You Can’t Afford to Miss an Inspection, Now You Don’t Have To!

There’s a moment every fleet manager dreads. 

You get the call: a regulator is on-site, asking for inspection records from three months ago. You’re in the middle of a job, your team’s scattered across sites, and suddenly your day shifts from productive to panicked. 

You hope someone filed it right. You hope the inspection got done the way it was supposed to and you’re not about to eat a fine, or worse, pull a vehicle off the road. 

We built Service Plan Checklists in Rapid Fleet for exactly this moment. 

The Inspection Problem No One Talks About 

Most teams don’t have an inspection problem, until they do. 

Inspections are often managed with paper forms, shared folders, or good intentions. But even the best mechanics can miss a step when there’s no standard process. And even organized shops lose track of records when someone is out sick, leaves the shop, or filing systems get sloppy. 

The result? Inconsistent inspections, incomplete documentation, and no clear trail when you need to prove what happened, and when. 

We’ve seen this lead to: 

• DOT audit failures 

• Insurance claim delays 

• Arguments with customers 

• Resale value hits due to poor records 
  

A Simple Fix That Fits Your Workflow  

We built our Service Plan Checklists for real shops doing real work, to address everything from warranty to DOT inspections, and everything in between. Here’s what it unlocks: 

Prove compliance at a moment’s notice 

Digitally capture required inspections so you’re ready when a regulator, OEM, insurer, or client comes calling. No more lost forms. No more “we think it got done.” 

 Standardize inspections across your shop

Whether you’ve got one mechanic or twenty, this helps everyone follow the same steps, every time. That means fewer mistakes, less rework, and tighter operations. 

Adapt checklists for any piece of equipment

Every fleet is different. Customize inspections based on federal/state requirements, internal processes, insurance policies, or unique jobs. One size doesn’t fit all, and it shouldn’t have to.

Certify inspections have been completed, giving operators and mechanics confidence that requirements were met before closing a work order. 

Service Plan Checklists are functional, and that’s the point. With this new workflow, you can: 

• Create reusable inspection templates (with required notes, steps, or photos). 

• Attach them to service plans, so they trigger at the right time. 

• Ensure they’re completed before a work order can be closed. 

• Access a full inspection history from anywhere, anytime. 

Now, you don't need to wing it or chase down paperwork. This wasn’t built in a vacuum. We talked to shop managers who juggle dozens of active jobs. Fleet leads who manage compliance across states. Mechanics who know what needs checking but appreciate a reminder to do it every time.  

Now they can. So can you. 

Get Set Up Today  

If you’re already using Rapid Fleet, you can start building inspection checklists today. It’s just a few clicks to: 

• Add your standard steps 

• Attach them to equipment types or service intervals 

• Go hands-off and let the system handle the rest 

Need help setting it up? Our team’s ready, contact us today!