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Trucks & trailers

Your trucks and trailers, their documents, IFTA details, odometer, maintenance and work orders.

Add or update a truck

On the "Trucks" tab click "+ Add truck", or "Update details" on a truck’s card. Fill in:

  • "Unit number" (required), "Year", "Make & model", "VIN" and "Plate".
  • "Odometer (miles)".
  • "Annual inspection due", "Registration expires" and "Insurance expires".
  • The IFTA details (see below) and "Fuel type".
  • "Fuel card number (last 4 digits)": only the last 4 digits are kept, never the full card number. They match fuel card files (Settings → Import from a spreadsheet) to this truck.

Click "Save". You need the "Dispatch and assign loads" or "Settings, integrations and billing" permission to add or change units. On the Solo plan you can have up to 2 trucks; the owner can switch to Fleet on the billing screen to add more.

IFTA details

Only IFTA-qualified trucks go in the IFTA report. Enter "Axles" and "Gross vehicle weight rating (lbs)". Under "IFTA-qualified" choose:

  • "Suggested: yes at 3+ axles or over 26,000 lbs" to let Tovarlo decide from the axles and weight,
  • "Yes, include it in IFTA", or
  • "No, leave it out of IFTA".

The card shows "Qualified" or "Not in IFTA" with the reason, for example "Axles and weight not entered yet". A straight truck that sometimes pulls a trailer can be marked qualified. IFTA is worked out separately for each fuel type. See /help/ifta.

Odometer

The card shows the truck’s odometer. When a load is marked delivered, its miles are added to the truck. You can correct the reading any time with "Update details". Drivers also enter odometer readings in the driver app, which keep IFTA miles accurate. Maintenance due by miles uses this odometer.

Trailers

On the "Trailers" tab click "+ Add trailer" and enter the "Trailer number", "Type", "Length", "Plate", "VIN", "Registration expires", "Insurance expires" and "Annual inspection due".

When you assign a driver to a load, Tovarlo picks a free trailer of the type the load needs. The load panel warns you if the trailer you picked is a different type.

Shop, maintenance and work orders

  • "Send to shop" marks a truck in the shop, so it can’t be put on a load. "Return to service" brings it back. A truck on a load can go to the shop after delivery.
  • "Add maintenance" sets a service that repeats every so many miles or months. "Log service" records one that was done.
  • "Work order" opens a work order for the truck or trailer. The "Work orders" tab lists them.

Each truck’s card shows its maintenance and "Service history". See /help/compliance for the details.

Archiving a unit

Click "Archive" on a truck or trailer you no longer run. A unit on a dispatched or in-transit load can be archived only after delivery. Its past loads, fuel and service records are kept.

Page checked on November 7, 2026.