Record a vehicle's insurance

What this is

This is where you tell FleetLoop which insurance policy covers a vehicle, and where you keep copies of the insurance card and other insurance paperwork for it. You can type the policy details in yourself, or take a photo of the printed insurance card and let FleetLoop read it for you.

Before you start

• The vehicle must already be added to your fleet — see Add a vehicle.
• Know the insurance carrier name and policy number if you’re entering a new policy by hand.
• Have a photo of the printed insurance card ready if you’d rather scan it — JPEG, PNG, HEIC, or WebP, up to 10 MB. (A PDF works too, but only for the Attachments step further down — the card scanner needs a photo.)

Steps

1. Go to Fleet, click the vehicle, then click the Insurance tab.

📸 Screenshot: A vehicle’s Insurance tab, showing the Linked policy dropdown.

2. To attach a policy you’ve already entered for your shop, open the Linked policy dropdown and choose it.
3. To add a brand-new policy, choose + Add new policy… from that same dropdown, fill in the carrier name, policy number, and effective and expiration dates, then click Create + link.

📸 Screenshot: The “New insurance policy” pop-up form.

4. To skip typing altogether, scroll to Suggested policy match and upload a photo of the printed insurance card.
5. FleetLoop reads the card and either offers to link a matching policy you already have on file, or shows you what it found so you can create a new policy from it.

📸 Screenshot: The Suggested policy match card after a scan, showing the extracted carrier and policy number.

6. Under Attachments, choose a document type — insurance card front or back, declarations page, or endorsement — and upload the file to keep a copy on this vehicle’s record.

📸 Screenshot: The Attachments section with the document type dropdown and file picker.

How to know it worked

The Insurance policy section shows the linked policy’s carrier, policy number, and expiration date. Anything you uploaded appears as a tile under Attachments with the date it was uploaded.

If something goes wrong

“File too large — 10 MB max.” Shrink the photo or PDF (a lower camera resolution, or a smaller PDF export) and try again.

The card scan says “No matching policy on file.” That’s expected the first time you scan a new carrier — click Create new policy from this card to pre-fill a new policy from what was read, then review it before saving.

You need to edit or remove a policy’s full details (agent, coverage limits, deductibles). That’s done from Settings → Fleet insurance, linked from this same tab — linking a policy here only attaches an existing one to this vehicle.