Episode 193: Lost Assets, Legal Nightmares & Fleet Creep: Why You Must Do a Physical Vehicle Inventory

In this episode of The Fleet Success Show, Josh Turley (CEO, RTA) and fleet veteran Nathan Schafer dive deep into the not-so-sexy—but absolutely critical—topic of vehicle inventory. If you've ever assumed that what's in your fleet maintenance management software matches what’s on your lot… think again. 

From rogue departments buying vehicles under the radar to liabilities that could land you in legal hot water, this episode breaks down why accurate, hands-on inventory is non-negotiable. Nathan shares real stories from public sector and construction fleet life, including equipment that literally vanished and a catastrophic fire that made insurance records the only thing standing between chaos and coverage. 

You’ll also get practical advice on how to conduct a modern vehicle inventory using today’s tools—plus why photos, odometer updates, and walkarounds could save you millions (or your job). 

✅ Key Takeaways 

• Inventory isn't optional—it's a legal, financial, and operational necessity. 
• What’s not in your FMIS can hurt you. 
• Assets missing from your fleet maintenance software = massive liability. 
• Photos are proof. Capture and attach them to records to avoid insurance nightmares. 
• Rogue departments = rogue liabilities. 
• Centralized oversight is critical. 
• Annual walkarounds uncover the truth. From ghost assets to forgotten equipment, nothing beats boots on the ground. 
• Digital tools like RTA Fleet360’s mobile app simplify the process with photo capture, odometer updates, and record linking. 

Speaker Bios 

Josh Turley, CEO of RTA: The Fleet Success Company. With two decades of experience supporting fleets, Josh is passionate about helping fleet managers lead with intention and build cultures of excellence. He’s a vocal advocate for using data and modern fleet management systems to drive measurable success. 

Nathan Schafer, Fleet management expert with 25+ years in both public sector and private construction fleets. At RTA, he supports implementation, training, and product design. Known for his hands-on approach and deep operational knowledge, Nathan’s stories always come with a lesson (and sometimes a laugh). 

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