Case Studies

Ramos Oil is a California-based fuel distribution and transportation company that manages more than 200 commercial trucks, trailers and other fleet assets while delivering fuel across the state under some of the industry's most rigorous regulatory requirements.

When Jill Perry first joined Ramos Oil, she inherited disjointed maintenance processes that relied heavily on manual workflows. Asset inspections were tracked on a whiteboard inside the shop, while documentation was stapled together on paper, making it difficult to quickly locate records or verify maintenance history. Even generating reports from the company’s previous fleet management software required significant effort, limiting operational visibility for both Jill and company leadership. Today, as Fleet Administration Manager, she has a unique perspective on how far the organization’s fleet operations have evolved.

The system depended heavily on individuals remembering dates, manually updating schedules and catching errors before they became compliance issues. For a fleet operating commercial fuel assets in California, where inspection requirements and emissions regulations are especially demanding, that created unnecessary operational risk. It was clear something had to change.

Building a More Reliable Maintenance Operation

After evaluating several fleet management platforms, Ramos Oil selected Fleetio because it offered a simpler implementation process while preserving existing fleet and inventory data. Rather than rebuilding years of information from scratch, Jill imported vehicles, parts inventory and maintenance records into Fleetio, allowing the organization to transition quickly while immediately improving visibility.

”I had a couple of different companies do demos for me, and I loved Fleetio's the most. We brought it on in the beginning of 2020. It was fantastically easy for me to import over the vehicles, import over the parts. I mean, I didn't have to recreate the wheel, which was fantastic.” Jill Perry, Fleet Administration Manager

Over time, Ramos Oil expanded its use of the platform beyond maintenance tracking. Service programs, automated recurring maintenance schedules and custom fields allowed the team to track specialized tanker configurations, while Fleetio Go digitized inspections for technicians. Each capability replaced a manual process that previously depended on memory, paper records or disconnected workflows. Instead of monitoring maintenance deadlines on a whiteboard, Fleetio automatically tracks service intervals, notifies stakeholders before work is due and provides a complete maintenance history in one location.

That visibility became especially valuable after Jill assumed responsibility for fleet scheduling. Coordinating PM with required inspections now allows trucks to complete multiple services during a single shop visit, reducing unnecessary downtime while helping maintain compliance. Jill now manages scheduling, maintenance compliance, inventory and reporting with significantly greater confidence. Most importantly, Fleetio has helped Ramos Oil achieve 100% maintenance and inspection compliance for its primary truck and trailer division over a recent 30-day period while giving leadership greater operational visibility.

AI Helps Catch What People Miss

As Ramos Oil expanded its Fleetio usage, one of the most meaningful improvements came from Fleetio's AI Service Advisor. Previously, Jill personally reviewed every completed work order line by line before closing it. She checked labor hours, verified parts usage and searched for inconsistencies because she didn't trust herself, or anyone else, to catch every mistake. That manual review consumed a significant portion of every day.

Now, Service Advisor automatically flags unusual labor times, unexpected parts usage and other potential inconsistencies. Instead of reviewing every completed job in detail, Jill only investigates work orders that require attention. The result is greater confidence in maintenance data while dramatically reducing administrative effort.

”The fact that I don't have to go line by line on every work order is huge. It easily saves me an hour and a half a day.” Jill Perry, Fleet Administration Manager

The platform has already helped identify errors and anomalies that would have otherwise required extensive manual review. More importantly, Jill now trusts that Fleetio provides another layer of quality assurance before maintenance records become part of the company's permanent history.

Turning Compliance into a Competitive Strength

Few responsibilities are more important for Ramos Oil than maintaining compliance across a commercial fleet operating in one of the country's most highly regulated transportation environments. Fleetio transformed compliance from a reactive process into a proactive one. Automated service reminders notify key stakeholders before inspections or PM become overdue and service programs ensure recurring work stays on schedule, while digital inspections create a complete audit trail that can be accessed instantly.

The operational impact became clear when the Ramos Tank Line division recently achieved 100% maintenance and inspection compliance over a 30-day period. For Jill, the milestone represented far more than a performance metric. Fleetio's forecasting and scheduling tools gave her confidence that nothing would be overlooked. When California Highway Patrol prepares to inspect the terminal, Jill no longer worries about finding documentation.

“I can pull everything I need [...] I'm not worried about it at all because I can show them everything right here." Jill Perry, Fleet Administration Manager

Supporting Better Business Decisions

As company leadership began paying closer attention to operational costs, Fleetio also became an increasingly important source of business intelligence. Jill is now using Fleetio to improve inventory accuracy, clean up thousands of legacy parts records and create more consistent reporting around maintenance spending.

Forecasted service dates eliminate manual calculations that once required estimating maintenance schedules by hand. Inventory management improvements, including FIFO costing, have simplified parts accounting while providing a more accurate picture of maintenance expenses. Instead of relying on assumptions, leadership now has access to centralized maintenance and operational data that supports more informed decision-making.

A Better Day at Work

For Jill, the biggest change isn't just better reporting or higher compliance percentages. It's the confidence that comes from knowing Fleetio is helping manage the countless operational details that previously required constant manual attention. Rather than checking every work order, calculating future maintenance dates or tracking inspections by hand, she can focus on higher-value work while trusting the system to surface the issues that matter most. Every new capability has removed another manual process from her daily workload.

"Every time I turn around, you guys are doing something that makes my life easier. It has made me a better employee because I am able to provide more than I ever could have before." Jill Perry, Fleet Administration Manager

As Ramos Oil continues refining its maintenance operations, Jill plans to expand the company's use of Fleetio's analytics, AI and reporting capabilities to gain even deeper operational insights. After more than five years using the platform, she says she has no interest in evaluating other fleet management software.