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Exporting Your Data

Formbird FLEET provides several ways to export data to CSV for use in external analysis tools, financial systems, and reporting workflows. This article covers the export options available across assets, maintenance records, usage records, and fleet running costs.

Most exports use the Export List Report, accessible from the Administrator homepage. Asset data can also be exported directly from the Custom Asset List without going through the Export List.

Assets

Custom Asset List

The Custom Asset List is the most flexible way to export asset data. It lets you choose exactly which columns to include and apply filter conditions before exporting, so you can export a targeted subset of the fleet in a single step.

  1. From the Administrator homepage, navigate to Assets → Custom Asset List.
  2. Use Column Visibility to select the fields you want to include in the export.
  3. Use the Search Builder or per-column search boxes to filter the list to the assets you need.
  4. Select CSV to export the visible rows and columns.

See Asset List for more detail on using the Custom Asset List.

Export List — Asset

The Export List Asset export covers all asset records and includes a broader set of fields than the Custom Asset List. Use this when you need fields not available in the Custom Asset List, or when you want a consistent extract that can be saved and rerun.

  1. From the Administrator homepage, select Reports, then Export List.
  2. Select Asset from the export type list.
  3. Apply filters and select fields as needed.
  4. Select Download.

Asset Maintenance

Requests and Work Orders

Maintenance requests and work orders can both be exported via the Export List.

  • Request — exports request documents including the asset, request type, description, status, dates, assigned technician, and cost totals. To limit the export to maintenance requests, use the Request Type filter.
  • Work Orders — exports work order documents with asset, work order type, parent request, workshop, technician, status, dates, and cost totals.
  • Used Materials — exports materials recorded against work orders, including part name, quantity, unit value, and total cost.

  • Time Recorder — exports labour time records linked to work orders, including employee, start and end time, total time, rate, and labour cost.

  • From the Administrator homepage, select Reports, then Export List.

  • Select the relevant export type (Request, Work Orders, Used Materials, or Time Recorder).
  • Apply date range and other filters to limit the results.
  • Select the fields to include and select Download.

Daily Driver Check Sheets

Daily Driver inspection records can be exported via Daily Driver Check Sheet in the Export List. The export includes the asset, driver, check date, individual check results, and any defects reported.

Asset Usage

Plant Hours

Plant Hours Records are exported directly from the Plant Hours Records report.

  1. From the Administrator homepage, select Reports, then Plant Hours Records.
  2. Apply filters (asset, date range, account code, or job) to limit the results.
  3. Select CSV to export the filtered records.

See Recording Plant Hours for information on how plant hours are recorded.

FLEET Booking

Individual booking documents can be exported to CSV via the Export List. This covers hire costs, durations, account code allocations, and booking timestamps.

  1. From the Administrator homepage, select Reports, then Export List.
  2. Select Request Export from the export type list.
  3. In the Request Type filter, select New Internal Asset Hire Request.
  4. Apply any additional filters (date range, asset, or status) to limit the results.
  5. Select the fields to include and select Download.

For a full list of fields available for booking documents and booking analysis reports, see FLEET Booking Reports.

Fleet Running Costs

All fleet running cost record types can be exported via the Export List.

Export type What it covers
Fuel Receipt Fuel transactions: asset, purchase date, fuel type, quantity, cost, and meter reading at fill.
Asset Expense Asset expense records: insurance, registration, and other expense categories, including amounts and dates.
Toll Toll transactions: asset, date, toll amount, and toll road.
Additional Income Additional income records: amount, date, asset, and income category.
  1. From the Administrator homepage, select Reports, then Export List.
  2. Select the relevant export type.
  3. Apply date range, asset, and other filters to limit the results.
  4. Select the fields to include and select Download.

For a consolidated view of total asset costs across all sources (fuel, maintenance, registration, insurance, and more), use the Asset Operating Cost Summary report rather than individual exports.

Updated: June 2026 · Formbird FLEET 4.2.8