Case Studies

The challenge: Running in circles across multiple locations

Creative MultiCare operates more than 560 vehicles and specialized equipment across Georgia and Florida. As they added new locations, each with its own existing processes and tools, the fleet team was spending too much time reconciling systems instead of managing assets.

Paper flowed between shops and accounting, fuel cards got lost or lingered with former employees, and leaders lacked a single view across sites.

The Fragmentation Problem:

• Maintenance, parts, fuel and work orders lived in different systems, with manual handoffs between technicians and accounting
• Physical fuel cards followed people, not vehicles, and were hard to collect during turnover
• No shared visibility between locations, limiting resource sharing and benchmarking
• Technicians spent hours on forms and clipboards instead of repairs

The Real Cost: Manual reconciliation consumed 15+ hours weekly, emergency repairs spiked when PM schedules slipped, and onboarding newly acquired shops took months, not weeks.

Every day, receipts were lost. We’d wait for paper from field offices, and sometimes it just never showed up. We had no accurate way to track spend or detect fraud until it was too late. David Bernier, Fleet Manager

The solution: One platform, every location, total control

Creative MultiCare standardized on Fleetio for fleet maintenance and inventory management and paired it with Car IQ for secure, cardless fuel payments and pre-transaction validation. The goal was to create a single source of truth that gives local shops autonomy while enforcing global standards.

Standardize workflows technicians actually use

• One mobile app to start jobs, log time, scan parts and complete inspections — no clipboards, no re-entry
• Barcode scanning deducts parts from inventory in real time, eliminating year-end surprises
• Digital inspections and accident reports flow from the field to the shop and accounting

With Fleetio, having it all in one system, a technician's able to start a job, log into a job, scan the barcodes on the parts that he's using for the job and for those to automatically be taken out of inventory. David Bernier, Fleet Manager

Eliminate cards and stop fuel fraud before it starts

• Car IQ turns each vehicle into its own payment method — no cards or PINs to lose or share
• Transactions are validated using real-time vehicle data, GPS and fuel level, preventing fraud before authorization and verifying afterwards
• Fuel data flows directly into Fleetio’s total cost reports — no double entry, no confusion

Now, that cost of gas goes directly to the vehicle. It’s automatic. No more manual tracking or guesswork. David Bernier, Fleet Manager

Give leaders true cross-location visibility

• Fleet-wide dashboards show PM status, cost per mile, fuel anomalies and trends for Georgia and Florida in the same view
• As new locations come online, Fleetio maintains site-level control while HQ keeps visibility and standards
• Reporting supports CSV/Excel exports, and the team even received custom reports from Fleetio when needed

Fleetio gave us clarity. Everyone from the tech to the accountant sees the same data in real time. David Bernier, Fleet Manager

Keep rollout simple

• Drivers used a texted link to download the Car IQ app, select their vehicle and start fueling
• Tablets in the shop let technicians clock in/out of jobs and update work orders digitally

Proof points: measurable control at scale

• Real-time maintenance clarity: What took days of entry and emails now appears instantly across locations.
• Inventory accuracy on a $250,000 stock: Barcode scanning and automatic deductions align counts with reality.
• Fuel accountability without cards: Real-time validation and post-transaction verification stop misuse early and reconcile instantly.
• PM reliability, fewer emergencies: Automated schedules surface upcoming work so shops act before failures.
• Cross-shop consistency: New acquisitions onboard in weeks with a repeatable playbook; leadership tracks adoption from day one.

If we don't stay organized, if we don't stay on top of the services, we don't know when services are coming in… we'd have to wash our hands and call it quits. So yes, Fleetio is definitely one of our major tools. I think probably one the best tools that we have. Randy Smith, Fleet Maintenance Manager

Immediate wins

• 15+ hours/week saved on manual reconciliation
• Thousands recovered through cardless, validated fuel transactions
• Zero year-end inventory discrepancies thanks to barcode tracking

Long-term transformation

• Seamless growth: new locations onboard in weeks, not months
• Cross-location visibility: Georgia and Florida run from the same source of truth
• Confident decisions: replacement timing and TCO grounded in complete, trusted numbers
• Team empowerment: technicians manage the entire workflow from their phones

The bigger picture: Built for multi-site success

Creative MultiCare's transformation demonstrates what's possible when multi-location fleets move from fragmented systems to unified operations. Their success proves that:

• You can maintain local flexibility while enforcing global standards — each site operates efficiently while following consistent processes
• Growth doesn't mean growing complexity — adding locations becomes plug-and-play rather than painful integration
• Visibility drives accountability — when everyone sees the same data, performance improves naturally

Key takeaways for multi-location fleet leaders

If your fleet struggles with:

• Different systems at different locations
• No visibility into total operational costs
• Hours wasted reconciling disconnected data
• Inability to benchmark performance across sites

Fleetio delivers:

• One platform connecting every location, team, and asset
• Real-time visibility into maintenance, fuel, and operations
• Mobile-first workflows that standardize without slowing down
• Scalable infrastructure that grows with your fleet