For companies acquiring vehicles for employees, ensuring a smooth leasing or purchasing process is crucial.

Example Tasks:
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✔ Get budget approval – Confirm budget allocation from finance.

✔ Request and compare offers – Collect proposals from leasing providers.

✔ Approve offer – Final decision on selected vehicle.

✔ Sign contract – Complete lease or purchase agreement.

✔ Order vehicle – Confirm vehicle purchase with the supplier.

✔ Assign driver – Allocate vehicle to the right employee.

✔ Issue fuel card – Arrange for fuel card registration.

✔ Arrange insurance – Ensure full coverage before delivery.

✔ Complete vehicle handover – Driver picks up the vehicle and signs confirmation.

EV acquisitions require additional infrastructure planning and compliance checks.

Example Tasks:

✔ Assess charging infrastructure – Ensure workplace or home charging availability.

✔ Apply for EV incentives/subsidies – Submit applications for government incentives.

✔ Compare total cost of ownership (TCO) – Assess savings vs. combustion vehicles.

✔ Review battery range and warranty – Verify manufacturer specifications.

✔ Plan charging card registration – Set up access to charging networks.

✔ Order charging station (if required) – Arrange installation at company premises or driver’s home.

✔ Confirm EV-specific insurance coverage – Ensure coverage includes battery and charging risks.

✔ Schedule EV-specific driver training – Educate users on energy-efficient driving.

For fleets acquiring vans, trucks, or specialized utility vehicles, additional equipment and compliance steps must be considered.

Example Tasks:

✔ Assess payload and weight restrictions – Ensure vehicle meets operational requirements.

✔ Confirm additional equipment needs – Plan installations like shelving, GPS, refrigeration.

✔ Verify load safety regulations – Ensure compliance with transportation laws.

✔ Order tachograph setup – Install and calibrate for tracking driving hours.

✔ Register vehicle for toll road access – Set up automatic toll payment system.

✔ Issue driver safety training – Mandatory for certain vehicle categories.

Different countries have local regulations and processes that need to be followed when procuring a vehicle.

Example Tasks:

✔ Obtain fiscal approval – Ensure compliance with local company tax requirements.

✔ Register for French Crit’Air emissions sticker – Mandatory for driving in restricted zones.

✔ Confirm CO₂ emissions tax calculation – Verify applicable vehicle taxes.

✔ Arrange French insurance policy – Ensure compliance with French fleet insurance laws.

✔ Register vehicle with French authorities – Complete registration at local prefecture.

✔ Assign “Carte Grise” (vehicle registration certificate) – Issue mandatory ownership document.

When adding cars to a shared fleet, additional administrative and tracking tasks are required.

Example Tasks:

✔ Register vehicle in pool fleet system – Set up booking system access.

✔ Issue driver access cards or keys – Ensure controlled fleet access.

✔ Define maintenance schedule – Establish servicing plan for shared use.

✔ Confirm fuel/charging policy – Assign responsibility for fueling and charging.

To show how flexible and customizable task templates can be, here’s an example task list for acquiring and preparing a fleet of ice cream trucks. While this may not be a standard procurement, it demonstrates how templates can adapt to any process, industry, or business need!

​Example Tasks:

✔ Research most efficient freezers

✔ Select jingle playlist

✔ Evaluate vehicle cooling efficiency

✔ Negotiate supplier contracts for cones & sprinkles

✔ Install deep-freeze storage

✔ Design custom truck wraps

✔ Register truck for commercial food sales

✔ Obtain street vending permits

✔ Plan Grand Opening Ice Cream Parade