Odometer Overview & Manual Readings

The Odometer section provides a fleet-wide view of odometer (kilometre or hour) readings across all vehicles and assets.

It is used to:

• View the most recent odometer readings for your fleet
• Manually enter odometer readings
• Compare readings from different sources (GPS, Prestarts, Fuel, Services)
• Identify vehicles that may not have been updated recently
• Quickly access the record that set a reading

Understanding Latest vs Highest

The Odometer screen shows two important values for each vehicle: Latest and Highest.

Latest

The most recent reading by date. This is useful for checking when a vehicle was last updated and helps identify assets that may not be reporting data.

Highest

The largest odometer value recorded, regardless of date.

This is the value Gearbox uses to calculate the next due service.

A reading can be Latest without being Highest, and Highest without being Latest.

What the Odometer Table Shows

Each row in the table represents a vehicle. Readings are shown from multiple sources:

• Highest Km – The highest odometer reading recorded from any source
• Latest Km – The most recent odometer reading by date
• Odometer (Km) – Manual or GPS odometer entries
• Prestart – Odometer readings captured during driver prestart checks
• Fuel – Odometer readings captured from fuel receipts
• Service – Odometer recorded when a service is closed

Dates

The date shown under each reading is the date of the associated record. For Service, this is the service close date, as only closed services affect odometer totals.

Sorting & Visual Indicators

Sorting

By default, the table is sorted by Latest Km. This makes it easy to identify vehicles that haven’t been updated recently.

If you change the sort order, Gearbox will remember it until you log out or clear cookies.

Highlighting

The reading that sets the highest odometer value is shown in bold. Muted values indicate sources that did not set the highest reading.

Navigating to Source Records

The following fields are clickable and will take you directly to the relevant record:

• Fleet # → Vehicle edit page
• Highest Km → Record that set the highest reading
• Latest Km → Record that set the latest reading
• Odometer (Km) → Highest odometer entry
• Prestart → Highest prestart reading
• Fuel → Highest fuel reading
• Service → Highest service reading

All other fields are read-only.

The Odometer (Km) column is the only column that displays the origin of the reading (for example, GPS provider or manual entry).

Adding Odometer Readings

There are three ways to add odometer readings.

1. Quick Add (Single Vehicle – Latest Readings View)

Best for: One-off updates.

Click + Add Reading on the vehicle row. This is ideal when a driver provides a dashboard reading.

2. Add New

Best for: Detailed or backdated entries.

Click + Add New at the top left. This allows you to:

• Backdate readings
• Add notes
• Specify entry details

3. Bulk Import

Best for: Uploading multiple readings at once.

Click Import. This is used for spreadsheets or third-party reports.

Required fields:

• Fleet #
• Mileage (or Hours)
• Date