ATLAS
Vehicle & Fleet Management

Manage your fleet of service vehicles, track maintenance, fuel, trips, insurance, and generate cost reports — all from one contractor hub.

1 Overview
2 Detail
3 Add
4 Maintenance
5 Fuel
6 Trips
7 Docs
8 Reports
9 Mileage
10 Orders
11 Vendors
1 Fleet
2 Ops
3 Mileage & Orders
4 Vendors
1 Fleet
2 Mileage & Orders
3 Vendors
Step 1 — Fleet Overview
Fleet Overview
9:41
Fleet
8
Total Vehicles
5
Active on Road
2
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
Insurance Info
Upload Registration
Add Vehicle

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
47
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 })

Step 9 — Mileage Tracking
Mileage Tracking
9:41
Mileage Tracking
18,420
Total Miles YTD
$12,894
Tax Deduction
$3,240
Fuel Cost YTD
89%
Business Use
Week
Month
Quarter
Year
Miles by Week
MAR 2026
Wk 1 Wk 2 Wk 3 Wk 4
By Vehicle
Ford Transit6,840 mi
Ram 15005,210 mi
Silverado3,890 mi
Sprinter2,480 mi
Export Mileage Report

FleetMileageScreen

useQuery(api.fleet.tripQueries.getMileageSummary, { period })

Step 10 — Material Orders
Material Orders
9:41
Material Orders
24
Total Orders
+3.2%
Variance
All
Ordered
Delivered
Reconciled
PO-3841
Home Depot · Mar 18
DELIVERED
5 items $842
PO-3839
Ferguson · Mar 14
ORDERED
3 items $1,240
PO-3835
Johnstone · Mar 8
RECONCILED
8 items $560
PO-3830
Home Depot · Mar 2
DISPUTED
2 items $310

MaterialOrdersScreen, MaterialOrderCard, MiniInsight

useQuery(api.fleet.queries.getMaterialOrders)

Order Detail
9:41
Order Details
PO-3841
Home Depot Pro
Mar 18, 2026
DELIVERED
Totals
Estimated$820.00
Order Total$842.00
Actual$842.00
+$22.00 (2.7%)
Price increase on copper fittings
Items (5)
3/4″ Copper elbows (x20)
$186.00
1/2″ Copper tees (x15)
$142.50
Solder & flux kit (x3)
$89.40
Pipe cutter (x1)
$64.00
1″ Copper pipe 10ft (x12)
$360.10
Delivery
1847 Merriman Rd, Akron, OH
Received by: Marcus Williams
Invoice
Invoice #INV-HD-44821-0318
Mar 18, 2026
Mark Reconciled
Dispute Order

OrderDetailScreen, Badge, InfoRow

useQuery(api.fleet.queries.getMaterialOrder, { orderId })

New Material Order
9:41
New Material Order
Order Info
Line Items
Add
Estimated Total
$328.50
Notes
Variance TrackingAfter delivery, update actual costs to track budget variance automatically.
Submit Order

NewMaterialOrderScreen, InputGroup

useMutation(api.fleet.mutations.createMaterialOrder)

Step 9 — Vendor Management
Vendor List
9:41
Vendors
Search vendors…
All
Active
Inactive
Track Your SuppliersManage vendor relationships, credit terms, and order history in one place.
Home Depot Pro
Acct #HD-44821 · Net 30
ACTIVE12 orders
Ferguson Supply
Acct #FRG-9912 · Net 45
ACTIVE8 orders
Johnstone Supply
Acct #JS-3301 · COD
ACTIVE5 orders
Lowe’s Pro
No account · Cash
INACTIVE2 orders

VendorsScreen, VendorCard

useQuery(api.fleet.queries.getVendors)

Add Vendor
9:41
Add Vendor
Vendor Information
Contact
Address
Terms
Notes
Only Name RequiredAll other fields are optional. Add details later as your vendor relationship grows.
Add Vendor

CreateVendorScreen, InputGroup

useMutation(api.fleet.mutations.createVendor)

Vendor Detail
9:41
Vendor Details
Home Depot Pro
Account: #HD-44821
ACTIVE
87
Score
12
Orders
$14,280
Total Spend
0
Errors
Contact
RepSarah Johnson
Phone(330) 555-4821
Emailsarah@homedepot.com
Address1500 Howe Ave, Akron, OH 44313
Terms
Credit TermsNet 30
Credit Limit$25,000
Recent Orders
PO-3841 — Copper fittings
Mar 18 · $842
DELIVERED
PO-3839 — PVC pipe bundle
Mar 14 · $1,240
IN TRANSIT
PO-3835 — Drywall sheets
Mar 8 · $560
DELIVERED
Notes
Preferred vendor for plumbing supplies. Ask for Sarah for contractor pricing discounts.
Delete Vendor

VendorDetailScreen, MaterialOrderCard

useQuery(api.fleet.queries.getVendor, { vendorId })

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
  • fleet.queries.getVendors — vendor list with status filter
  • fleet.queries.getVendor — single vendor detail by ID
  • fleet.queries.getMaterialOrders — orders by vendor/status filter
  • fleet.queries.getMaterialOrder — single order detail by ID
  • fleet.queries.getMaterialVariance — variance % over period

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
  • fleet.mutations.createVendor — add new vendor/supplier
  • fleet.mutations.deleteVendor — remove vendor record
  • fleet.mutations.createMaterialOrder — new material order
  • fleet.mutations.updateMaterialOrderStatus — advance order status

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
  • vendors — name, accountNumber, repName, repEmail, repPhone, status, creditTerms, creditLimit, notes
  • jobMaterialOrders — vendorId, jobId, items, status, total, deliveryDate

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
  • VendorsScreen — vendor list + search + filter
  • CreateVendorScreen — multi-section create form
  • VendorDetailScreen — vendor info + orders + score
  • VendorCard — icon + name + meta + badge
  • FleetMileageScreen — mileage summary + per-vehicle breakdown
  • MaterialOrdersScreen — order list + status filter
  • OrderDetailScreen — totals, items, delivery, invoice
  • NewMaterialOrderScreen — order creation form
  • MaterialOrderCard — PO + vendor + status + total
  • MiniInsight — stat pill with icon + label
Fleet & Vehicles
Fleet & Vehicles
9:41
Vehicle & Fleet
Fleet Summary
6
Vehicles
5
Active
Vehicles
2024 Ford F-150
GKJ 4821 • 32,450 mi
Active
2023 Ram ProMaster
KLP 9932 • 58,200 mi
Service Due
2022 Chevy Silverado
MNP 5567 • 71,800 mi
Active
Vehicle Detail — 2024 Ford F-150
32,450
Miles
Good
Condition
22.4
MPG
Next Service
Apr 15, 2026
Insurance
State Farm • Exp Dec 2026
Assigned To
Jake Martinez
Maintenance & Fuel
Maintenance & Fuel
9:41
Maintenance & Fuel
Maintenance Log
Oil Change
Feb 20 • F-150 • $85
Brake Pads
Feb 5 • Silverado • $340
Tire Rotation
Due Mar 20 • ProMaster
Fuel Tracking
$1,245
MTD Fuel
22.4
Avg MPG
-8%
vs Last Mo
Mileage & Material Orders
Mileage & Orders
9:41
Mileage & Orders
Mileage Summary
18,420
Miles YTD
$12,894
Tax Deduct
By Vehicle
Ford Transit
6,840 mi • 37%
Ram 1500
5,210 mi • 28%
Silverado
3,890 mi • 21%
Sprinter
2,480 mi • 13%
Material Orders
New
24
Orders
+3.2%
Variance
Recent Orders
PO-3841 — Copper fittings
Home Depot • Mar 18 • $842
Delivered
PO-3839 — PVC pipe bundle
Ferguson • Mar 14 • $1,240
Ordered
PO-3835 — Drywall sheets
Johnstone • Mar 8 • $560
Reconciled
PO-3830 — Electrical wire
Home Depot • Mar 2 • $310
Disputed
Vendor Management
Vendors — List & Detail
9:41
Vendors
Search vendors…
Vendors
4 total
Home Depot Pro
HD-44821 • Net 30
Active
Ferguson Supply
FRG-9912 • Net 45
Active
Johnstone Supply
JS-3301 • COD
Active
Lowe’s Pro
No account • Cash
Inactive
Vendor ScoringScores calculated from delivery time and error rate.
Home Depot Pro
Account: #HD-44821
Active
87
Score
12
Orders
$14,280
Total Spend
0
Errors
Rep
Sarah Johnson
Phone
(330) 555-4821
Credit Terms
Net 30 • $25,000 limit
Address
1500 Howe Ave, Akron, OH
Recent Orders
PO-3841 — Copper fittings
Mar 18 • $842
Delivered
PO-3839 — PVC pipe bundle
Mar 14 • $1,240
In Transit
PO-3835 — Drywall sheets
Mar 8 • $560
Delivered
Fleet Command Center
Fleet Command Center
https://app.3bids.io/contractor/fleet
3Bids
Fleet
Overview ⌘1
Vehicles ⌘2
Maintenance ⌘3
Fuel ⌘4
Trips ⌘5
Insurance ⌘6
Reports ⌘7
Vendors ⌘8
MK
Mike Kowalski
Contractor
Settings ⌘,

Fleet Command Center

6
Vehicles
$1,245
Fuel MTD
1
Service Due
22.4
Avg MPG
Vehicle List
2024 Ford F-150
GKJ 4821 • Active
2023 Ram ProMaster
KLP 9932 • Service Due
2022 Chevy Silverado
MNP 5567 • Active
Fleet Costs
Mileage Tracking & Material Orders
Mileage & Material Orders
https://app.3bids.io/contractor/fleet/orders
3Bids
Fleet
Overview ⌘1
Vehicles ⌘2
Maintenance ⌘3
Fuel ⌘4
Trips ⌘5
Mileage ⌘6
Orders ⌘7
Vendors ⌘8
MK
Mike Kowalski
Contractor
Settings ⌘,
Material Orders
24
Total Orders
+3.2%
Variance
18,420
Miles YTD
$12,894
Tax Deduction
All Orders
Search…
New Order
PO #
Vendor
Date
Items
Total
Status
PO-3841
Home Depot Pro
Mar 18
5
$842
Delivered
PO-3839
Ferguson Supply
Mar 14
3
$1,240
Ordered
PO-3835
Johnstone Supply
Mar 8
8
$560
Reconciled
PO-3830
Home Depot Pro
Mar 2
2
$310
Disputed
Vendor Management
Vendor Management
https://app.3bids.io/contractor/fleet/vendors
3Bids
Fleet
Overview ⌘1
Vehicles ⌘2
Maintenance ⌘3
Fuel ⌘4
Trips ⌘5
Insurance ⌘6
Reports ⌘7
Vendors ⌘8
MK
Mike Kowalski
Contractor
Settings ⌘,
Vendor Management
4
Total Vendors
3
Active
$32,480
Total Spend
27
Total Orders
All Vendors
Search…
Add Vendor
Vendor
Contact
Terms
Orders
Score
Status
Home Depot Pro
HD-44821
Sarah Johnson
(330) 555-4821
Net 30
12
87
Active
Ferguson Supply
FRG-9912
Tom Reynolds
(330) 555-9912
Net 45
8
79
Active
Johnstone Supply
JS-3301
Mike Chen
(330) 555-3301
COD
5
82
Active
Lowe’s Pro
No acct
—
—
Cash
2
N/A
Inactive

Status Flow

pending → active → completed

Key Design Decisions

Design Pattern
TODO: Add design decision