Aligning Shop Work Orders with Utilization Reports
Monthly maintenance rollups fail quietly when shop software labels a vehicle "Unit 7" while telematics lists a VIN fragment. The charts look fine; the totals do not tie to either system.
Step 1: Build a crosswalk table once
We ask clients for a single spreadsheet mapping dispatch IDs, shop IDs, license plates, and telematics device IDs. One row per physical vehicle. Yard administrators usually have this in a binder; digitizing it prevents repeated manual fixes.
Step 2: Standardize date boundaries
Shop systems often close work orders on invoice date while telematics runs on UTC midnight. We align to KST business days and document any orders spanning month-end so finance knows which cycle owns the cost.
Step 3: Validate with one known week
Before the first full monthly report, we pick a week the fleet manager remembers—major repair, holiday shutdown, or storm response—and verify totals manually. Discrepancies found here are cheaper than board-meeting surprises.
Need help reconciling your shop export? Our on-site audit includes a crosswalk template you keep after we leave.