Exporting fleet reports to PDF and CSV

This article shows you how to export the fleet overview report as a PDF or CSV file, what each format contains, and when to choose one over the other.

The fleet overview report can be downloaded in two formats. Both use the same underlying report and honor the same optional date range, and both require the View reports permission (reports:view-all), granted to FleetManager and SystemAdmin by default.

Exporting the report

1. Open the fleet overview report.
2. Set the start and end dates you want, or leave them empty to use the default last 30 days.
3. Choose Export to PDF or Export to CSV.
4. Your browser downloads a file named fleet-report-<timestamp> with the matching extension, where the timestamp is the generation date and time in UTC (for example fleet-report-20260706-141530.csv).

Note: The date range you apply to the report is carried straight into the export — the file reflects exactly the period shown on screen.

What the CSV contains

The CSV is organized into labeled blocks so it is easy to parse or pivot in a spreadsheet:

• Header — report title, generation timestamp (UTC), and the reporting period.
• Summary — total, active, and inactive vehicles; average utilization; total, completed, and cancelled bookings; cancellation rate; average duration; total mileage; and total cost.
• Vehicle inventory — one row per vehicle: ID, brand, model, license plate, pool, status, current odometer, and annual mileage allowance.
• Vehicle utilization — one row per active vehicle: vehicle ID, license plate, brand, model, utilization percentage, current odometer, and annual allowance.

Text fields that contain commas or quotation marks are safely quoted, so the file opens cleanly in Excel, LibreOffice, or any spreadsheet tool. The CSV is the format to choose when you want to filter, sort, pivot, or archive the raw numbers.

What the PDF contains

The PDF is a compact, human-readable summary rather than a full row-by-row listing. It presents the report title, generation timestamp and period, the fleet summary (total and active vehicles, average utilization), the booking statistics (total, completed, cancelled, cancellation rate, average duration, total mileage), and the cost summary (total cost, average cost per booking, average cost per kilometer). Choose the PDF when you need a tidy one-page overview to attach to an email or bring to a meeting.

Choosing a format

Tip: There is no scheduled or emailed delivery of these files — exports are generated on demand. If you need a recurring record, export on your own cadence (for example on the first of each month) and store the files where your team keeps its reports.

Related

• The fleet overview report and what it includes
• Filtering reports and dashboards by date, company, and vehicle
• KPI and metric definitions
• Refreshing dashboards and choosing the lookback window