The vehicle profile: six tabs, editing, and retiring a vehicle

What the vehicle profile is

The vehicle profile is the single-vehicle detail view that opens on top of the Fleet slider whenever you click a vehicle. It is where every fact and every piece of history Verinode has read in for that one truck, van, or trailer lives in one place: its identifying details, its service history, its compliance events, its assigned driver, its recurring costs, and its accident record.

Verinode does not manage your fleet for you. It reads the vehicle you added or that flowed in from a forwarded document, and the maintenance, compliance, and cost records you or your team logged against it, and lays them out here so a question like "when did we last service Truck 4" or "who's driving Van 2" has one obvious answer. You decide what to edit, who to assign, and when a vehicle is done.

Where to find it

Open Fleet from the sidebar at iq.verinode.ai/fleet. The vehicle profile is not a page of its own, it opens as a modal on top of whichever Fleet tab you're viewing. Every row that names a vehicle opens it:

• A row in the Roster tab.
• A service record in the Maintenance tab.
• A compliance event in the Compliance tab.
• An accident in the Accidents tab.

However you get there, you land in the same profile for that vehicle. See The Fleet section for how Roster, Maintenance, Compliance, Insurance, Drivers, Accidents, and Costs fit together, and The Roster tab for the table this profile drills into most often.

The header

At the top of the profile, above the tabs, three things are always visible:

• The vehicle's name and identity line. The name you gave it (for example "Truck 4") as the modal title, with a small line above it reading the vehicle's type and ownership, for example "Service Truck · Owned." Under the name, a line joins year, make, and model into one string ("2021 Ford Transit"), or reads "Year / make / model not captured" if none of the three are on file. When a VIN or a license plate is on record, they're appended to that same line, for example "· VIN 1FTBW3XM0MKA12345 · plate ABC-1234 (OH)."
• A status badge, top right: Active, In Repair, Retired, Sold, or Totaled. Active reads in green, In Repair in amber, Retired and Sold in a neutral gray, Totaled in red.
• An Edit button, top right beside the badge. This is the only way into edit mode, described below.

Below that, a row of four stat tiles gives you the numbers you'd want before opening any tab:

• Mileage. The current odometer reading on file, for example "84,210 mi." Reads a dash if no mileage has been captured. This is the same figure the Roster table shows, and the same one a logged service record's odometer reading can push forward automatically (a higher mileage reading always wins, whichever tab it was logged from).
• Age. The vehicle's age in years, calculated from its model year against the current year (for example a 2021 vehicle reads "5 yr"). Reads a dash if no year is on file.
• 12mo service. The total dollar cost of every maintenance record logged against this vehicle in the trailing twelve months, formatted as a dollar figure ($89, $1.2k, $2.4M as it grows, a dash if nothing was spent). Underneath, a small line counts how many service records make up that total, for example "3 records."
• Next due. The date of the vehicle's nearest open compliance event, that is, the soonest Scheduled or Overdue item across DOT inspections, registration renewals, safety inspections, emissions tests, IFTA filings, IRP renewals, and insurance card renewals. Underneath, the event type it belongs to (for example "Registration Renewal"). If there is no open compliance event, the tile reads a dash with "No open events" underneath.

The six tabs

Beneath the header sits a row of six tabs: Overview, Maintenance, Compliance, Driver, Costs, Accidents. Every tab after Overview carries a small count badge when it has open or logged items: Maintenance shows the number of service records, Compliance shows the number of open (Scheduled or Overdue) events, Driver shows 1 when a primary driver is assigned and nothing when one isn't, Costs shows the number of vehicle-scoped recurring costs, and Accidents shows the number of accidents on file. Every list in these tabs is filtered to this one vehicle only, nothing fleet-wide leaks in.

Overview

Overview is the profile's default tab and its read-only facts panel. In view mode it lays out:

• Status and Condition (New, Good, Fair, Needs Repair, or Retired).
• VIN and Plate (plate shown with its state or province in parentheses when known).
• DOT number and GVWR (gross vehicle weight rating, in pounds, if captured).
• Purchase date, Purchase price, and Mileage at purchase, the odometer reading recorded when the vehicle was added.

Any field without a value on file reads a dash rather than being hidden, so you can see at a glance what's still missing from this vehicle's profile. Below the grid, a Notes block appears only when you've written something there, and if the vehicle has an active commercial auto policy on file, a small panel reads its policy number, renewal date, and annual premium, for example "POL-88213 · renews Sep 15, 2026 · $4.2k/yr." That's a read from the fleet-wide Insurance tab, surfaced here because it applies to this vehicle; see Insurance for the policy itself.

Maintenance

A reverse-chronological list of every service record logged against this vehicle: newest first. Each row shows a service-type pill (Oil Change, Tire Replacement, Brake Service, Transmission, Battery, Annual Inspection, DOT Inspection, Collision Repair, Mechanical Repair, Detailing, or a custom label for Other), the service date and the odometer reading at the time of service if one was captured, any notes you added, and the cost, right-aligned.

Above the list, a line of context reads the count, for example "3 service records for this vehicle" (singular when there's exactly one). A + Log Service pill opens the same Log Service modal used from the fleet-wide Maintenance tab, pre-filled to this vehicle so you don't have to re-pick it.

Empty state: "No service history for this vehicle yet." See Maintenance for how the Log Service form works and how Verinode reads your logged dates back as a maintenance rhythm across the whole fleet.

Compliance

A list of every compliance event tied to this vehicle: DOT inspections, registration renewals, safety inspections, emissions tests, IFTA filings, IRP renewals, insurance card renewals, or a custom Other label. Sorted by next-due date. Each row shows the event type as a pill, the event's label, who's responsible (or "Responsible party not captured"), when it was last completed if ever, and on the right, its due date and how many days out that is, "in 12d" or "9d ago." An event whose due date has already passed shows in Ember Red; one due within 30 days shows in Hard Hat Yellow; anything further out or already completed reads in the normal foreground color.

Open (Scheduled or Overdue) events carry a Mark done button. Clicking it records today as the completion date. What happens next depends on whether the event repeats:

• If the event has a recurrence interval, marking it done rolls the due date forward by that many months and the event stays Scheduled, ready for its next cycle.
• If it's a one-time event, marking it done sets its status to Completed and it drops out of the open count (but stays visible in the list as history).

Above the list, a + Add Event pill opens the compliance form pre-filled to this vehicle.

Empty state: "No compliance events on this vehicle yet." See Compliance for the fleet-wide read and how overdue counts roll up into the Take Action row.

Driver

Shows the vehicle's assigned primary driver, if one has been set. When no driver is assigned, the tab reads: "No primary driver assigned. Set one from the Overview tab." (Assignment itself happens through Edit mode, described below, not from this tab.)

When a driver is assigned, the tab shows their name as a headline, then two fact grids:

• License, Class, MVR status. License shows the last four digits on file with the issuing state in parentheses (for example "··4821 (OH)"), never the full number. Class reads CDL-A, CDL-B, Regular, or Motorcycle. MVR status (motor vehicle record) reads Clean, Minor Violation, Major Violation, Suspended, or Not Checked.
• License expires, MVR last pulled, Medical card expires. Each a date, or a dash if not captured.

Below the grids, a one-line read of license status: "Licence expires in 42d," "Licence expired 6d ago," or "Licence expiry not captured." It highlights in red once expired, in amber inside a 45-day window, and in the normal foreground color otherwise. This is the same signal that drives the compliance alerts on the fleet-wide Drivers tab, just scoped to whoever is behind the wheel of this one vehicle.

Costs

Every vehicle-scoped recurring cost attached to this vehicle: fuel, vehicle lease, vehicle loan, parking, tolls, or a custom Other type. Each row shows the cost type as a pill, any notes, the date it started ("since Jan 1, 2026") if on file, and the monthly amount, right-aligned. Above the list, when at least one cost exists, a bold total reads the combined monthly figure for this vehicle, for example "$612/mo." A + Add Cost pill opens the cost form pre-filled to this vehicle.

Empty state: "No vehicle-scoped recurring costs yet. (Fleet-wide costs live in the slider's Costs tab.)" That parenthetical matters: a cost that applies to the whole fleet (a shared fuel card, say) is entered without a vehicle attached and only shows up in the fleet-wide Recurring costs tab, not here.

Accidents

Every accident logged against this vehicle, newest first. Each row shows the incident date, its severity (Minor, Moderate, Major, Total Loss) with an "· injury" tag if injuries were involved, a description and location if captured, whether the vehicle was At fault, Not at fault, or Fault undetermined (colored red, neutral, or muted respectively), and the claim amount with its claim status underneath (Not Filed, Pending, Open, Settled, Denied).

Above the list, when at least one accident falls inside the trailing 36 months, a summary line reads the count and how many were at-fault, for example "36mo: 3 total / 1 at-fault." That rolling window is what a broker or an insurer will ask about at renewal, so it's surfaced here rather than left for you to count by hand. A + Log Accident pill opens the accident form pre-filled to this vehicle.

Empty state: "No accidents logged for this vehicle."

Editing the vehicle

Click Edit, top right of the header, to switch the Overview tab into an edit form. Editing only touches the Overview tab; the other five tabs stay read-only lists with their own Add buttons, since a service record, compliance event, driver assignment history, cost, or accident is logged as its own entry rather than edited as a field on the vehicle itself. Once you're editing, the profile won't close on an accidental backdrop click, so you don't lose a half-finished edit.

The edit form gives you:

• Status, a dropdown: Active, In Repair, Retired, Sold, Totaled.
• Condition, a dropdown: New, Good, Fair, Needs Repair, Retired.
• Current mileage, a number field.
• Plate and State, the license plate and its issuing state or province, uppercased automatically.
• Primary driver, a dropdown of your active team members (departed members are excluded), each shown by name with their role appended when one is on file, for example "Jordan Reyes, Crew Lead." Choosing "No primary driver assigned" clears the assignment.
• Notes, a free-text field.

Click Save to write the changes, or Cancel to discard them and revert to view mode. While saving, the button reads "Saving…" and the form locks. The only validation is on mileage: it must be a non-negative number, or you'll see "Mileage must be a non-negative number." and the save won't go through until it's fixed.

Assigning a primary driver

The Primary driver dropdown on the edit form is the only place a vehicle's driver assignment changes. Pick a team member and Save, and that person becomes the vehicle's driver of record everywhere else in the profile: the Driver tab reads their license and MVR facts, and the fleet-wide Drivers tab reflects the assignment. If the team member you need isn't in the list, they've likely been marked departed, or haven't been added as a team member yet.

Marking a compliance event complete

From the Compliance tab, clicking Mark done on any open event records the current date as its completion date and, for events with a recurrence interval, immediately computes the next due date that many months out and keeps the event scheduled for its next cycle. A one-time event instead moves to Completed and drops off the open count on the header's Next due tile and the tab's badge. This is the fastest way to clear a DOT inspection or registration renewal the moment it's actually done, rather than waiting to re-enter it as a new event.

Retiring a vehicle

Retiring is how you take a vehicle out of active service, whether it was sold, scrapped, or totaled, without losing its history. To retire a vehicle:

1. 1Click Edit on the vehicle profile.
2. 2In the footer, click Retire vehicle…. A confirmation panel expands explaining what retiring does.
3. 3Click Confirm retire.

Retiring marks the vehicle as deleted and sets its status to Retired. It drops off the active Roster list and out of any "active vehicle" tiles elsewhere in Fleet, but nothing about its history is deleted: every maintenance record, compliance event, accident, and recurring cost logged against it stays attached and stays visible if you ever need to look it up. Use this when a vehicle is sold or scrapped and won't be coming back into service.

If you'd rather just record that a vehicle is temporarily off the road, set Status to In Repair instead of retiring it; retiring is meant for vehicles leaving the fleet for good.

Best-practice example

Say a broker is quoting your commercial auto renewal and asks for the accident history on one specific truck. Open Fleet → Roster, click that vehicle's row to open its profile, and go straight to the Accidents tab. The 36-month at-fault summary at the top gives the broker's headline number immediately, and each row underneath has the date, severity, and claim status they'll want to back it up, without you having to cross-reference the fleet-wide Accidents tab and filter it down yourself.

Related reading

• The Fleet section: your vehicle footprint at a glance: how Roster, Maintenance, Compliance, Insurance, Drivers, Accidents, and Costs fit together around this profile.
• The Roster tab: every vehicle on file: the table this profile opens from most often.
• Adding a vehicle to your fleet: how a vehicle lands on the roster in the first place.
• Maintenance: logging service history and reading your rhythm: the fleet-wide version of this profile's Maintenance tab.
• Drivers: license expiry and MVR compliance: the fleet-wide version of this profile's Driver tab.
• Insurance: tracking your commercial auto policy and renewal: where the active policy shown on Overview comes from.
• Recurring costs: fuel, leases, parking and tolls: the fleet-wide costs list this profile's vehicle-scoped Costs tab sits alongside.
• Understanding your margin: how vehicle costs roll into what you keep.

Data sources