Document & Inspection Management
Every certificate, every licence, every inspection — tracked and never forgotten.
Odoo 19 Fleet allows you to store all vehicle-related documents — roadworthy certificates, licensing papers, insurance policies, and permits — directly on each vehicle record with managed expiry dates. The system monitors these dates against configurable lead times and fires automated email alerts to the fleet manager and responsible officer at 90, 60, and 30 days before expiry.
Vehicle inspections are handled through custom inspection forms tailored to your fleet type and regulatory requirements. Fleet managers can request an inspection on any vehicle, triggering an approval workflow to assign an inspector, confirm the date, and send automated reminders. Completed forms are signed off and stored against the vehicle with a full audit trail.
Key Capabilities
- Document storage per vehicle: roadworthy, licensing, insurance, permits
- Expiry date monitoring with automated multi-stage alerts (90/60/30 days)
- Report of all vehicles with documents expiring in a selected period
- Driver licence upload and expiry monitoring on driver profiles
- Custom inspection form templates per vehicle category
- Inspection request and assignment workflow with approval routing
- Automated reminders before scheduled inspection date
- Completed inspection forms stored with full audit trail per vehicle
How It Works in Odoo 19
Upload & Date Documents
Attach roadworthy certificates, insurance policies, licences, and permits directly to the fleet.vehicle record. Each document has an expiry date field. A report shows all vehicles with documents expiring in a selected period.
Automated Expiry Alerts
Odoo scheduled actions check expiry dates daily. At 90, 60, and 30 days before expiry, the system sends email alerts to the fleet manager and responsible officer. The compliance dashboard highlights all vehicles with upcoming or overdue document renewals.
Request & Schedule Inspection
Fleet managers raise an inspection request on any vehicle. The system routes it through an approval workflow to assign an available inspector, confirm the inspection date, and send automated booking reminders to both the inspector and the vehicle operator.
Complete & Archive
The inspector fills in the custom inspection form in Odoo — recording findings, measurements, and pass/fail status for each checklist item. The completed form is signed off digitally and stored against the vehicle with a full audit trail and next inspection date set.
Built on Odoo 19 Fleet module with ir.cron scheduled actions for expiry monitoring and mail.activity for alerts. Custom erc_fleet_inspection provides configurable inspection form templates linked to fleet.vehicle records.
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Ready to See This in Action?
Request a live demo and see how Fleet Control delivers Document & Inspection Management in your specific fleet environment.