This feature is useful for companies that outsource or subcontract work to partner transport companies using Fleet Operator accounts.
What Does a Fleet Report Show?
A Fleet Report groups bookings by Fleet Operator.
For each Fleet Operator, the report can show information such as:
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Booking reference number
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Booking total
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Payment information
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Fleet Income for each booking
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Total Fleet Income
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Final Balance
The report can also be saved, exported or sent directly to the Fleet Operator by email.
Before Generating a Fleet Report
Bookings must be assigned to a Fleet Operator before they can appear in a Fleet Report.
Fleet Income should also be set on the booking.
Fleet Income is the amount your company will pay the Fleet Operator for completing the job.
It can be automatically calculated using the percentage configured for the Fleet Operator or entered manually when the booking is assigned.
For more information about assigning work to Fleet Operators, see Fleet Operator Accounts: Setup and Booking Workflow.
Generate a Fleet Report
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Sign in to the EasyTaxiOffice Dispatch Panel.
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Go to:
Reports → Fleet Report
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Select the filters you want to use.
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Set the required From and To dates.
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Click Generate Report.
EasyTaxiOffice will display the matching bookings grouped by Fleet Operator.
Fleet Report Filters
You can use the available filters to control which bookings are included.
Service
Select one or more service types.
If no service is selected, bookings from all services can be included.
Source
Use Source to limit the report to bookings received from a particular source or integration.
Leave this blank if you do not need to filter bookings by source.
Status
Select the booking statuses that should be included.
By default, Fleet Reports select:
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Completed
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No Show
You can change the selected statuses or remove the Status filter to include other booking statuses.
Important: This filter uses the booking's normal Status, not its separate Fleet status.
For example, a Fleet Operator may have selected Mark fleet job as completed, but this does not automatically change the main booking status to Completed.
If the booking itself is still Active, On Route or another status, it will not appear when the Fleet Report is filtered only to Completed and No Show.
Fleet Operator
Use the Fleet Operator filter to select one or more partner companies.
If you select a particular Fleet Operator, only bookings currently assigned to that Fleet Operator will be included.
If no Fleet Operator is selected, the report can include bookings assigned to all Fleet Operators that match the other filters.
Bookings without a Fleet Operator assignment are not included in a Fleet Report.
From and To Dates
Use From and To to define the reporting period.
You can select the date and time for both values.
Date Type
The Date Type determines which booking date is used when applying the From and To filters.
Available options include:
Pickup Date/Time
Filters bookings according to the scheduled pickup date and time.
This is the default option and is normally the most useful when preparing a report for work carried out during a particular period.
Created Date
Filters bookings according to when they were created in EasyTaxiOffice.
Modified Date
Where available, this can be used to filter bookings according to when they were last modified.
Understanding the Fleet Report
Each Fleet Operator included in the report has a separate section.
The Fleet Operator's name and configured Fleet Income percentage are displayed at the top.
The report then lists the bookings associated with that Fleet Operator.
| Column | Description |
|---|---|
| Reference Number | The booking reference. Click it to open the booking. |
| Total | The booking total. |
| Company Take | Payment transactions and their payment statuses associated with the booking. |
| Fleet Income | The amount assigned to the Fleet Operator for that booking. |
Totals are displayed at the bottom of the section.
How Fleet Income Is Calculated
Fleet Reports use the Fleet Income stored on each booking.
The report does not recalculate Fleet Income when you generate it.
For example:
A booking has:
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Booking value: £100
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Fleet Income percentage: 20%
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Fleet Income stored on the booking: £20
The Fleet Report will show:
Fleet Income: £20
If an administrator manually changes the booking's Fleet Income to £25, the report will show £25.
This allows manually agreed rates to be reflected correctly in the report.
Fleet Income Percentage Shown on the Report
The report also displays:
Fleet income set to X%
This shows the percentage configured for the Fleet Operator.
However, the Fleet Income shown against each booking comes from the amount already stored on that booking.
This means older bookings may not always match the Fleet Operator's current percentage.
Example
A Fleet Operator previously had a Fleet Income rate of 15%.
A booking was created and its Fleet Income was calculated as £30.
Later, the Fleet Operator's percentage was changed to 20%.
A newly generated report may display:
Fleet income set to 20%
while the older booking still correctly shows:
Fleet Income: £30
Changing the Fleet Operator's percentage does not automatically recalculate Fleet Income on existing bookings.
Understanding Final Balance
At the bottom of each Fleet Operator section, EasyTaxiOffice displays the Final Balance.
For example:
Final Balance: Company will pay Fleet Operator £250
The Final Balance is based on the total Fleet Income included in the report.
Payment transactions shown under Company Take do not reduce the Fleet Income or change this Final Balance.
The Fleet Report should therefore be used primarily to review the Fleet Operator's allocated income rather than as a full payment reconciliation statement.
Save a Fleet Report
After generating a report, you can save it for future reference.
Select Save Report and enter a report name when requested.
Saved Fleet Reports can later be accessed from the saved reports list.
A saved report acts as a historical snapshot of the report data at the time it was saved.
This is useful when preparing weekly or monthly Fleet Operator statements because later booking changes will not automatically rebuild the previously saved report.
Send a Fleet Report by Email
A Fleet Report can be sent directly to a Fleet Operator if an email address is available on their account.
You can:
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Send the report to an individual Fleet Operator.
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Send reports to all Fleet Operators included in the generated report.
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Save the report and send it.
Each Fleet Operator receives only the report relating to their own bookings.
The email is sent using the language configured for the recipient's account where available.
Export a Fleet Report
Fleet Reports can be exported for accounting, record keeping or sharing outside EasyTaxiOffice.
Available formats include:
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XLSX
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XLS
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PDF
You can export:
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An individual Fleet Operator's report.
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All Fleet Operators included in the report.
When several Fleet Operators are exported to Excel, each Fleet Operator is placed on a separate worksheet.
The exported and emailed versions focus primarily on the booking reference and Fleet Income. The report displayed inside EasyTaxiOffice may contain additional booking total and payment information.
Example
Your company assigns several airport transfers to a partner Fleet Operator.
During October, the partner completes five jobs with the following Fleet Income:
| Booking | Fleet Income |
|---|---|
| ETO-1001 | £40 |
| ETO-1002 | £35 |
| ETO-1003 | £50 |
| ETO-1004 | £45 |
| ETO-1005 | £30 |
| Total | £200 |
To prepare the report:
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Go to Reports → Fleet Report.
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Select the Fleet Operator.
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Select Completed as the booking status.
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Set the From and To dates for October.
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Leave Pickup Date/Time as the Date Type.
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Click Generate Report.
The report will show the five bookings and a total Fleet Income of £200.
The Final Balance will indicate that the company should pay the Fleet Operator £200.
A Fleet Booking Is Missing From the Report
If you expect a booking to appear but cannot see it, check the following.
Check the Fleet Operator
Open the booking and make sure it is currently assigned to the correct Fleet Operator.
Check the Booking Status
Remember that the Fleet Report uses the main booking Status.
Fleet completed work is a separate Fleet status and does not automatically mark the booking itself as Completed.
If necessary, change the Fleet Report Status filter to include the booking's current status.
Check the Date Range
Make sure the booking falls inside the selected From and To dates.
Also check the selected Date Type.
A booking may fall outside the report when filtering by Created Date even though its Pickup Date is within the required period.
Check Fleet Income
Open the booking and confirm that the correct Fleet Income has been entered.
The Fleet Report uses the Fleet Income stored on the booking.
Related Articles
You may also find the following EasyTaxiOffice Knowledge Base articles useful:
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Fleet Operator Accounts: Setup and Booking Workflow
Learn how to create Fleet Operator accounts, configure what partner companies can see, assign bookings, manage Fleet statuses and track Fleet Operator activity. -
Driver Report
Learn how to generate reports for individual or multiple drivers, review Driver Income and filter jobs by driver, status, service and date. -
Payment Report
Learn how to review booking payments and generate reports using payment method, payment status, booking status, service and date filters. -
Booking Export
Learn how to filter and export booking lists for a selected period and control which booking information is included in the exported file.