Why fleets use unit numbers
A fleet may run many trucks of the same make, model and year. A short unit number is easier to say on the phone, write on a form and paint on a door than a 17-character VIN. Fleets use unit numbers to track costs, schedule PMs and assign vehicles to drivers and routes.
What the rules say
Under 49 CFR 396.3(b), a motor carrier must keep, for each vehicle it controls for 30 consecutive days, records that include an identification of the vehicle including company number, if so marked, make, serial number, year and tire size. The unit number is often that company number.
Unit number versus VIN
The unit number is the fleet's label and can change if a vehicle is renumbered or sold. The VIN is the manufacturer's permanent identifier. A good repair record has both, so the work can be matched to the fleet's records and to the vehicle itself. See VIN.
Good practice for shops
- Capture the unit number and VIN on every work order.
- Check that they match the fleet's unit list.
- Print the unit number on the invoice, near the top, along with any purchase order number.
- Flag mismatches to the fleet right away.
Why it speeds up payment
A fleet accounts payable team usually matches each invoice to a vehicle, a purchase order and an approval before paying. An invoice that shows the unit number lets them do that without calling the shop. An invoice that shows only a make and model may be held while someone works out which truck it was. See how to invoice fleet customers.
Trailers and equipment
Trailers, reefer units and other equipment often carry their own unit numbers, separate from the tractor. Record the number of the asset actually repaired. A reefer repair billed to the tractor unit makes the fleet's cost records wrong.
Related: odometer reading, repair order.
MetaFleet supports VIN photo scan and work orders. Get a walkthrough.