Vehicle & Fleet Management — 3Bids Screen Flows

Step 1 — Fleet Overview

Fleet Overview

9:41

Fleet

Total Vehicles

Active on Road

Maintenance Due

12,480

Miles This Month

Search vehicles…

All

Active

Maintenance

Idle

2023 Ford Transit

OH · GKJ 4821

ACTIVE

2022 Ram 1500

OH · BXM 7734

ACTIVE

2021 Chevy Silverado

OH · FNR 2390

MAINT

2024 Mercedes Sprinter

OH · ALT 5519

IDLE

FleetOverviewScreen, VehicleGridCard

useQuery(api.fleet.vehicleQueries.listVehicles)

Step 2 — Vehicle Detail

Vehicle Detail

9:41

Vehicle Detail

2023 Ford Transit

Cargo Van · White

ACTIVE

Vehicle Info

VIN1FTBW2CM5NKA…

License PlateOH · GKJ 4821

Odometer34,218 mi

Year / Make / Model2023 Ford Transit

ColorOxford White

Assigned Driver

Marcus Williams

Lead Technician

Insurance

CURRENT

ProviderState Farm

Policy #SF-448291…

ExpiresAug 15, 2026

Maintenance

Oil Change Due

In 820 miles

View Full History

Fuel Summary

18.4

Avg MPG

$842

This Month

VehicleDetailScreen, InfoRow, DriverCard

useQuery(api.fleet.vehicleQueries.getVehicle, { vehicleId })

Step 3 — Add Vehicle

Add Vehicle

9:41

Add Vehicle

Upload Vehicle Photo

Year

Make

Model

VIN

License Plate

Color

Insurance Info

Provider

Policy #

Expires

Registration Document

Upload Registration

Assign Driver

AddVehicleScreen, PhotoUploader, InputGroup

useMutation(api.fleet.vehicleMutations.createVehicle)

Step 4 — Maintenance Log

Maintenance Log

9:41

Maintenance

Transit

Ram 1500

Silverado

Next Service Due

Oil Change — in 820 miles

~2 weeks at current pace

Schedule

Service History

Oil & Filter Change

Full synthetic 5W-30, new filter, topped off fluids

Feb 10, 2026 31,420 mi $89

Tire Rotation & Balance

Rotated all four, balanced, pressure checked

Jan 18, 2026 29,850 mi $65

Brake Pads Replaced

Front pads replaced, rotors resurfaced

Dec 5, 2025 27,100 mi $340

Battery Replaced

New AGM battery installed, terminals cleaned

Oct 20, 2025 24,600 mi $210

MaintenanceLogScreen, TimelineItem, NextServiceCard

useQuery(api.fleet.maintenanceQueries.listRecords, { vehicleId })

Step 5 — Fuel Tracking

Fuel Tracking

9:41

Fuel Tracking

Transit

Ram 1500

All

Fuel Efficiency

30 DAYS

18.4

avg MPG

+1.2 vs last month

Jan 25 Feb 24

$842

Fuel This Month

246 gal

Gallons Used

Recent Fill-ups

Sheetz — Akron

Feb 22 · 18.2 gal · $62.40

$3.43/gal

GetGo — Cuyahoga Falls

Feb 18 · 16.8 gal · $57.12

$3.40/gal

Marathon — Hudson

Feb 14 · 17.5 gal · $61.25

$3.50/gal

BP — Stow

Feb 10 · 15.9 gal · $55.65

$3.50/gal

FuelTrackingScreen, FuelEfficiencyChart, FillUpRow

useQuery(api.fleet.fuelQueries.listEntries, { vehicleId })

Step 6 — Trip Log

Trip Log

9:41

Trip Log

Feb 1 – Feb 24, 2026

Total Trips

4,218 mi

Total Distance

Recent Trips

1847 Merriman Rd → 422 E Market St

Feb 24 · 12.4 mi · 28 min

Marcus W.Job #3841

Office → 2291 Portage Trail

Feb 23 · 8.7 mi · 19 min

Marcus W.Job #3839

Supply run — Home Depot Akron

Feb 22 · 6.2 mi · 14 min

Marcus W.NO JOB

1204 W Exchange → 580 Grant St

Feb 21 · 15.1 mi · 33 min

Marcus W.Job #3835

TripLogScreen, TripCard, MileageDeductionBanner

useQuery(api.fleet.tripQueries.listTrips, { vehicleId, dateRange })

Step 7 — Insurance & Registration

Insurance & Registration

9:41

Documents

1 Document Expiring Soon

Silverado inspection expires in 12 days

2023 Ford Transit

Insurance Certificate

State Farm · Exp Aug 15, 2026

CURRENT

Registration

State of Ohio · Exp Nov 30, 2026

CURRENT

Inspection

Ohio E-Check · Exp Jan 10, 2027

CURRENT

2021 Chevy Silverado

Insurance Certificate

Progressive · Exp Jun 22, 2026

CURRENT

Registration

State of Ohio · Exp Sep 15, 2026

CURRENT

Inspection

Ohio E-Check · Exp Mar 8, 2026

12 DAYS

Alert Preferences

30-day expiration warning

Weekly digest email

InsuranceRegistrationScreen, DocumentCard, ExpirationBadge

useQuery(api.fleet.documentQueries.listDocuments, { contractorId })

Step 8 — Fleet Reports

Fleet Reports

9:41

Fleet Reports

Week

Month

Quarter

Year

Total Fleet Cost

$4,286

-8% vs last month

Cost Breakdown

Fuel

$2,164

Maintenance

$1,204

Insurance

$918

Fuel

Maint

Ins

Cost per Vehicle

Ford Transit$1,412

Ram 1500$1,098

Silverado$986

Sprinter$790

Mileage Report

12,480

Total Miles

$8,736

Tax Deduction

Export Fleet Report

FleetReportsScreen, CostBreakdownChart, VehicleCostRow

useQuery(api.fleet.reportQueries.getFleetReport, { period })

Data Architecture

Convex Queries

vehicleQueries.listVehicles — fleet list with status filter
vehicleQueries.getVehicle — full vehicle detail by ID
vehicleQueries.getFleetStats — KPI counts & totals
maintenanceQueries.listRecords — service history by vehicle
maintenanceQueries.getNextService — next due service alert
fuelQueries.listEntries — fill-up history by vehicle
fuelQueries.getEfficiency — MPG chart data over time
fuelQueries.getMonthlySummary — cost & gallons totals
tripQueries.listTrips — trip log with date range
tripQueries.getMileageDeduction — IRS rate × miles
documentQueries.listDocuments — insurance/reg/inspection docs
documentQueries.getExpiringDocs — upcoming expirations
reportQueries.getFleetReport — cost breakdown by period
reportQueries.getCostPerVehicle — ranked vehicle costs

Convex Mutations

vehicleMutations.createVehicle — add new vehicle to fleet
vehicleMutations.updateVehicle — edit vehicle details
vehicleMutations.archiveVehicle — soft-delete from fleet
vehicleMutations.assignDriver — link team member to vehicle
maintenanceMutations.addRecord — log service entry
maintenanceMutations.scheduleService — set next due date
fuelMutations.addEntry — log fuel fill-up
tripMutations.addTrip — manual trip entry
tripMutations.linkJob — associate trip with job
documentMutations.uploadDocument — add insurance/reg file
documentMutations.updateExpiry — set expiration date
documentMutations.setAlertPrefs — toggle notification rules

Key Tables

vehicles — year, make, model, VIN, plate, color, status, driverId
maintenanceRecords — vehicleId, serviceType, description, cost, mileage, date
fuelEntries — vehicleId, gallons, cost, station, mileage, date
tripLog — vehicleId, startAddr, endAddr, distance, duration, driverId, jobId
vehicleDocuments — vehicleId, docType, fileUrl, expiresAt, status
vehicleInsurance — vehicleId, provider, policyNum, expiresAt

Components & Hooks

FleetOverviewScreen — grid of vehicles + KPI stats
VehicleDetailScreen — full vehicle info & summaries
AddVehicleScreen — multi-section create form
MaintenanceLogScreen — timeline of service records
FuelTrackingScreen — efficiency chart + fill-up list
TripLogScreen — trip cards + mileage deduction
InsuranceRegistrationScreen — doc cards per vehicle
FleetReportsScreen — cost breakdown & per-vehicle bars
VehicleGridCard — thumbnail + name + plate + badge
TimelineItem — icon + content + connecting line
FuelEfficiencyChart — bar chart of MPG over time
useFleet() — fleet stats + vehicle list
useVehicle(vehicleId) — single vehicle detail + related

Convex Queries

Convex Mutations

Key Tables

Components & Hooks

Fleet Command Center