Capital Fleet Tracker — Owner's Guide
Everything you can do, and everything the platform can do for you — across the mobile app, the website, and the behind-the-scenes system. Written in plain English. Use the button below to save or print it as a PDF.
Tags:
Owner only the account owner
Admin platform admin (you)
AI powered by Claude AI
Web on the website
Soon coming / gated
1 · Getting started
The fastest path from empty account to a fully tracked fleet.
Quick-start checklistA four-step onboarding: add your first vehicle, confirm its part conditions, log the current reading, then explore. Guided coach-marks pop up on key screens and can be replayed anytime from Tips.
Add vehicles one at a time, or import a whole fleet Web AIAdd assets individually in the app, or upload a spreadsheet on the website — AI maps your columns, validates every row, and flags problems before anything is created.
Free for up to 1 vehicleStart with no card. Fluids & mileage tracking is free for every vehicle; the paid plan adds predictive maintenance, parts, alerts, and reports.
Tips & concepts hubBuilt-in explainers for every core idea — predicting part wear, confirming conditions once, miles vs. engine hours, smart alerts, DVIR, recalls, QR codes, and more.
2 · Vehicles & assets
Track anything with a maintenance schedule — cars, trucks, 18-wheelers, trailers, boats, motorcycles, ATVs, RVs, construction & lawn equipment, generators, forklifts, and more.
Add a vehicle or piece of equipment AIRegister any asset, choose mileage- or engine-hour tracking, and add a VIN — the AI decode reads it back and sets the vehicle type. AI then tailors the parts list to that exact vehicle (e.g. no oil changes on EVs, glow plugs on diesels).
Vehicle profileOne screen per asset: live health, open recalls, inspection status, parts, service history, expenses, documents, and compliance — all in tabs.
Edit details & statusChange specs, nickname, duty level (affects wear predictions), climate zone, assigned driver, and operational status (Active / Inactive / Sold / Totaled / Out of Service).
Update mileage / engine hoursLog the current reading to a permanent history. The system recalculates wear on every part and flags what's due. It warns on backward or unusually large jumps.
Read-only mileage logA tamper-proof record of every reading — who logged it, when, and the change since last time.
Printable QR code per vehicleGenerate a QR sticker that opens the asset's profile when scanned — in the app, or on the website if there's no app.
Trailers as their own asset classTrack semi and utility trailers, with free allocations as your fleet grows (1 free semi-trailer per 18-wheeler, 1 free regular trailer per hitch-capable vehicle).
3 · Maintenance, parts & predictions
The core of the platform: predict failures before they happen and keep a complete service record.
Confirm part conditions onceWhen you add a vehicle, set each part to New / Light / Normal / Worn / Due / Unsure. The app keeps estimates honest by hiding wear percentages until you confirm.
Predictive wear trackingEvery part shows a live wear percentage, miles/hours remaining, and a color-coded status (Overdue / Urgent / Caution / OK), recalculated each time you log a reading.
Add custom partsTrack anything not in the pre-loaded catalog — aftermarket items, specialized tools — with its own expected life and current wear.
Modifications & add-onsRecord a lift kit, plow, liftgate, upfit or new attachment on the vehicle's page and we add the upkeep that comes with it.
Log a service recordRecord any repair: date, mileage, parts replaced, labor hours, mechanic, costs, payment method, invoice number, notes, and receipt photos.
Read receipts with AI AISnap a photo of an invoice and AI extracts the vendor, date, total, tax, labor, and line items (with brands and part numbers) — straight into your expense record.
Close alerts & flag non-applicable partsMark a part serviced to close its alert (logged with date, your name, and notes), or flag a part that doesn't belong on this vehicle so it stops being tracked.
4 · Alerts, recalls & inspections
Fleet-wide alertsEvery part across every vehicle at or past your warning threshold, grouped safety-critical first, then by wear level.
Automatic safety recallsEach road vehicle is checked against the NHTSA recall database when you add it, then on the 1st of each month. Matching is by year, make and model — hour-metered equipment isn't covered. Acknowledge and close open campaigns one at a time.
Daily inspections (DVIR)File federal pre-trip inspections (49 CFR 396.11): brakes, steering, lights, tires, coupling, wheels, emergency equipment, and more. Drivers can file these too.
Renewal & expiry remindersPush reminders at 30 / 14 / 7 / 1 days before registration, insurance, and inspection expirations — plus expiry alerts on documents and inventory.
5 · Documents & compliance
Compliance vaultStore inspection certs, permits, and registrations with expiry dates and at-a-glance "expiring / expired" indicators.
Document storageKeep titles, registration, insurance, warranties, manuals, and receipts per vehicle. 25 GB free per paid subscription; photos in the app, PDFs on the web.
6 · Expenses, finances & reports
Per-vehicle & fleet expensesTrack repairs, fuel, insurance, taxes per vehicle — plus fleet-wide costs like bulk supplies, office supplies, tools, and hardware. Attach receipts to any entry.
Office & supplies trackingTrack supplies, tools, hardware and every receipt in one place. Included on every plan — there is no fleet size to reach first.
Spending summaryAll costs in one view: total spend, breakdown by category, and per-vehicle totals.
Fleet health & cost reportA snapshot of the whole fleet: vehicles, tracked parts, overdue parts, parts due soon, services logged, and total maintenance cost.
AI vehicle health report AIA plain-language, Claude-written summary for any vehicle, on demand (4 per vehicle per month).
Company finances Web OwnerHigher-level financial dashboard with expense and payout reports.
7 · Inventory, tools & supplies
Track tools, parts & suppliesLog items with serial numbers, condition (Good / Needs Service / Out), assigned operator, and warranty/next-check dates, grouped by category.
Scan a shelf with AI AIPhotograph a shelf of tools or parts and the system helps catalog multiple items at once.
Print QR labelsGenerate a QR label per item to stick on tools for instant lookup.
PricingFirst 100 items free, then small per-block pricing — and equipment gets 25 free slots for every 10 vehicles you track.
8 · Staff, drivers & permissions Owner
Invite staff & build subgroupsInvite by email and organize people into role-based subgroups. Control exactly what each group sees: service history, inventory, expenses, documents, finances.
Assign assetsAssign specific vehicles or equipment to each person, so they only see what's theirs.
Driver portalDrivers log in to see just their assigned assets and do the two things they need: update mileage and file daily inspections.
Crew toolsDay check-in/out with store numbers and manager names, and pre-trip checklists for machines, supplies, and fluids (white-label crews).
Staff invoicesEmployees submit invoices for work they've done; you approve, pay, or reject. First 100 staff seats are free, then $10 per 100.
9 · Team chat
Built-in messagingA company-wide channel (you + all staff), per-role channels, hand-picked groups, and 1:1 direct messages — in both the app and the website.
Broadcast mode & attachmentsDesignate who can post (announcement-only channels), share images and PDFs, and get push notifications on new messages.
Owner moderationDelete any message, and removed staff are automatically purged from every channel. Turn the whole system on/off in Settings.
10 · Mechanics, sharing & estimates
Find a mechanicBrowse the network of partner shops by location or name on a map, and connect using their code for a customer discount.
Share your fleetGive a mechanic view access to your vehicles and maintenance data with their referral code — revoke anytime.
Mechanic notes & proposed mileageMechanics leave notes on shared vehicles (you see them read-only) and can propose mileage updates for you to approve.
Estimates inboxReview repair estimates with line items and totals, then accept or decline.
11 · Fuel, maps & location
Cheapest fuel finder SoonFind the lowest local fuel prices by ZIP and fuel type (regular, mid, premium, diesel), then navigate via Google Maps.
Fleet mapAn interactive map of your vehicles, mechanic shops, fuel stations, or work sites.
GPS tracking SoonOptional add-on ($6.99/vehicle/mo) for real-time location, route history, geofencing, and trip reports. Rolling out per platform.
12 · Billing, pricing & plans
Simple per-vehicle pricingCars & trucks from $1.99/mo, with lower rates for EVs, boats, and 10-packs for economy vehicles and equipment. Monthly, quarterly (~10% off), 6-month (~15% off), or annual (~30% off).
Automatic volume discounts5% at 10 vehicles, 10% at 50, 12% at 100, 15% at 150 — applied automatically, no negotiation.
International pricingLocal pricing bands by region (e.g. a flat lower rate across Latin America), charged in USD and displayed in local currency.
Card payments with StripeCheck out securely with Stripe: card on file, billed automatically each period, receipt by email.
Add-onsGPS, extra storage, inventory blocks, driver seats, vehicle-history reports, and a branded app — turn on only what you need.
13 · Partners & referrals
Referral codesEvery partner, mechanic, influencer, or owner code records who referred a customer and what discount/revenue-share applies.
Partner dashboard & payoutsPartners track customers they brought in, direct + multi-tier override earnings, and set their payout details.
Mechanic network & marketplace splitA curated mechanic directory, plus a revenue-split model (locked 1% platform / 3% referring-partner cuts) on in-app payments.
14 · Admin controls — what you can do Admin
Reachable from the website Admin hub (admin.html).
Overview & exportOne printable page of all referral codes (with a description of each), users by role, partner applications, fleet-discount requests, and tester signups — with Print, CSV, and JSON export.
Referral code managerCreate, edit, enable/disable, hide, or delete codes; set revenue share, discounts, caps, expiry, and customer perks; assign login roles (mechanic / partner / admin).
Pricing controlEdit base prices by tier and cycle, manage per-region pricing/currency/FX, and add-on prices — live, without a deploy.
Approvals & queuesApprove/decline partner applications and fleet-discount requests, audit fleet imports, and review tester signups.
Catalogs & dataBrowse every vehicle on the platform, manage the demo accounts, push app updates, and view company finances, app costs, and the investor report.
Roles & accessGrant admin, mechanic, partner, or GPS access; demo accounts are server-enforced read-only so they can't corrupt real data.
15 · The website
Marketing & conversionHome, How-it-works, Features, Pricing, 60+ industry pages, an ROI calculator, and a competitor comparison vs. Fleetio/Samsara/Motive/Verizon.
Full account portalEverything the app does, in the browser: dashboard, vehicles, alerts, calendar, service history, documents, expenses, inventory, sharing, settings, and team chat.
Portals for every roleDedicated mechanic, partner, and driver portals, plus fleet import and the full admin suite.
Tester programA complete beta-tester hub: signup, guide, FAQ, feedback, perks, and thank-you pages.
16 · What the system does automatically
Predicts & remindsRecalculates wear on every reading, generates monthly/quarterly AI reports, and sends renewal reminders without you lifting a finger.
Checks recalls at add and monthlyPulls NHTSA recalls for road vehicles by year, make and model, then again on the 1st of each month, and flags new campaigns. The companion app pulls CPSC product recalls separately.
Reads receipts & spreadsheets AIClaude extracts data from receipt photos and maps/validates fleet-import spreadsheets before anything is created.
Bills correctlyGroups your fleet by vehicle type and cycle, applies volume and regional pricing, and tracks partner payouts net of processing fees.
Sends push & emailMaintenance alerts, chat messages, DMV booking reminders, and home-maintenance digests — to every registered device, with dead tokens auto-pruned.
17 · Settings & help
PreferencesUnits (mi/km), currency, language (English, Spanish, French, Portuguese, Arabic, German), reminder cadence, report frequency, and wear threshold.
Priority supportSubmit a support ticket from the app and our team replies in the same thread, plus hands-on help finding the right part ($23.99/hr in the app, $20/hr on the web, prepaid in blocks).
Account & legalProfile, business details, profile photo, and access to Privacy, Terms, Liability, Data Usage, and account/data deletion.
Capital Fleet Tracker — predictive maintenance for every vehicle on the road. Generated as a living guide; reprint anytime as features grow.