Fleet Management Due Diligence: An InfoX Guide

You're acquiring a company with a 20-vehicle fleet. Before closing the deal, you need to assess vehicle conditions, verify ownership, check for outstanding finance, and ensure compliance.

Manual fleet assessment takes days: looking up each vehicle across multiple registries, verifying ownership entities, checking for liens, documenting findings in spreadsheets, coordinating with team members.

InfoX completes comprehensive fleet due diligence in 3-4 hours—all in one platform, with complete documentation and task tracking.

The Fleet Acquisition Challenge

What You Need to Verify

Vehicle Conditions:

• Technical specifications match claimed inventory
• Inspection status (valid, expired, overdue)
• Mileage and usage patterns
• Maintenance compliance

Ownership Clarity:

• All vehicles registered to target company
• No third-party owned vehicles (lease/financing companies)
• No disputed ownership or legal issues
• Clean transfer capability

Financial Issues:

• Outstanding loans (heftelser) on any vehicles
• Finance agreements that must be cleared
• Liens or legal claims
• Total debt encumbering fleet

Compliance Status:

• Registration validity
• Inspection compliance
• Environmental classifications
• Roadworthiness

The Manual Process (2-3 Days)

Day 1: Vehicle Registry Lookups (8 hours)

• Visit vehicle registry website
• Look up each of 20 registration numbers
• Copy data to spreadsheet
• Note outstanding loans and inspection dates

Day 2: Ownership Verification (6 hours)

• Look up each owner organization number on Brønnøysund
• Verify ownership by target company
• Identify any third-party owned vehicles
• Check company statuses

Day 3: Documentation and Coordination (4 hours)

• Format findings in report
• Email team members
• Create follow-up task lists
• Schedule review meetings

Total: 18-20 hours over 2-3 days

The InfoX Solution: 3-4 Hours Total

Step 1: Extract Vehicle List (5 minutes)

Obtain registration numbers from seller:

• Request complete fleet list
• Format: Excel/CSV or manual entry
• Verify count matches claimed fleet size (20 vehicles)

Prepare for systematic lookup:

• Open InfoX Vehicle Lookup
• Have list ready for reference
• Optional: Use OCR scanner if viewing vehicles in person

Step 2: Systematic Vehicle Review (60-90 minutes)

Look up each registration number (3-4 minutes per vehicle × 20 = 60-80 minutes)

For each vehicle, document:

Vehicle Specifications

From Hero Card:

• Make and model (matches inventory claim?)
• Year of manufacture
• Color
• Category (car, van, truck)

From Technical Specifications Cards:

• Engine type and power
• Fuel type
• Dimensions and weight
• Environmental classification

Verification: Do specs match seller's claims?

Ownership Information

From Owner Card:

• Current registered owner (name and organization number)
• Ownership start date
• Complete address

Critical checks:

• ✅ Owner = Target Company (normal)
• 🚩 Owner = Leasing Company (third-party owned - must be transferred or excluded)
• 🚩 Owner = Individual (not company asset - investigate)
• 🚩 Owner = Different Company (incorrect fleet list)

Note any mismatches immediately.

Loans and Liens (Heftelser)

From Loans and Liens Card:

• Creditor name
• Loan amount
• Registration date
• Loan type

Document outstanding debt:

• Total loans per vehicle
• Aggregate fleet debt
• Vehicles with vs. without encumbrances

Critical question: Will seller clear all loans at closing, or are they factored into purchase price?

Inspection and Compliance

From Status and Registration Card:

• First registration date
• Current registration status (active/inactive)
• Next inspection due date
• Current inspection status (valid/expired/overdue)

Identify compliance issues:

• ✅ Inspection valid (compliant)
• ⚠️ Inspection due soon (schedule maintenance)
• 🚩 Inspection overdue (non-compliant - cannot legally operate)

Mileage and Usage

From various technical cards:

• Current odometer reading
• Usage pattern (high/low mileage for year)
• Service history indicators

Assessment:

• Expected remaining vehicle life
• Replacement timeline
• Maintenance requirements

Step 3: Verify Ownership Entities (30-45 minutes)

For each unique owner organization number found:

1. Click the organization number in Vehicle Lookup owner card
2. InfoX loads Company Lookup with full profile

Verify for target company:

• Company name matches target
• Organization number matches expected
• Status: Active (NOT bankrupt, liquidating, or dissolved)
• Address matches business location
• Ownership structure is clear

For third-party owners (leasing companies, etc.):

• Identify which vehicles are not owned by target
• Note: These must be addressed in transaction (buyout, transfer, or exclude from deal)
• Get contact information for lease resolution

For unexpected owners:

• Why is this vehicle not registered to target company?
• Is this actually part of the fleet?
• Investigate with seller

Critical check: If target company shows liquidation or bankruptcy status → Stop acquisition process immediately.

Step 4: Create Assessment Tasks (30-45 minutes)

Create task management structure:

Column 1: "Fleet Acquisition - [Company Name]"

Create tasks for systematic tracking:

For vehicles requiring action:

Task: "Verify finance clearance - [Registration]"

• Vehicles with outstanding loans
• Attach vehicle data (includes loan details)
• Assign to finance team member
• Deadline: Before closing

Task: "Schedule inspection - [Registration]"

• Vehicles with expired/expiring inspections
• Attach vehicle data
• Assign to operations team
• Deadline: Pre-closing verification

Task: "Confirm transfer documents - [Registration]"

• All vehicles (verify transfer capability)
• Attach vehicle and company data
• Assign to legal team
• Deadline: Before closing

Task: "Resolve third-party ownership - [Registration]"

• Vehicles owned by leasing companies
• Attach vehicle and leasing company data
• Assign to finance/legal
• Deadline: Critical (affects deal structure)

Master task: "Fleet Acquisition Due Diligence Summary"

• Attach summary findings
• Link to all other tasks
• Assign to acquisition lead
• Track overall progress

Result: Complete task board with one task per issue, all data attached, team assigned, deadlines set.

Step 5: Monitor Seller Company (15 minutes)

Set up ongoing monitoring during acquisition:

1. Navigate to Datawash
2. Create new order: "Acquisition Target - [Company Name]"
3. Add seller's organization number: [Target Org Number]
4. Set monitoring:
   • Frequency: Daily (high-stakes acquisition period)
   • Fields: Bankruptcy status, liquidation status, forced dissolution, board changes, ownership changes
5. Activate monitoring

Why this matters:

If the target company files bankruptcy or enters liquidation during due diligence, you need to know immediately—not discover it days before closing when it's too late to adjust.

Daily reports ensure you catch any status changes within 24 hours.

Step 6: Document and Close (30 minutes)

Generate comprehensive documentation:

Fleet Summary Report

Total fleet count: 20 vehicles

Ownership verification:

• Owned by target company: 18 vehicles
• Third-party owned (leasing): 2 vehicles
• Mismatched ownership: 0 vehicles

Outstanding finance:

• Vehicles with loans: 12 vehicles
• Total fleet debt: 3,500,000 NOK
• Average debt per vehicle: 292,000 NOK

Compliance status:

• Inspection valid: 16 vehicles
• Inspection expiring within 30 days: 2 vehicles
• Inspection overdue: 2 vehicles (must address)

Action items:

• Clear outstanding loans before closing (seller obligation)
• Resolve third-party owned vehicles (buyout or exclude)
• Schedule inspections for 2 overdue vehicles
• Verify transfer documents for all vehicles

Export Data for Records

1. From each vehicle lookup, export vehicle data summaries
2. Compile into master spreadsheet (or export from task attachments)
3. Archive for compliance and future reference

Team Coordination

All tasks visible on shared board:

• Finance team: Loan clearance verification
• Operations team: Inspection scheduling
• Legal team: Transfer documentation
• Acquisition lead: Overall coordination

No email chains. No lost context. Everything in tasks with attached data.

Time Breakdown: 3-4 Hours Total

Compare to manual process: 18-20 hours over 2-3 days

Time saved: 80%

Real-World Findings: What Due Diligence Reveals

Scenario 1: Hidden Lease Vehicles

Finding: 3 of 20 vehicles owned by leasing companies, not target company

Impact: These vehicles cannot transfer with acquisition

Action:

• Renegotiate purchase price (exclude lease vehicles)
• Or: Arrange lease buyout (add to transaction cost)
• Or: Assume lease agreements (verify terms acceptable)

InfoX value: Discovered in Step 2, addressed in Step 4

Scenario 2: Outstanding Fleet Debt

Finding: 4,200,000 NOK in outstanding loans across 15 vehicles

Impact: Seller must clear debt at closing or reduce purchase price

Action:

• Verify debt clearance is seller obligation
• Confirm payoff amounts with creditors
• Ensure clean transfer at closing

InfoX value: Loans visible in Heftelser card for each vehicle

Scenario 3: Compliance Issues

Finding: 4 vehicles with overdue inspections, 1 vehicle with suspended registration

Impact: Vehicles cannot legally operate until compliance restored

Action:

• Require seller to complete inspections before closing
• Or: Reduce purchase price to account for compliance costs
• Or: Factor inspection costs into acquisition budget

InfoX value: Inspection status clear in Step 2

Scenario 4: Company Under Liquidation

Finding: Target company status changed to "Under avvikling" during due diligence

Impact: Company is winding down—acquisition may be complicated or impossible

Action:

• Immediate escalation to legal team
• Reassess acquisition structure (asset purchase vs. stock purchase)
• Possibly abort acquisition

InfoX value: Datawash daily monitoring caught status change within 24 hours

Key Advantages of InfoX Fleet Due Diligence

1. Speed

3-4 hours vs. 2-3 days

Look up 20 vehicles, verify ownership, check loans, and create task assignments in a single afternoon.

2. Completeness

Nothing missed

Every vehicle gets the same thorough review:

• Technical specs
• Ownership verification
• Loan status
• Inspection compliance

3. Integrated Workflow

One platform, complete context

• Vehicle data → Click org number → Company data
• Company data → Create task → Attached data
• Tasks → Assign team → Track progress
• Monitoring → Daily alerts → Immediate response

4. Documentation

Audit-ready records

• All vehicle lookups saved in search history
• Company profiles archived in tasks
• Task notes document every finding
• Datawash reports provide ongoing monitoring evidence

5. Team Collaboration

Shared task board

• Everyone sees the same data
• Assignments clear
• Progress visible
• No coordination emails needed

After Acquisition: Ongoing Fleet Management

Once acquisition closes, continue using InfoX for fleet management:

Monthly Fleet Review

Use organization number search:

• Search target company org number in Vehicle Lookup
• View all registered company vehicles (now your fleet)
• Check for any changes (new registrations, deregistrations)

Inspection Tracking

Create task column: "Fleet Inspections - [Month]"

• Create task for each vehicle with upcoming inspection
• Attach vehicle data (includes inspection due date)
• Assign to fleet manager
• Set reminder 30 days before expiry

Ongoing Monitoring

Keep Datawash order active:

• Continue monitoring company status (now your company)
• Add any subsidiary companies acquired
• Expand to vendor/supplier monitoring

Getting Started with Fleet Due Diligence

Practice Run (30 minutes)

1. Find a fleet list (even a personal 3-4 vehicle list works)
2. Look up each vehicle in InfoX
3. Click organization numbers to verify owners
4. Create practice tasks with attached data
5. Review the workflow end-to-end

Real Acquisition

1. Request fleet list from seller (registration numbers)
2. Allocate 4 hours for due diligence
3. Follow 6-step process:
   • Extract list
   • Systematic review
   • Verify ownership
   • Create tasks
   • Monitor seller
   • Document findings
4. Present findings to acquisition team

Everything documented. All data attached. Team coordinated. Acquisition confidence.

Conclusion

Fleet acquisition due diligence in 3-4 hours:

Step 1: Extract vehicle list (5 min) Step 2: Systematic vehicle review (60-90 min) Step 3: Verify ownership entities (30-45 min) Step 4: Create assessment tasks (30-45 min) Step 5: Monitor seller company (15 min) Step 6: Document and close (30 min)

Total: 3-4 hours for 20-vehicle fleet

All in one platform. Complete documentation. Team collaboration. Acquisition confidence.

Manual process: 2-3 days. InfoX: One afternoon.

Try it on your next fleet acquisition. You'll never use spreadsheets and email chains again.