The record that travels with the car.
Fleeter files workshop entries and sealed fleet snapshots by VIN when their filing checks pass. Each filed vehicle has a passport number of its own. Who held it, the work done on it and what its odometer read stay with the car through every holder, and every entry says who stands behind it.
Ask a simple question about a company car three years from now and you will usually get four answers from four systems, none of which can prove anything. The passport exists so that question has one answer, and so the answer survives the car changing hands.
- Service completed2 Aug 2026 · service_recordNorthline Automotive · 60,000 km · invoice hash recorded
- Assigned to a role6 Feb 2026 · assignmentWorks depot western · parks and maintenance run
- Registration renewed3 Jan 2026 · complianceACT · expires 3 Jan 2027
- Decision recorded18 Nov 2025 · decisionRetain to planned disposal · end value set · reasons recorded
- Acquired14 Mar 2023 · lifecyclePurchase · $58,420 confirmed · asset register import, hash recorded
- Acquired
- 14 Mar 2023
- Holding period
- 48 months
- Planned disposal
- 14 Mar 2027
- Odometer
- 61,284 km · 2 Aug 2026
- Last register update
- 11 Aug 2026
- Fleet manager
- the whole record
- Assigned driver
- their own vehicle and their own costs
- Workshop
- this job and this vehicle
- Supplier
- only the jobs it was invited to
- Auditor
- the record and its trail
Scoped to each reader’s verified sign in, audited on entry
The vehicle record inside the fleet that runs the car. The passport is the part of it that travels. Sample data, not a customer’s.
One record per vehicle, whoever holds it.
A fleet’s system keeps a fleet’s cars. The passport keeps the car, so its history does not end when the lease does.
- A number of its own
- Each filed vehicle gets one passport number, tied to its VIN and unique across everyone who writes to it. The same car arriving through a second fleet lands on the same record.
- Filed after the checks
- Confirmed workshop entries are filed by a usable VIN. Fleet snapshots are filed when the VIN and the holder can be established for that fleet at the sealing date. Missing details prevent filing, and practice workspaces do not publish. Records that meet those checks are filed without an opt-in.
- Who held it, and when
- Worked out from what the fleet already records: who owned it, which customer ran it, the lease it sat under, the drivers assigned to it. A novated or employee-owned car is held by the employee.
- Gaps said out loud
- When the record cannot tell who held the car for a stretch, or since when, it says so by name instead of guessing.
The people who keep the car running, not a data entry team.
A workshop is the only party who knows what was done to the car that day, so the workshop writes it, from the invoice it produces anyway. There is no approval step to wait on. The entry is checked instead, and the car’s holder is told it is there.
The interface as it is built. Sample data, not a customer’s.
Every entry says how far it can be trusted.
The passport never flattens evidence into one kind of tick. Three marks say how much checking sits behind a workshop’s entry, and the levels below them say so in words.
Verified
Checked by Fleeter. A workshop whose business and identity Fleeter has checked, its own invoice confirmed by a named person there who signed in.
Approved
Accepted by the fleet. A workshop the fleet approved, the job filed or confirmed by the fleet.
Declared
The workshop’s own record. For a registry entry, its ABN was checked. A guest sign-off can also carry this mark once the fleet accepts it.
Recorded by the fleet
The fleet’s own entry, with no workshop anybody has verified behind it. It carries no mark.
Seen in an advertisement
The odometer a seller listed the car at. The lowest level there is: someone stated it and nobody checked it.
Five checks, and a failed one is a flag, not a refusal.
Writing with no approval step only works if a wrong entry stands out. Every reader sees the flags beside the entry, with the reason.
- Who
- A workshop Fleeter verified, or an ABN the national register returns as active.
- Proof
- The workshop’s own invoice on file. Its fingerprint is kept, so the same invoice turning up on another car is caught.
- Presence
- Whether the car was booked in at that workshop, or arrived there.
- Cross-checks
- The odometer against every other reading of the car, including the vehicle’s own device; the same invoice turning up on another car; two workshops on one car on one day. An advertised odometer higher than a later workshop reading is flagged too: the odometer may have been wound back between sales.
- Patterns
- A workshop whose entries keep getting flagged is raised to Fleeter’s staff.
- Disputes
- Whoever holds the car can dispute an entry from a fixed list of reasons. It is marked, never removed, and the workshop sees that it was disputed, never by whom.
Nothing in the record is edited. Corrections are added.
The window decides when you read. It never decides what.
Each reader’s standing comes from their time with the car, and none of them is asked to trust the others.
- The holder
- Whoever holds the car now reads all of it, whoever wrote it.
- Past holders
- An organisation that held the car keeps the part from its own time, for good.
- Drivers
- A driver reads the part from their assignment, while they still drive the car.
- Workshops
- The car’s whole history while it is booked in with them and for thirty days after the job, then nothing more. A workshop always sees the entries it wrote, and any flag or dispute on them.
- Where the car is serviced stays private
- Only whoever holds or runs the car now, and the workshop itself, see which workshop did the work. Everyone else sees the date, the work and the odometer, so reading a car’s record again and again cannot tell anyone where it is.
- Sealed and checkable
- A fleet can seal the passport at any moment. The seal is a digital fingerprint of the exact text, so anyone handed a copy can check that not one character has changed.
A record of a vehicle, never of a person.
A record that follows a car for fifteen years must never become one that follows a person. So the things below are not hidden from readers. They are never written in.
- No people
- No driver, no name of anyone who serviced, read or confirmed anything. The passport names businesses and roles: a workshop, a service manager.
- No money
- No purchase price, lease terms, invoice amounts, service costs or FBT. One figure can appear, the car’s valuation, and only the fleet that sealed it, and customers that fleet shows vehicle money to, can see it.
- No customers
- A fleet’s car shows as “a fleet vehicle”. No customer name, contract number or the fleet’s own notes, which can name people.
- No places
- How far, never where. No route, position, address or garaged location.
The record is the thing the next owner is buying.
Two identical utes, same age, same kilometres. One arrives with every service checked against the workshop’s own invoice, every odometer reading with where it came from, and the gaps labelled where they exist. The other arrives with a logbook and a promise. They are not the same asset, and the market has always known it. What has been missing is a way to prove which one you are looking at.
The interface as it is built. Sample data, not a customer’s.
What is still being built.
Said here so nobody has to find out later.
- A public check
- Checking a car’s passport from its VIN, without an account.
- Sharing by the owner
- A link an owner sends a buyer, an insurer or a workshop.
- Financiers and car makers
- A financier will read for the life of the finance: its window is recorded, its way in is not open yet. A car maker will read for the warranty period, once warranty data and a way in exist.
- Registry checks
- Written-off and stolen checks, state history reports and the vehicle’s compliance record, each waiting on cost and terms.
See your own vehicles in it.
Bring a fuel card statement, or one VIN and a service history. We will build the record and show you what it already knows.