Fleet reports
Fleet reports: 14 ready-made reports to run, export and send
Choose one of 14 ready-made reports in Fleet Hero, the fleet management app of Office Hero, then a period and the vehicles. Read it on screen, export it to PDF, Excel or CSV, or have it e-mailed to colleagues on a schedule.
Ready-made reports come with every package. Scheduled report e-mails are part of Professional and Business.
01How it works
From the question to the PDF in a colleague's inbox
Fleet Hero keeps each report and its latest run for you to open again.
Vehicle summary
Distance, fuel and engine time for every vehicle
The vehicle summary puts the figures fleet managers ask for most in one report: distance, fuel used and consumption, refuel cost, engine hours, idle time, trips, top speed and estimated CO₂. Each plate opens its daily breakdown.
- Filter by vehicles, vehicle groups and drivers
- Whole days or a time of day, such as working hours
- Leave out vehicles that drove less than a set distance
Notes on the figures
Measured, estimated or missing, and marked as such
In the vehicle summary, each fuel figure names its source, such as the engine's fuel counter or the tank level, and says whether it was measured, estimated or partial. A missing value comes with its reason, such as no tank size on file.
- Private kilometres from privacy pauses are listed apart
- Movement while a tracker was offline for over 72 hours stays out of the totals
- Refuel costs in different currencies are never added together
Export and send
PDF, Excel or CSV, or by e-mail to a colleague
Export any report to PDF, Excel or CSV. Every PDF carries your company name, logo, period and table; the vehicle summary adds its filters, key figures, charts and an optional daily breakdown. E-mail the PDF to up to 10 colleagues, in any of the 15 languages.
- A log of the copies sent, with their delivery status
- Attached as a PDF, or as a link when the file is too large
- Sent to colleagues only, not to outside addresses
Scheduled reports
Reports e-mailed on a schedule
Schedule a report daily, weekly, monthly or on a custom schedule, on the company clock. A rolling timeframe, such as the last 7 days, moves with every run.
- Each schedule runs with its owner's access to vehicles
- It pauses, with the reason shown, if the owner leaves or loses a permission
- A colleague with the right permission can take the schedule over
- Scheduled e-mails wait for the end of the company's quiet hours
02The reports
14 ready-made fleet reports
Each report has its own parameters, such as vehicles, a geozone or a threshold.
Vehicle summary
Distance, fuel, engine hours and idle time per vehicle, with totals and a daily breakdown.
Fleet summary
One page on the size, status and activity of the whole fleet.
Distance per vehicle
The kilometres each vehicle drove in the period.
Trip history
Every trip in the period, with vehicle, driver, distance and duration.
Idle time
Time each vehicle spent idling above the threshold you choose.
Utilisation rate
An estimate of how much of the period each vehicle was in use, from the share of its positions recorded while it was moving.
Vehicle availability
Which vehicles are in service now and which are not, with the share of the fleet in service.
It uses each vehicle's current status for the whole period, so it does not count the days a vehicle spent out of service.
Fuel consumption per vehicle
Litres, spend and litres per 100 km for each vehicle, from the fill-ups you record.
Charging per vehicle
Energy and charging spend for each electric vehicle, from the logged sessions.
Cost per kilometre
Fuel and service cost per kilometre for each vehicle, per currency.
Maintenance history
Service tasks done in the period, with their cost and vendor.
Insurance expiry list
Policies that expire within the number of days you choose.
Geozone activity
Entries and exits for each geozone in the period.
Tachograph violations
Working-time breaches per driver, ready to export.
It lists working-time findings from HR Hero timesheets only, under the North Macedonia, Albania, Germany and UK rules; driving and rest are not checked.
03Also included
Also in every report
Named timeframes
Choose today, yesterday, this or last week or month, the last 7, 30 or 90 days, this quarter, this year or your own dates.
On the company clock
Days and times are counted in your company's time zone, in every report and schedule.
Only what each user may see
Vehicles outside a user's access are left out, and figures a role may not see are hidden.
Your choice of columns
Choose the table's columns; a scheduled PDF keeps the columns saved with it.
Run it again
Run a report again over its timeframe, or change its filters first.
04In numbers
What the reports cover
- 14 ready-made fleet reports
- 3 export formats: PDF, Excel and CSV
- 11 named timeframes, plus your own dates
- 15 languages for the PDF and the e-mail
05Questions
Questions about fleet reports
Not answered here? Write to [email protected]. A person from our team in Skopje replies, Monday to Friday, 09:00–17:00 CET.
Which reports are included?
All 14 reports are in every package, and each shows the data of the modules you have: maintenance history, cost per kilometre, fuel consumption and charging per vehicle need the modules of Professional or Business, and tachograph violations reads HR Hero timesheets. Scheduled report e-mails are part of Professional and Business.
Can we export reports to Excel?
Yes. Every report exports to Excel (XLSX), CSV and PDF, with the columns you chose.
Can we send reports to customers or an outside accountant?
Not from Fleet Hero: reports and schedules e-mail only colleagues with a user account in your company. You can download the PDF or the Excel file and pass it on yourself.
Can we create our own report types?
You set the timeframe, the filters each report offers and its columns, but you cannot design new report types. We can quote a new one as custom work, at €55 per hour.
Where do the fuel figures come from?
The vehicle summary uses the engine's fuel counter, the fuel rate or the tank level, whichever the tracker sends, and names the source, or says why there is none. The fuel consumption report uses the fill-ups you record.
Can a report arrive every Monday morning?
Yes. Choose weekly, Monday and a time on the company clock, with a rolling timeframe such as last week. If it falls in quiet hours or on a holiday, the e-mail goes when they end.
See your fleet in a report
See the vehicle summary, the exports and the schedules in a demo.