How is FleetPilot different from QuickBooks, Stessa, or Hurdlr?
QuickBooks is general-purpose accounting — it doesn't understand co-host splits, per-vehicle P&L, or platform CSVs, so you end up bolting on spreadsheets. Stessa is built for long-term real estate. Hurdlr is built for solo gig drivers. FleetPilot is purpose-built for peer-to-peer rental fleets: VIN-level tracking, configurable owner statements, MACRS depreciation, and a chart of accounts designed around how rental fleets actually earn and spend. Most operators delete their QuickBooks subscription within 60 days of going live — we deliver a complete double-entry ledger, reconciled bank feeds, and audit-ready balance sheets out of the box.
Does FleetPilot replace Wheelbase or HQ Rentals?
No — FleetPilot integrates with Wheelbase and HQ Rentals. Think of it as two halves of one stack: Wheelbase & HQ Rentals handle the booking side — the renter marketplace, insurance coverage, driver vetting, background checks, MVR pulls, and security deposits. They keep your renters safe, your bookings legal, and your listings discoverable. FleetPilot handles everything after the booking — the books, balance sheet, owner statements, tax automation, claims reconciliation, maintenance scheduling, toll & violation tracking, and a medium-term renter CRM for rideshare drivers and monthly rentals. Most serious operators run both. FleetPilot does not run a renter marketplace, sell insurance, run background checks, or verify driver identity — and we don't plan to. Those are services your booking platform already does well.
I co-host or manage vehicles for other owners. Is this for me?
Absolutely — fleet managers are our core audience. You get configurable revenue splits per line item, branded owner statements with one-click email delivery, per-owner payout tracking through Stripe Connect, a white-labeled owner portal, and W-9 / 1099 automation. The bigger the owner pool, the more FleetPilot pays for itself.
Does FleetPilot replace my bookkeeper or CPA?
FleetPilot replaces the manual work — chasing receipts, categorizing transactions, reconciling owner statements, preparing Schedule C. Your CPA still files; we make sure they get clean, categorized data with MACRS depreciation and Schedule C mappings already done. Operators who add FleetPilot typically reduce bookkeeper hours by 40–60%.
Can I use FleetPilot reports to apply for vehicle financing or a business loan?
Yes — that's exactly what they're built for. FleetPilot generates a complete lender-ready financing packet on demand: per-vehicle and fleet-level P&L, balance sheet, cash flow, reconciled bank feeds, and Schedule C–aligned expense breakdowns. Operators use it to qualify for vehicle loans, lines of credit, and fleet expansion financing through banks, credit unions, and specialty lenders — without paying a CPA to assemble it from scratch.
How long does setup take?
Most operators are running their first per-vehicle P&L within an hour. Bring a Turo, Wheelbase, or HQ Rentals export and a bank or credit card statement — FleetPilot handles VIN matching, categorization, and chart-of-accounts mapping automatically. Every plan includes a guided 30-minute onboarding call with our team to import historical data, configure owner splits, and generate the first month of statements together.
How does FleetPilot protect my data — and do you ever sell it?
We never sell or share your data, period. Your earnings, expenses, and fleet performance are never benchmarked against other operators, never shared with third parties, and never used to train AI models. Bank connections via Plaid use read-only access and bank-level encryption. Data is encrypted in transit and at rest.
How does expense categorization actually work?
Upload your bank or credit card CSV, or connect via Plaid for live sync. Vendor rules + AI read every transaction and map it to a 75-category rental-fleet chart of accounts — fuel, maintenance, tolls, platform fees, insurance, and more. You review what matters; the rest just lands. Works with Chase, AMEX, and most major banks.
Is there a minimum fleet size?
FleetPilot is built for professional operators running 5–150+ vehicles, typically with 2–10 underlying owners or investors. If you're running 1–3 cars as a side hustle without co-hosts, FleetPilot is overkill — Keeper Tax or a spreadsheet will serve you better. Once you're managing other people's vehicles or running a real fleet P&L, that's where we pay for ourselves many times over.
What happens to my data if I cancel?
You own your data. On cancellation you can export everything — P&Ls, owner statements, expense ledgers, Schedule C summaries — as PDF and CSV. No lock-in, no exit fee, no held-hostage data. Cancel anytime from your account settings.
How does owner billing actually work?
Each of your owners pays $10/vehicle/month for access to their Owner Portal — their private dashboard with analytics, monthly statements, tax documents, and payout history. The fee is applied only at the end of the monthly owner statement, and only for active vehicles — it's netted out of their payout by FleetPilot, so it never touches your card or your bank account. If you self-own your vehicles, there's no charge — owner billing only applies when you're paying out third-party owners. You, the operator, do not mark up or profit from this fee. The line item on every owner statement reads "FleetPilot Owner Portal — $10/vehicle" so owners know exactly what they're paying and why. If you want to cover the fee for a specific owner, there's a one-click absorption toggle per owner in your settings — it's your call, per person.
