Fleet Comments

Comments help drivers and fleet reviewers discuss submitted records without losing context. Comments are useful communication tool during intermittent stages of pending review or after rejection.

Where comments are used

Comments are attached to fleet-submitted records, such as:

• Submitted trips.
• Submitted expenses.
• Submitted maintenance records.

As the comment is tied to the record, reviewers can easily follow the conversation while checking the submitted details.

When to add a comment

Use comments when a submitted record needs more context, such as:

• Asking a driver to explain a trip route or purpose.
• Requesting a clearer receipt for an expense.
• Asking for corrected maintenance item details.
• Explaining why a record was rejected.
• Recording approval context for future references.

Find records with comments

Records with existing comments show a comment count in the record list or fleet inbox. Use the count to identify records with review history or open questions.

An example of comment workflow

1. A driver submits a trip, expense, or maintenance record to a fleet.
2. A reviewer opens the fleet inbox.
3. The reviewer adds a comment if the record needs clarification.
4. The driver updates the record and/or adds more context.
5. The reviewer approves or rejects the record when review is complete.

Good comment habits

Keep comments concise and specific. Mention the missing detail, correction needed, or decision made.

Examples:

• "Please attach the fuel receipt for this expense."
• "Can you confirm whether this trip was Business or Personal?"
• "Rejected until the maintenance item amounts match the invoice."
• "Approved. Receipt and vehicle match the submitted record."