PROPOSED PROJECT
Fleet Service Planner
Give fleet managers a service calendar built from mileage records, workshop records, manufacturer service schedules, and vehicle bookings. Extract service history, flag missing records, and propose workshop slots that managers can review alongside vehicle availability.
Monday, planned.
One workshop bay
Known vehicle bookings and bay capacity checked. Nothing booked until the manager approves.
Existing delivery booking: 08:00–12:00
A service date needs
more than a mileage number.
For a fictional three-van fleet, V-014 has 49,700 km recorded and a 450 km route planned for Tuesday 6 October 2026. Its supplied example schedule sets the next mileage service at 50,000 km, so Monday 09:00–11:00 is proposed. V-027 has a calendar service due on 6 October and a Monday delivery from 08:00–12:00, so Monday 13:00–15:00 is proposed. V-031 is held for review because its service history is missing. The workshop has one bay.
WHAT IS USUALLY DONE
A fleet coordinator checks mileage sheets, service invoices, and vehicle bookings separately. A van can appear free on a calendar even though it is assigned to a route, while a missing service invoice may be mistaken for work that never happened.
WHAT SOVRUN CAN DO FOR YOU
Sovrun would build a service planning view that combines verified vehicle records, manufacturer schedules supplied by the fleet, and current bookings. AI extracts service dates and mileage from workshop records for review. Rules flag upcoming service and missing information, then propose available workshop slots. Managers can see why each suggestion was made and approve it before any booking or work order is sent.
Three vehicles.
Three different decisions.
The proposed plan keeps recorded mileage separate from expected route mileage and explains why a van should be scheduled, moved around a booking, or left for staff review.
Before Tuesday’s route.
- Recorded mileage
- 49,700 km
- Supplied service point
- 50,000 km
- Distance remaining
- 300 km
- Planned Tuesday route
- 450 km
The planned route would put the vehicle 150 km past the example service point. Propose Monday 09:00–11:00.
After the delivery.
- Recorded mileage
- 39,900 km
- Calendar service due
- 6 Oct 2026
- Monday delivery
- 08:00–12:00
- Proposed service
- 13:00–15:00
The bay is also free at 13:00. Recheck both calendars before confirmation.
Ask before scheduling.
No verified last-service date or mileage. A reliable next-service calculation is not available.
Request the missing record and confirm the applicable schedule. No due date, slot, or “safe to drive” conclusion is invented.
A calendar with
its reasons attached.
A proposed first build covers one fleet list, its service records, and one workshop calendar. The manager receives a usable plan and a clear list of records to resolve.
Bay 1
- 09:00–11:00
- V-014
- 13:00–15:00
- V-027
- Overlapping jobs
- None
- Booking status
- Not confirmed
V-014
- Slot
- Mon 09:00–11:00
- Reading
- 49,700 km
- Schedule point
- 50,000 km
- Approval
- Manager review
V-031
No slot proposed until the records are checked.
How we’d make it happen.
Reconcile the vehicle history
Match invoices and odometer readings to the correct vehicle. Keep source dates and flag conflicting or missing records before calculating what comes next.
Check service needs and availability
Apply the supplied schedule and distinguish current mileage from planned route estimates. Find slots that fit the job length, workshop capacity, and vehicle bookings.
Approve and recheck the plan
Show the evidence and proposed times to the manager. Recheck bookings immediately before confirming a slot, then send an approved work order and retain the decision record.
Where AI helps
Document models extract vehicle IDs, service dates, and odometer readings from supplied records. We compare extracted fields with the original pages and route uncertain matches to staff. Service rules and booking conflicts are checked in code. Planned mileage is shown as an estimate, never as an actual odometer reading.
What people approve
The fleet manager verifies the applicable service schedule, mileage, invoice matches, workshop capacity, and vehicle availability. Maintenance staff decide the work required. Missing history stays unresolved; the system does not infer that a vehicle is safe to keep operating or book a slot without approval.
What we’d need to start
- Vehicle IDs, recent odometer readings, and supplied manufacturer service schedules
- Workshop invoices and confirmed service history
- Vehicle bookings, expected route mileage, workshop capacity, and approval owners
How we’d test it
Test overdue source dates, missing history, an invoice assigned to the wrong van, duplicate readings, changed route mileage, and conflicting bookings. Reject overlapping workshop slots and recheck a newly added vehicle booking before confirmation. Track planning time and appointment changes in a trial without promising fewer breakdowns.
Prepared for Automotive & mobility. We would agree on the work after reviewing your brief, materials, and requirements.
This is a proposed project, not completed client work. The visuals and numbers show example outputs, not measured results.
