricing and vehicles all recorded 5 pts
    • Pricing recorded, contacts or vehicles incomplete 3 pts
    • Accounts opened with little information 1 pt

2. Scheduling 17 items

  1. Fleet appointments are marked as fleet in the scheduler Yes / No 1 pt
  2. A list of units due for preventive maintenance is sent to each fleet contact on the agreed schedule Yes / No 1 pt
  3. Bays or time blocks are reserved for fleet work as company policy sets out Yes / No 1 pt
  4. Fleet vehicles dropped off without an appointment are assessed the same day Yes / No 1 pt
  5. The turnaround time agreed with each account is recorded in its profile Yes / No 1 pt
  6. A promised time is written on each fleet work order Yes / No 1 pt
  7. A unit reported out of service is flagged as a priority on the work order Yes / No 1 pt
  8. Work orders for fleet units left in the night drop are opened within the first hour after opening Yes / No 1 pt
  9. When several units of one fleet are due, visits are staggered so the fleet keeps the number of vehicles it needs Yes / No 1 pt
  10. Seasonal tire changeovers are booked with fleet contacts ahead of the season Yes / No 1 pt
  11. Filters and the specified oil for scheduled maintenance are in stock the day before the visit Yes / No 1 pt
  12. Pickup and delivery runs for fleet units are logged with the driver's name and the times Yes / No 1 pt
  13. Due dates of periodic vehicle inspections required by local regulation are tracked for accounts that ask for it Yes / No 1 pt
  14. Missed fleet appointments are followed up with the fleet contact the same day Yes / No 1 pt
  15. Fleet vehicles on site at the time of the visit Number
  16. Fleet vehicles on site for more than 2 business days Number
  17. Turnaround of fleet vehicles against the agreed times Rating
    • Met on nearly every visit 5 pts
    • Missed on some visits, fleet informed 3 pts
    • Often missed without notice 1 pt

3. Authorization 17 items

  1. The driver dropping off a unit is not asked to approve repairs unless listed as an approver Yes / No 1 pt
  2. An estimate is sent to the fleet contact before any work beyond the pre-approved maintenance Yes / No 1 pt
  3. The pre-approved amount per visit is recorded on the account Yes / No 1 pt
  4. Each approval is recorded with the approver's name, the date and the time Yes / No 1 pt
  5. The authorization number of the fleet management company is obtained before work starts Yes / No 1 pt
  6. Fleet invoices carrying a purchase order or authorization number, out of 5 sampled Number
  7. Work found during the repair gets a new approval before it is done Yes / No 1 pt
  8. Estimates sent for approval include measurements such as brake lining thickness and tread depth Yes / No 1 pt
  9. Estimates for major repairs include photos of the failed part Yes / No 1 pt
  10. The fleet contact is notified in writing before a unit with a safety defect is released unrepaired Yes / No 1 pt
  11. Declined repairs are recorded on the invoice Yes / No 1 pt
  12. Factory warranty and recall coverage is checked before a repair is billed to the fleet Yes / No 1 pt
  13. Work on a vehicle not on the fleet's list is confirmed with the fleet contact before it starts Yes / No 1 pt
  14. Towing and sublet repairs are approved before they are ordered Yes / No 1 pt
  15. Fleet card transactions are processed with the prompts the card requires (unit number, odometer, driver ID) Yes / No 1 pt
  16. A counter employee asked can show where an account's approval rules are found Yes / No 1 pt
  17. Authorization on the fleet invoices sampled Rating
    • Every job approved and referenced 5 pts
    • Approved, references sometimes missing 3 pts
    • Work done without approval 1 pt

4. Service standards 25 items

  1. The fleet's own inspection checklist, or the shop's fleet checklist, is completed at each preventive maintenance visit Yes / No 1 pt
  2. The odometer reading or engine hours are recorded on every fleet work order Yes / No 1 pt
  3. The unit number is written on the work order and on the key tag Yes / No 1 pt
  4. The oil grade and the filter used match the account profile Yes / No 1 pt
  5. Tread depth and pressure are recorded for each tire position, including the spare Yes / No 1 pt
  6. Brake lining thickness is recorded at each wheel in mm or 32nds of an inch Yes / No 1 pt
  7. The battery test result is recorded on the checklist Yes / No 1 pt
  8. The condition of belts and hoses is noted on the checklist Yes / No 1 pt
  9. Fluid leaks found are noted on the checklist with their source Yes / No 1 pt
  10. Lights, horn and backup alarm are tested Yes / No 1 pt
  11. Fire extinguisher, warning triangles and first aid kit are checked on units that carry them Yes / No 1 pt
  12. Mountings of ladder racks, shelving, liftgates and other upfit equipment are checked for looseness Yes / No 1 pt
  13. On diesel units, the exhaust fluid level is checked and topped up Yes / No 1 pt
  14. On diesel units, the fuel-water separator is drained Yes / No 1 pt
  15. Defects reported by the driver are each answered on the work order Yes / No 1 pt
  16. Wheel torque is recorded when wheels were removed Yes / No 1 pt
  17. Dual-wheel units leave with a written reminder to re-check wheel torque Yes / No 1 pt
  18. A sticker with the next service mileage and date is placed in the unit Yes / No 1 pt
  19. Tools and cargo in the unit are left as found Yes / No 1 pt
  20. Telematics devices, cameras and fleet decals are left connected and in place Yes / No 1 pt
  21. Fleet units are locked on the lot and their keys are kept in the key cabinet Yes / No 1 pt
  22. Technicians assigned to diesel, hybrid or electric fleet units hold the qualification for that work Yes / No 1 pt
  23. A second repair of the same fault on the same unit within 30 days is flagged to the service manager Yes / No 1 pt
  24. Repeat repairs on fleet units in the last quarter Number
  25. Quality of fleet maintenance records on the work orders sampled Rating
    • Checklist complete with measurements 5 pts
    • Checklist ticked without measurements 3 pts
    • Checklist missing 1 pt

5. Billing 19 items

  1. Fleet invoices show the unit number, VIN, plate and odometer reading Yes / No 1 pt
  2. Prices on 5 fleet invoices sampled match the account's contracted pricing Yes / No 1 pt
  3. Invoice totals do not exceed the approved estimate Yes / No 1 pt
  4. Invoices are sent to the account's billing contact within 1 business day of completion Yes / No 1 pt
  5. Invoices are delivered in the way the account asked for (email, portal or consolidated statement) Yes / No 1 pt
  6. Invoices to fleet management companies carry the repair codes their portal requires Yes / No 1 pt
  7. Rejected or short-paid invoices are followed up within a week Yes / No 1 pt
  8. The reason for each rejected invoice is recorded Yes / No 1 pt
  9. Statements are sent to fleet accounts every month Yes / No 1 pt
  10. The aging report is reviewed every month and past-due accounts are contacted Yes / No 1 pt
  11. Fleet receivables more than 60 days past due (dollars) Number
  12. Accounts over their credit limit or past due are placed on hold in the point-of-sale system Yes / No 1 pt
  13. Shop supply and environmental fees are charged as the account agreement states Yes / No 1 pt
  14. Warranty credits for failed parts are passed on to the account Yes / No 1 pt
  15. Credit memos are approved by the manager Yes / No 1 pt
  16. Payments are applied to the invoices they pay Yes / No 1 pt
  17. The name of the person collecting the unit is recorded on the invoice Yes / No 1 pt
  18. Fleet card settlements are reconciled every day Yes / No 1 pt
  19. Accuracy of fleet invoicing Rating
    • Correct pricing and references, sent on time 5 pts
    • Correct, but sent late or incomplete 3 pts
    • Pricing errors or rejected invoices common 1 pt

6. Reporting 18 items

  1. Each account receives a service history report by unit at the agreed frequency Yes / No 1 pt
  2. The report shows the cost per unit for the period Yes / No 1 pt
  3. Units overdue for preventive maintenance are listed and sent to the fleet contact Yes / No 1 pt
  4. Units overdue for preventive maintenance across all fleet accounts Number
  5. Declined and deferred repairs are listed in each report Yes / No 1 pt
  6. Units whose repair costs are rising are pointed out to the fleet contact for replacement review Yes / No 1 pt
  7. Days in the shop are tracked for each fleet visit Yes / No 1 pt
  8. Average days in the shop per fleet visit last month Number
  9. Open recalls on the fleet's VINs are reported to the account Yes / No 1 pt
  10. Tire wear by unit is reported so the fleet can plan replacements Yes / No 1 pt
  11. Review meetings are held with the largest accounts at the frequency set by company policy Yes / No 1 pt
  12. Date of the last review meeting with the largest account Date
  13. Complaints from fleet contacts are logged by account and answered within 2 business days Yes / No 1 pt
  14. Fleet sales by account are reviewed by the manager every month Yes / No 1 pt
  15. Accounts whose visits have dropped are contacted Yes / No 1 pt
  16. Name of the service center manager Short text
  17. Overall service to fleet customers Rating
    • Agreed turnaround, approvals and reports all met 5 pts
    • Work done well, approvals or reports lagging 3 pts
    • Missed turnarounds and work done without approval 1 pt
  18. Corrective actions required for fleet accounts Comments

About this template

This checklist is part of the InspectLoop template library. Yes / No checks score 1 point when met; ratings score the points shown for each option. The overall score is the percentage of points earned, with N/A answers excluded. In InspectLoop you can add photos, assign corrective actions, require sign-off and compare results across sites.

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