Your Vehicles list is the working register of every vehicle on your account — fleet, hire stock, dealer stock or customer vehicles you manage. This guide covers how to find a specific vehicle, build a quick list of anything that needs tax or MOT attention, and export the list to a spreadsheet. None of this costs a credit: searching, filtering and exporting are all free and unlimited.
What is the Vehicles list for?
The Vehicles list is where every vehicle you've added lives. Each row shows the name, registration (VRM), year, make, model, colour, fuel type, current mileage and a status badge. It's the starting point for everything you do against a vehicle — running an inspection, raising a rental agreement, or checking MOT history — and it's also a quick way to pull a fleet summary for reporting, insurance renewals or sharing with a colleague.
If you haven't added any vehicles yet, you'll see an empty list with an Add vehicle button. Adding one only needs the registration, a display name and (optionally) the mileage — the rest is pulled from DVLA and MOT records automatically. See adding and managing a vehicle for the full walkthrough.
How do I find a vehicle?
There are three ways, depending on how much you already know:
- Search the list. Type into the search box at the top of the Vehicles list. It matches on the name and the registration, so a partial reg or a name like "van 12" will narrow the rows down instantly.
- Use the global search. Wherever you are in the app, the search at the top of the screen finds vehicles by registration or name, so you can jump straight to a record without going to the Vehicles list first.
- Filter the list. Open the filters and narrow by make, fuel type, registered date, or whether the vehicle needs attention (see below). Filters stack, so you can combine them — for example, all diesel Fords registered before a certain date.
Once you've found the vehicle, open it to view its details, gallery, rental defaults and MOT history, or to edit it.
What can I filter the list by?
The Vehicles list has four filters you can combine:
- Make — choose from the makes actually present in your fleet (the list is built from your own vehicles, so you won't see makes you don't own).
- Fuel — petrol, diesel, electric, hybrid and the other DVLA fuel types.
- Registered between — a from/until date range based on each vehicle's first registration date. Handy for grouping by age band, finding vehicles approaching a fleet-replacement age, or pulling everything registered in a particular year.
- MOT / tax due or expired — a single toggle that surfaces anything needing attention (covered in the next question).
Filtering narrows the list and the export together, so whatever's on screen is what feeds the export.
How do I see what needs attention?
Turn on the MOT / tax due or expired filter. It shows any vehicle whose MOT or tax falls due within the next 30 days, plus anything already overdue. That gives you a clean, prioritised list of vehicles to book in — ideal at the start of a week or month.
You'll also see this surfaced on individual records: a vehicle with tax or MOT due or expired carries a status badge on the list and inside the record. The tax and MOT dates behind this come from the DVLA and MOT data pulled in when you add a vehicle by registration, and they refresh when you re-pull that data on the record — so the working list stays current without any manual upkeep. Because these checks are free, you can refresh a vehicle's data as often as you like.
Can I export my fleet?
Yes, and there are two ways to do it:
- Export the filtered list. Use the Export button at the top of the Vehicles list to export everything currently showing. Apply your filters first (make, fuel, registered date, needs-attention) and the export matches the on-screen list — no need to tick anything.
- Export a hand-picked selection. Tick the checkboxes on the left of the rows you want — pick individual rows, or use the header checkbox to select everything on the current view — then open the bulk actions and choose Export to export just those rows.
Either way, you'll be able to pick which columns to include before the file is generated. The export downloads as a spreadsheet named with the date, so a file pulled today is easy to identify later. The file can include name, VRM, body type, make, model, year, colour, fuel, transmission, VIN, engine number, mileage, first-registered, MOT due, tax due, service due and more.
A few practical notes:
- Filter first. The quickest route is to filter the list, then hit Export — for example, just the vehicles due an MOT this month, or just your diesel vans.
- Exporting is free. Like searching and filtering, it doesn't use a credit. Only signing off an inspection report and signing a rental agreement use credits — see understanding credits.
- Common uses. Fleet summaries for insurance renewals, an asset list for your accountant, a tax/MOT diary for the coming month, or simply sharing a snapshot of your fleet with a colleague or client.
What if a vehicle's details look wrong on the list?
The make, model, colour, fuel and tax/MOT dates come from DVLA and MOT records, pulled automatically when the vehicle is added by registration. If something looks off, open the vehicle and refresh its data to re-pull the latest — this is free and can be done any time. You can also edit fields manually on the record (for example, transmission, which DVLA doesn't supply). If the registration itself was entered incorrectly, correct it on the record so the data re-syncs against the right vehicle.
What if a vehicle is missing from the list?
If you can't find a vehicle, first clear any active filters — a make, fuel or date filter (or the needs-attention toggle) may be hiding it. If it's genuinely not there, it hasn't been added yet: use Add vehicle and enter the registration. If you belong to more than one company, also check you're working in the right one — the Vehicles list only shows vehicles for the company you're currently in. You can move between them with the company switcher.
Can I delete a vehicle from the list?
Yes, but be careful. Deleting a vehicle also deletes every inspection report and rental agreement linked to it — including their photos, signatures and signed PDF copies — and this cannot be undone. You'll be warned and asked to confirm before anything is removed. If you simply want to take a vehicle out of regular use without losing its history, it's usually better to leave it on file rather than delete it. You can delete a single vehicle from its row, or several at once via the bulk actions.
Does any of this cost a credit?
No. Finding, searching, filtering, viewing, editing and exporting vehicles are all free and unlimited, as are the DVLA and MOT lookups that keep their details current. Credits are only ever used for two things: signing off an inspection report and signing a rental agreement (about £1 each). New accounts also start with around 10 free welcome credits. For the full picture of what's paid and what's free, see understanding credits.