Vehicle odometer
The platform keeps a verified odometer for each vehicle from trusted readings, such as the odometer photo taken at a refuel, and adds GPS distance on top to estimate the current mileage. Suspicious jumps wait for a supervisor's review instead of changing the vehicle.
Overview#
Each vehicle has a verified odometer: the last reading the platform trusts, with when it was taken and where it came from. Its estimated odometer is the verified reading plus the GPS distance reported since then, in whole kilometres; a vehicle with no verified odometer has no estimate. The estimate is used internally and is not shown on any screen. Maintenance due points are measured against the estimated odometer; see Vehicle maintenance status. A Driver App or photo reading that goes backwards is refused, and one that jumps too far ahead goes to the Odometer Review Queue.
Odometer fields#
The Odometer & GPS card of the vehicle's detail page shows:
| Field (UI label) | What it holds |
|---|---|
| Current odometer | The vehicle's latest odometer value, as entered on the vehicle form or set by its last verified reading |
| Verified odometer | The last trusted reading |
| Verified at | When that reading was taken |
| Verification source | Where it came from: Refuel OCR, Work Order OCR or Manual |
Where readings come from#
| Source | How the reading arrives |
|---|---|
| Refuel OCR | The odometer value a driver submits with a refuel in the Driver App, or a reading read from the refuel's odometer photo or confirmed in OCR review |
| Work Order OCR | The odometer at service recorded on a work order created in the Driver App, or read from its photo or confirmed in OCR review |
| Manual | The odometer entered when a vehicle is created or updated through the platform's API |
Rules for a new reading#
These rules apply to Driver App and photo readings. An odometer written through the API is stored as the verified odometer directly, without these checks.
- Backwards: a reading lower than the verified odometer is refused and changes nothing. A Driver App order is still created, with a warning that the odometer was not applied.
- Too far ahead: a reading more than 500 km, or more than 10% of the estimated odometer if that is larger, above the estimated odometer goes to review and does not change the vehicle. For example, with an estimated 50,000 km the limit is 55,000 km. The Driver App order is still created, with the warning "Reading flagged for supervisor review.".
- Otherwise: the reading becomes the verified odometer and the current odometer, and the GPS distance since verification goes back to zero.
- A newly verified reading recalculates the vehicle's active maintenance items straight away.
GPS distance since verification#
- Providers that report distance driven add it to the vehicle's GPS distance since its last verified reading; the estimated odometer rises by the same amount.
- Only positive distances are added, and a GPS sync that is fetched again does not add the same distance twice.
- The next verified Driver App or photo reading replaces the estimate and starts the GPS distance from zero again.
- A vehicle whose consumption-norm history has a gap on the sync date gets no GPS distance for that sync.
- Which providers report distance is listed in GPS providers.
Odometer Review Queue#
The Odometer Review menu opens the Odometer Review Queue: the company's readings flagged as too far ahead, newest first.
- Each row shows the vehicle, the submitted value, the previous verified value, the difference, the source, Captured At, Submitted At, the driver and, when there is one, the odometer photo.
- Everyone who can review readings receives an "Odometer Reading Flagged" notification when a reading is queued.
| Action (UI label) | What it does |
|---|---|
| Approve | Applies the submitted value as the verified odometer. Refused if a newer reading has since raised the verified odometer above it |
| Reject | Discards the reading, with an optional reason, confirmed with Confirm Reject. The vehicle is unchanged, and the driver who took the reading gets an "Odometer Reading Rejected" notification |
| Fix & Apply | Applies a corrected value instead, confirmed with Apply Correction. The value must be above the current verified odometer |
Each review is recorded in the audit log, and a reading can be resolved only once.
Permissions#
| Action | Tenant Owner | Tenant Admin | Tenant Supervisor | Tenant Accountant |
|---|---|---|---|---|
| Review flagged readings | Yes | Yes | Yes | No |
| Edit the current odometer on the vehicle form | Yes | Yes | No | No |