Getting to Know Your Fleet Story

• How many active trucks are in your fleet today and which classes (by count) are most important right now?
• Who on your team ultimately approves vehicle purchases or leases? (Select all that apply) Options: Fleet Manager, Procurement Director, CFO / Owner, Operations Manager, Maintenance Lead, Other
• Which of these best describes your primary operating focus? Options: Long-haul trucking, Regional distribution, Local delivery / last mile, Construction / vocational, Municipal / public works, Mixed operations
• When you think about replacing vehicles this cycle, what’s the single most important goal you’re trying to achieve? Options: Lower cost-per-mile, Increase uptime, Meet a contract/start date, Reduce emissions/compliance, Improve safety/driver retention, Other
• Tell us a recent example where a vehicle spec or delivery issue caused real pain for your operations (what happened, and what did it cost you)?

Where the Rubber Really Meets the Road

• If your trucks could tell you what’s failing most right now, what would they say—and why does that keep you up at night?
• Describe a typical duty cycle for the truck(s) we’re discussing: average miles/day, stops per route, typical payload weight, and peak-month frequency.
• Which surface and route conditions dominate those duty cycles? Options: Interstate/highway, Urban streets, Gravel/worksites, Steep grades/long climbs, Mixed urban & highway, Off-road
• What percentage of trips require full-day or multi-day uptime (i.e., any downtime causes missed contracts)? Options: >90%, 70–90%, 40–70%, <40%
• Are there recurring operational events (seasonal contracts, project ramps, regulatory deadlines) that make certain delivery windows non-negotiable? Options: Yes—seasonal ramps, Yes—contract start dates, Yes—regulatory deadlines, No fixed events, Other
• Give a short example of one route or job type where downtime or a spec mismatch has cost you revenue or credibility.

Specs That Actually Matter (And What You Assume)

• Which commonly accepted 'standard' spec do you suspect is quietly adding cost or limiting performance for your teams?
• What gross vehicle weight rating (GVWR) and axle configuration do you typically specify for these routes? Options: Class 5 (GVWR range), Class 6, Class 7, Class 8, Custom/Varies by unit
• What powertrain types are you considering or currently using for this purchase cycle? Options: Diesel, CNG/renewable natural gas, Battery-electric, Hybrid (diesel-electric), Hydrogen fuel cell, Undecided/Want guidance
• List the essential upfit items and any non-negotiable body or equipment requirements (e.g., dump, reefer, crane, liftgate, PTO, PTO rating).
• For the key upfits, which matters most: lead time, integration quality, warranty coverage, or per-unit cost? Options: Lead time, Integration quality, Warranty coverage, Per-unit cost, All equally
• Are there specific OEM or supplier components you require (brand or model), or are you open to equivalents if they meet spec? Options: Require specific brands/models, Open to equivalents, Prefer OEM but flexible, Undecided
• How often do you need to review logs/telemetry to validate that spec choices are meeting actual duty cycles? Options: Daily, Weekly, Monthly, Quarterly, Ad-hoc

When Timing Is Everything — Tell Us the Deadline

• If a single late delivery would jeopardize a contract or revenue, how would that impact your business (quantify if possible)?
• What is your ideal deployment date for the first wave of vehicles, and how flexible is that date? Options: Fixed — cannot move, Small flexibility (±2 weeks), Moderate flexibility (±1 month), Flexible (several months)
• How far ahead do you usually plan vehicle replacements or additions for contract ramp-ups? Options: >12 months, 6–12 months, 3–6 months, <3 months, Reactively
• How sensitive is your operation to build-slot lead times versus in-stock availability (i.e., would you accept an in-stock near-spec to meet date)? Options: Prefer exact spec even if wait, Prefer in-stock if close to spec, Open to trade-offs if cost-effective, Undecided
• What are acceptable remedies if a delivery misses its window (rental replacement, penalty, expedited upfit)? Rank your top two. Options: Short-term rental/loaner, Monetary penalty/credit, Expedited build/upfit, Alternative vehicle allocation, Other

Trade-ins, Residuals, and The Money Side

• What if your trade-in strategy is costing you long-term — would you be open to alternative approaches we might recommend? Options: Yes—open, Maybe—need to see numbers, No—prefer current strategy
• Do you plan to apply trade-in value toward this purchase, sell off independently, or keep as a secondary fleet asset? Options: Apply trade-in to purchase, Sell independently (auction/private), Keep as secondary fleet vehicle, Undecided
• Provide basic trade-in profiles for the units you expect to turn in (year, make/model, mileage, typical condition).
• Which financing structures do you prefer for this cycle? Options: Operating lease, Capital lease, Loan/Finance, Cash purchase, Sale-leaseback, Undecided—need options
• What target cost metrics drive your decisions (select all that apply)? Options: Cost-per-mile, Total cost of ownership (TCO), Monthly payment, Residual value, Uptime percentage, Safety incidents
• Are there accounting or tax constraints (CAPEX vs OPEX, depreciation schedule) that we should know about before recommending financing? Options: CAPEX required, Prefer OPEX/operating lease, Flexible, Not sure—need guidance
• If we showed two options with similar total cost but different cash flows (lower payment vs higher residual), which would you prefer? Options: Lower monthly payment, Higher residual (lower payment later), Balanced approach, Need analysis

Service, Parts, and Who's Watching the Odometer

• If a truck breaks 200 miles from home on a Friday, who do you want on the phone and how quickly should help arrive?
• Which service model best matches your needs? Options: Full-service maintenance agreement with dealer, Pay-as-you-go with preferred shop, Hybrid (dealer for heavy repairs), In-house maintenance only, Other
• How close must parts and service be to your primary routes (select maximum acceptable distance/time)? Options: Within 30 miles / 30 minutes, Within 60 miles / 1 hour, Within 120 miles / 2 hours, No strict proximity requirement
• Do you use telematics or remote diagnostics today, and do you expect us to integrate vehicles into your systems? Options: Yes—fully integrated, Partially—some vehicles, No—interested in learning, No—do not use telematics
• How do you prefer warranty and service commitments be structured? Options: Factory warranty + dealer maintenance plan, Extended powertrain warranty, Pay-per-repair with parts discount, Fleet-specific SLA with uptime guarantees
• Describe any regional service or parts gaps you’ve experienced that we should solve for in our proposal.

Decision Confidence & Acceptance Criteria

• What would make you say 'Yes' on the spot—and what is the single deal-breaker that would make you walk away?
• Which acceptance metrics must be met at delivery for you to accept units? Options: Exact spec match, Performance on route test (miles/hr), Warranty & paperwork complete, Telematics feed live, Upfit quality sign-off
• Would you require pilot vehicles or a phased acceptance before full fleet rollout? Options: Yes—pilot required, Maybe—depends on risk, No—full rollout acceptable
• Who are the internal stakeholders that must sign off before we place a factory order, and what does each care about most?
• How do you prefer risk be allocated if specs change mid-build (cost-shares, change orders, or holdbacks)? Options: Dealer/OEM absorbs minor changes, Shared cost agreement, Customer pays change orders, Case-by-case negotiation
• What demonstration or validation would you need in the first 30–90 days after delivery to call this a successful purchase?

Next Steps, Tradeoffs, and Communication Rhythm

• If we had to accept one risk to accelerate delivery, which tradeoff would you prefer we make (pick one)? Options: Accepting a near-spec in-stock unit, Shorter warranty window with option to extend, Faster upfit with staged quality checks, Different financing structure to meet cash flow
• What cadence and channel of updates makes you confident (weekly calls, email summaries, shared build dashboard)? Options: Weekly calls + dashboard, Weekly email + dashboard, Bi-weekly updates, Ad-hoc on milestones, Other
• Who on our side should be your day-to-day contact, and who else should be copied for approvals?
• Realistically, when are you prepared to move from discovery to a priced proposal or factory order? Options: Immediately, Within 2 weeks, Within 1 month, In 2–3 months, Undecided
• What final piece of information or reassurance would help you move forward today?

• Current State, Consequence & Success Metrics
• Configuration vs. Build-Slot Tradeoffs (Workshop)
• Upfit Sequencing, Integration & Deployment Readiness
• Financing, TCO & Final Recommendation

• Both: Agree on deposit amount and deposit deadline to formally hold the build slot and upfit schedule.
• Upfit Scope & Critical Path
• Approve a detailed upfit sequence and schedule that aligns with the selected build-slot and deployment date.
• Confirm telematics and first-mile validation steps that prove the future state in operational terms.
• Agree on contingency options and the owner responsible for invoking them if delays occur.
• Document the acceptance and sign-off criteria tied to the agreed success metrics.
• Seller: Reserve upfit shop slots and publish a Gantt-style upfit schedule showing critical-path milestones.
• Customer: Provide telematics credentials and agree on data endpoints and acceptance KPIs.
• Both: Create an acceptance checklist that ties each item to the agreed future-state metrics and designate signatories.
• Financing Options Overview
• Select a financing structure that demonstrably achieves the target CPM within acceptable cashflow constraints.
• Agree payment milestones tied to build-slot reservation and deployment risk mitigation.
• Obtain commitment to proceed to Mutual Commit steps: term sheet preparation and credit submission.
• Identify the final approvers and timeline for finance sign-off.
• Seller: Produce a one-page recommended term sheet and a CPM sensitivity workbook reflecting the chosen configuration and slot.
• Customer: Submit credit information and CFO approval or feedback on the recommended financing structure.
• Introductions & Meeting Objective
• Articulate and record a single-sentence current state that all participants confirm is accurate.
• Quantify the business consequence of the status quo in dollars, hours, or contractual risk.
• Agree on a single-sentence future state and explicit acceptance metrics (target CPM and deployment date).
• Assign owners and confirm required pre-work for the next meeting (data, decision-makers, constraints).
• Customer: Share latest fleet inventory, baseline cost-per-mile workbook, and the target deployment date.
• Seller: Produce a baseline consequence summary (dollars, downtime, penalties) and proposed success metric language.
• Both: Confirm attendees and decision-maker availability for the Configuration & Build-Slot workshop.
• Recap Targets & Constraints
• Ensure the customer understands the specific CPM impact of each configuration choice.
• Select a build-slot strategy consistent with the target deployment date or agree on acceptable delivery premium.
• Choose a preferred scenario (or shortlist) that balances CPM and delivery and get explicit customer validation.
• Identify outstanding decisions or escrows required to hold slots (deposits, LOI, credit info).
• Seller: Lock provisional build-slot availability and provide written slot options with deadlines and fees.
• Customer: Confirm locked/high-priority spec constraints and authorize reservation terms or request further scenario tweaks.
• Seller: Update the CPM scenario model to reflect any chosen spec/slot and circulate within 24 hours.
• One-Sentence Current State
• Shop Capacity, Parallelization & Schedule
• TCO & CPM Sensitivity Modeling
• Configuration Options & CPM Impact
• Integration: Telematics, Driver Tools & Acceptance Tests
• Payment Timing vs. Delivery Risk
• Factory Build-Slot Calendar & Delivery Implications
• Consequence Quantification
• Recommendation & Decision Points
• Contingency & Risk Mitigation
• Scenario Modeling: Earliest, Balanced, Lowest-CPM
• Define One-Sentence Future State & Acceptance Metrics
• Decision Gate & Validation
• Final Validation & Sign-Off Criteria
• Validation & Owner Assignment
• Validation & Next Steps

• Place and manage factory build orders
• Allocate in‑stock units for immediate delivery
• Upfit vocational bodies and equipment
• Install telematics and fleet management systems
• Perform pre‑delivery inspection and road‑test
• Deliver units to customer site (drayage/logistics)
• Execute fleet financing and lease agreements
• Provision factory‑backed warranty enrollment
• Purchase trade‑in units and process title transfer
• Stock and supply preventive‑maintenance parts kits
• Perform preventive maintenance and inspections
• Provide mobile roadside repair and towing
• Administer warranty repairs and extended service contracts
• Deliver driver familiarization and operator training

Place and manage factory build orders

• What exact OEM model(s) and factory option packages must be ordered (provide model codes if available)?
• What is your target delivery window (month/quarter) for factory-built units? Options: Within 30 days, 30-60 days, 60-120 days, 120+ days, Flexible
• Which build-slot constraints are acceptable (e.g., hold window, earliest/latest ship dates)?
• Do you require factory-installed options that are build‑slot sensitive (e.g., engine emission packages, factory body prep)? Options: Yes, No
• Who will issue the purchase order and manage change orders (customer, dealer, procurement contact)? Options: Customer issues PO, Dealer issues PO on behalf of customer, Procurement team issues PO, Other
• If a build-slot slips, what contingency is acceptable (alternate slot, interim rental, allocation from dealer stock)? Options: Alternate slot, Interim rental/loaner, Use in‑stock substitution, Cancel/penalty required

Allocate in‑stock units for immediate delivery

• How many units are needed for immediate delivery? Options: 1, 2-5, 6-20, 21+
• Which key specs must an in‑stock unit match to be acceptable (engine, GVW, axle count, wheelbase, cab configuration)?
• What tolerance for substitution is acceptable (e.g., different axle ratio, minor trim differences)? Options: No substitutions, Minor substitutions OK with approval, Any equivalent spec is OK
• Do in‑stock units require dealer-installed upfits or can they go to third‑party upfitters immediately? Options: Dealer upfit required, Third‑party upfit acceptable, No upfit required
• Is immediate delivery tied to a contract start date or regulatory deadline? If yes, provide the date and penalty risk.
• Are there finance or lease prerequisites that must be in place before allocating an in‑stock unit? Options: Credit approval required, Down payment required, No prerequisites, Other

Upfit vocational bodies and equipment

• Which body type(s) are required (select all that apply)? Options: Dump body, Refrigerated box, Flatbed, Service/utility body, Mixer, Tanker, Box/van body, Other
• Will upfits be performed at the dealer, factory (factory-installed upfit), or by a third‑party upfitter? Options: Dealer shop, Factory-installed, Third‑party upfitter, Combination
• Are there certified upfit vendors or brand requirements we must use? Options: OEM-certified vendors only, Approved third‑party vendors, No restriction
• List required equipment and ancillaries (hoists, cranes, auxiliary hydraulics, PTOs, toolboxes, shelving, liftgates).
• Are there regulatory or local compliance requirements for the upfit (DOT, DOT lights, emissions, ADR, municipal specs)? Options: Yes, No
• What is the acceptable upfit lead time and required sequencing relative to factory delivery (e.g., upfit after delivery, pre-upfit at dealer before delivery)? Options: Upfit before delivery, Upfit after delivery at customer site, Upfit at dealer post-delivery, Flexible

Install telematics and fleet management systems

• Which telematics or fleet-management platform do you require (vendor name)? Options: Vendor A, Vendor B, Vendor C, OEM telematics, Customer-specified/Other
• Do you require factory pre-wiring or OEM telematics integration vs. post-delivery device install? Options: Factory pre-wiring/OEM integration, Post-delivery device install, Either is acceptable
• What data feeds and integrations are required (location, engine hours, PTO status, CAN bus metrics, fuel usage, ELD/driver logs, API to back-office)?
• Who will provision SIMs and connectivity (dealer, customer, telematics vendor)? Options: Dealer provisions, Customer provisions, Vendor provisions
• Is configuration, training, and admin setup for the telematics platform required as part of delivery? Options: Yes - full setup & training, Yes - basic provisioning only, No
• Do you require warranty or SLA coverage for telematics devices and cellular connectivity? Options: Yes, No

Perform pre‑delivery inspection and road‑test

• Who will accept and perform the PDI and road‑test (dealer technician, OEM rep, customer technician)? Options: Dealer technician, OEM representative, Customer technician, Third-party inspector
• What are the required acceptance criteria and checklist items (leak checks, alignment, brake performance, powertrain scan, accessory function)?
• Is a documented PDI report and signed acceptance required before final invoicing? Options: Yes, PDI report and sign-off required, PDI report only, No formal PDI required
• Where should the PDI/road‑test occur (dealer lot, customer site, authorized test route)? Options: Dealer lot, Customer site, Authorized test route
• What remedial actions are acceptable if PDI identifies issues (repair prior to delivery, hold for factory correction, cancel)? Options: Repair prior to delivery, Hold for factory correction, Credit/backcharge, Other
• Do you require telematics or instrumented testing data to be captured during the road‑test? Options: Yes, No

Deliver units to customer site (drayage/logistics)

• What is the final delivery address and site constraints (yard access, restricted hours, gate protocols, weight limits)?
• Do deliveries require escorted transport, pilot vehicles, or special routing (oversize, hazardous load)? Options: Yes, No
• Are liftgate, unload crew, or customer on‑site acceptance required at delivery? Options: Liftgate required, Unload crew required, Customer acceptance inspection required, None
• What delivery date windows are acceptable and are there hard deadlines (contract start date)?
• Should dealer manage drayage and logistics end‑to‑end including insurance and damage claims? Options: Dealer manages full logistics, Customer manages final-mile, Split responsibilities
• Do you require white‑glove delivery services (staging, documentation handoff, on‑site PDI)? Options: Yes - white glove, Standard delivery, No preference

Execute fleet financing and lease agreements

• What financing structure do you intend to use? Options: Cash purchase, Commercial loan, Operating lease, Capital lease, FMV lease, Other
• What term length and payment cadence are required (months/years, monthly/quarterly)?
• Is a residual guarantee or buyback/resale assumption required? Options: Yes - residual guarantee required, No residual guarantee, Open to dealer proposal
• Are there internal approvals or credit requirements already in place (approved, pending, needs submission)? Options: Approved, Pending, Requires credit application
• Will trade‑in value be applied against down payment or financed separately? Options: Apply to down payment, Financed separately, Sell trade-in privately
• Do you require tax, title, and registration handling as part of the finance package? Options: Yes, No

Provision factory‑backed warranty enrollment

• Which warranty coverage level is required (base, extended powertrain, comprehensive)? Options: Base warranty, Extended powertrain, Comprehensive/extended, Service contract only
• When should warranty start (delivery date, registration date, first-in-service)? Options: Delivery date, First-in-service date, Registration/placed-in-service
• Do upfits or third‑party equipment need warranty validation or supplemental coverage? Options: Yes - supplemental coverage required, No - customer accepts
• Who is responsible for enrolling the units in the factory warranty (dealer, customer, OEM)? Options: Dealer, Customer, OEM/Factory
• Do you require a warranty claims onboarding and contact plan for field repairs? Options: Yes, No

Purchase trade‑in units and process title transfer

• How many trade‑in units will be offered and what are their VINs and odometer readings?
• What is the current lien status and where are titles held? Options: Clear title, Lien with bank - payoff required, Dealer holds title, Other
• Do you require an onsite appraisal or will photos and a remote appraisal suffice? Options: Onsite appraisal, Remote appraisal/photos, Wholesale auction value only
• Should trade‑in credit be applied as vendor offset, down payment, or separate sale? Options: Apply as down payment, Credit as offset to invoice, Separate sale/payment
• Do trade‑ins require dealer pickup logistics and title transfer handling? Options: Dealer to pickup and handle title, Customer will deliver and provide title, Third‑party transport
• Are there refurbishment or repair expectations before trade‑in pickup? Options: Sell as‑is, Minor repairs expected, Full refurbishment required

Stock and supply preventive‑maintenance parts kits

• Which parts should be included in the preventive‑maintenance kits (filters, belts, fluids, brake pads)?
• How many kits per unit are required and what is desired reorder frequency? Options: 1 kit per unit, 3 kits per unit, Custom quantity
• Where should kits be delivered or staged (dealer warehouse, customer depot, shipped with vehicles)? Options: Dealer warehouse, Customer depot, Shipped with vehicle
• Do you require OEM parts only or accept aftermarket alternatives for kits? Options: OEM parts only, OEM preferred but aftermarket OK, Aftermarket acceptable
• Should parts inventory be managed and replenished by the dealer under an agreement? Options: Dealer-managed replenishment, Customer-managed inventory, Consignment model

Perform preventive maintenance and inspections

• What PM interval do you want to establish (miles/hours/months)? Options: Time-based (months), Mileage-based, Engine hours-based, Hybrid schedule
• Who will perform maintenance (dealer service bays, customer in-house, third‑party network)? Options: Dealer service, Customer in-house, Third‑party network

• Statement of Work (SOW)
• Purchase & Sales Agreement
• Build-Slot & Delivery Commitment
• Pricing Confirmation & Fee Schedule
• Financing / Lease Agreement
• Trade-in Valuation & Acceptance
• Maintenance & Service Agreement
• Acceptance Criteria & Inspection Checklist
• Change Order & Scope Amendment
• Deposit Authorization & Payment Instructions
• Contingency & Lead-Time Risk Plan
• Authorization & Signatory Approval

• Success Review — KPI & Outcomes
• Operational Lessons & Continuous Improvement Workshop
• Service Issues & Enhancements Triage
• Financial Reconciliation & Residual Performance
• Executive Close & Rollout Decision

• Produce detailed financial reconciliation with line‑item variances and root causes.
• Produce a 'Lessons Learned' document summarizing incidents, RCA findings, and proposed fixes.
• Assign owners and due dates for the top 3 improvements and add them to the project tracker.
• Update relevant SOPs and training materials to reflect agreed process changes.
• Shared Channel & Workflow Overview
• Agree a single shared channel and the end‑to‑end triage workflow (who does what, when).
• Clear and reassign all open tickets with owners, SLAs, and expected resolution dates.
• Establish cadence and KPIs that show triage responsiveness and backlog health.
• Create the shared channel, set naming/tags, and invite required stakeholders.
• Document and publish the SLA and escalation matrix in the channel and internal playbook.
• Export current ticket list into the new tracker and annotate owners/ETAs.
• Opening & Financial Summary
• Reconcile actual CPM to contractual/forecasted CPM and quantify the financial difference.
• Agree adjustments (credits, invoice corrections) or documentation for accepted variances.
• Update residual and financing assumptions used for future proposals and capture rationale.
• Opening & Purpose
• Propose and implement agreed invoice/credit adjustments and document approvals.
• Update pricing/residual assumptions in the commercial playbook for future quotes.
• Executive Summary — Metrics & Lessons
• Achieve executive decision to scale, maintain, or close the deployment program.
• Establish governance, QBR cadence, and owners for ongoing performance oversight.
• Publish a formal sign‑off and communications plan to stakeholders.
• Document the executive decision and next‑phase scope (scale/maintain/close) and circulate.
• Schedule recurring QBRs and assign executive and operational owners.
• Publish the formal closure/rollout communication to the extended stakeholder list.
• Confirm whether deployment met agreed acceptance criteria for cost‑per‑mile, uptime, and deployment timing.
• Document and quantify any gaps and their operational/financial consequences.
• Agree immediate next steps: accept, remediate, or escalate with named owners and deadlines.
• Establish the canonical data sources and metrics baseline for ongoing monitoring.
• Compile a final KPI report (sources, calculations, variances) and circulate to all stakeholders.
• Create remediation workstreams for any missed targets with owners and 30/60/90 day milestones.
• Record formal acceptance sign‑off or remediation acceptance by the customer.
• Objective & Ground Rules
• Document a clear, evidence‑based set of lessons learned.
• Create a prioritized improvement backlog with owners and target completion dates.
• Agree process changes (SOPs, checklists, training) to prevent recurrence of top issues.
• One‑Sentence Current State
• Review Open Service Tickets
• Post‑Deployment Incident Review
• Customer Voice & Satisfaction
• Cost‑Per‑Mile Variance Breakdown
• Financing & Residuals vs Assumptions
• Define SLA & Escalation Matrix
• Risk Review & Contingency Plan
• Root Cause Analysis
• KPI Review — Cost‑Per‑Mile, Uptime, Deployment
• Decision: Scale, Maintain, or Close
• Consequence & Variance Quantification
• Telematics & Alerts Integration
• Improvement Brainstorm & Options
• Warranty, Credits & Trade‑in Adjustment Discussion
• Governance & QBR Cadence
• Prioritization & Assignment
• Decision Points & Accounting Next Steps
• Enhancement Intake & Prioritization
• Customer Validation
• Review Action Register
• Cadence & Reporting
• Formal Sign‑off & Communications
• Decision & Next Steps