Case Studies

Before Fleetio, United Site Services (USS) was running what Senior Director of Fleet Kevin Rider calls “a fragmented operation.” With 7,000 vehicles and 160 branches nationwide, each location had its own way of doing things — its own spreadsheets, its own inspection routines, its own language for tracking vehicles.

The result? A patchwork of disconnected data.

It was very fragmented — every branch was doing what they wanted to do. There was no visibility between branches, no visibility within regions. Kevin Rider, Senior Director

Fleet operations were managed through spreadsheets and paper forms, forcing branch managers and drivers to spend hours on manual updates. And if every location runs a different playbook, fleets don’t have a multi-location management strategy — they have a map of silos.

For USS, that map stretched across the country.

Building unity from the ground up

When Rider joined the company, his mission was clear: bring order to the chaos. To do that, he needed a system that could standardize operations without stifling flexibility — a platform powerful enough to scale across hundreds of locations, yet simple enough for drivers and managers to actually use.

Fleetio by far is the most robust out-of-the-box FMIS solution out there today. It was literally, let’s sign the agreement, load some inventory, and we’re off and running. Kevin Rider, Senior Director

That simplicity proved crucial. For the first time, every branch could see the same data in the same way. Vehicle histories, inspection results, and fuel costs — once buried in local files — were now visible across the organization.

A new chapter for data integrity

Fleet Strategy Manager Andy Ranson was one of the first to help design this new structure. His goal wasn’t just to digitize the fleet — it was to make sure the data coming in could be trusted.

We went from an Excel document essentially... We needed a system to be able to leverage all the things we need to effectively run the fleet. Fleetio checks all the boxess: fleet utilization, maintenance, repair costs. Andy Ranson, Fleet Strategy Manager

Ranson’s focus on data integrity led USS to set up clear rules for how each branch used Fleetio. Instead of every location interpreting policies differently, they now had one consistent framework.

With standardized processes in place, leadership could finally make decisions based on facts — not guesswork.

From paper inspections to real-time insight

For Kathryn Kendrick, USS’s Fleet Management Information Systems Administrator, Fleetio’s impact came to life in the day-to-day details.

When I started, our entire fleet was being managed through spreadsheets and all of our inspections were done by paper. We have 7,000 assets across 160 branches — that’s a lot of manual work. Kathryn Kendrick, Fleet Management Information Systems Administrator

Now, drivers simply scan a barcode on their vehicle, complete their pre- and post-trip inspections on a phone, and the results are instantly visible to anyone in the company.

“That information is instantly available to our team members from anywhere, any location,” Kendrick said.

Those moments — when a vehicle needs a quick fix, or when a manager spots a trend before it becomes a problem — are where Fleetio’s impact is most visible. The company can now track not only vehicles but also trailers, equipment and 300,000 individual parts, all within one unified platform.

“We can just change the vehicle branch within Fleetio from one to another and the rest of it sorts itself out,” Kendrick said.

A cultural shift toward clarity

Implementing Fleetio didn’t just streamline workflows — it changed how people felt about the work itself. When the fleet team presented Fleetio to company leaders, they didn’t show mock data. They showed the real fleet, live and accurate, in a single dashboard for the first time.

Everybody from the drivers and branch managers all the way to our executives are excited about using Fleetio. They were seeing their actual data for the first time — realizing it’s right there at their fingertips whenever they need it. Kathryn Kendrick, Fleet Management Information Systems Administrator

That excitement spread quickly. Suddenly, managers weren’t chasing spreadsheets or cross-referencing forms; they were making confident decisions in real time. And for leadership, that visibility opened the door to smarter forecasting and resource allocation.

“We have measurables, KPIs, traceability,” Ranson said. “It’s going to make our decision-making ten times more efficient. I’ll be able to do replacement forecasting three, five, even seven years out... It's exciting.”

From silos to strategy

What began as a search for better reporting became a complete transformation in how USS operates. Fleetio didn’t just give the company new tools — it gave them a shared language.

“We’re taking that fleet management piece off the branch managers’ plates and allowing them to focus on taking care of customers,” said Rider. “As we provide transparency and visibility into the fleet, we can really start to manage it and make effective use of our CapEx dollars.”

Across hundreds of locations, that visibility turned fragmentation into focus.

“We’re going to have eyes on our assets like we’ve never had before,” Ranson said. “And it’s just going to make things better across the organization.”

Fleetio became the backbone of USS’s fleet — not just a tool, but a way to bring every branch, driver and leader under one unified strategy.

Fleetio allows us to streamline the maintenance process so that we can continue to focus on what matters most to us. Serving our customers. Kathryn Kendrick, Fleet Management Information Systems Administrator