Inspection checklists
Fleet Inspection Checklist App for Daily, Pre-Trip and Periodic Checks
Build your inspection checklists once, as daily, pre-trip or periodic templates, and have drivers and supervisors complete them in Axpense. Every pass, every failed item and the reason it failed is saved on the vehicle’s history, so a problem spotted in the yard is still on record when someone plans the repair.
What is a fleet inspection checklist app?
A fleet inspection checklist app replaces paper check sheets with digital checklists that are completed against a specific vehicle and saved to its record. Each checklist is a list of items such as tyres, brakes, lights, fluid levels and seat belts, and each item is marked as pass or fail.
The point is not the form itself. A paper form tells you that someone looked at the vehicle; a digital checklist tells you which items failed, why, on which vehicle, when, and who did the check. That record is what lets a fleet team act on problems instead of filing them.
How inspections work in Axpense
Inspections in Axpense are built around checklist templates and results on the vehicle.
Templates you configure
You decide which items belong on each checklist. Most fleets keep a short daily or pre-trip template for drivers and a longer periodic template for supervisors or the workshop.
Pass or fail for every item
The person doing the inspection goes through the list and marks each item. A pass needs no extra work. A fail is recorded with the reason it failed, for example “front left tyre below minimum tread” rather than just “tyres”, so whoever reads it later knows what to look at.
Results saved on the vehicle history
Each completed inspection is stored on the vehicle it was done on, next to its service history and expenses. Failed items stay visible on the record, which means a recurring fault on one van is easy to spot when you open that van, instead of being buried in a pile of forms.
A clear record of who inspected what
Every inspection shows who completed it and when. Combined with driver assignment, that gives supervisors a simple way to see whether daily checks are actually being done, and by whom.
The inspection workflow, from template to follow-up
A typical routine takes a few minutes per vehicle once the templates are in place.
- 1
Create your checklist templates
Set up the daily, pre-trip and periodic checklists your fleet needs, with the items that matter for your vehicle types.
- 2
Start an inspection on a vehicle
The driver or supervisor picks the vehicle and the right template, so the result is tied to that vehicle from the start.
- 3
Mark each item pass or fail
Every item gets a result. Failed items are recorded with a short reason that explains what is wrong.
- 4
Save the inspection to the vehicle
The completed checklist is stored on the vehicle history with the date and the name of the person who did it.
- 5
Review failed items and follow up
The fleet manager reviews open failures on the vehicle record and arranges the repair or service.
Every inspection lives on the vehicle record
Open any vehicle to see its completed inspections alongside its service history and expenses.
Checklist templates most fleets start with
You can build any checklist you need. These three cover most operations. For a ready-made item list, use our free [vehicle inspection checklist](/resources/vehicle-inspection-checklist).
Daily check
Ten to fifteen quick items a driver can check at the start of a shift: tyres, lights, mirrors, fluid warnings, visible leaks.
Pre-trip inspection
A stricter list before long or high-risk trips, common for heavy trucks and field vehicles that travel to remote sites.
Periodic inspection
A detailed weekly or monthly check by a supervisor or technician, covering brakes, suspension, belts and body condition.
Who uses inspection checklists in Axpense
- Drivers complete the daily and pre-trip checks on the vehicle they are assigned to. Short, clear items keep this to a few minutes.
- Supervisors and site managers run periodic inspections and check that daily inspections are being completed across their team.
- Fleet managers read failed items across the fleet, decide what needs a repair and when, and watch for vehicles that fail the same item again and again.
- Workshop staff use the failure reasons to prepare before a vehicle comes in, and the inspection history to confirm a fault was fixed.
Inspections complement kilometre-based servicing rather than replacing it. A service booked through preventive maintenance handles the wear you can predict; a checklist catches the damage and faults you can’t.
Part of a complete inspection process
Checklists are the day-to-day tool. Scheduling, follow-up and reporting on inspections across the whole fleet are covered on our vehicle inspection software page, which explains how inspections connect with maintenance and costs in Axpense. For a deeper guide to writing a daily check, read our daily vehicle inspection checklist article.
Frequently asked questions
Can I create my own inspection checklists?
Yes. Checklist items are configurable, so you can build separate templates for daily, pre-trip and periodic inspections and adjust them as your fleet changes.
What happens when an item fails?
The item is marked as failed with a reason, and the result is saved on the vehicle’s history, where the fleet manager can see it and arrange the repair.
Can I see who completed each inspection?
Yes. Each inspection records who completed it and when, so supervisors can check that daily inspections are being done across the team.
How is this different from a paper check sheet?
A paper sheet has to be collected, read and filed. In Axpense the result is on the vehicle record as soon as it is saved, failed items stay visible, and you can look back at every past inspection of a vehicle.
Does an inspection checklist replace scheduled maintenance?
No. Kilometre-based services cover predictable wear; inspections catch damage and faults between services. Axpense keeps both on the same vehicle record.
Related Axpense pages
Related guides
Daily Vehicle Inspection Checklist: What Drivers Should Check Before Every Trip
A practical daily vehicle inspection checklist for company fleets: what to check, how to finish in five minutes, and what to do when an item fails.
Read articleHow to Reduce Vehicle Downtime in a Company Fleet
How to reduce vehicle downtime: measure days off the road, work out what they cost, and cut them with maintenance, inspections, parts and workshop turnaround.
Read articlePreventive vs Reactive Maintenance: Costs, Trade-offs and How to Switch
Preventive vs reactive maintenance for vehicle fleets: what each costs, when fixing on failure is acceptable, and how to move to planned servicing in stages.
Read articleSee Axpense with your own fleet
Book a short demo. We’ll set up a few of your vehicles and show you how it works day to day.