vehicle inspection report
Your vehicle inspection reports
become rows in a Google Sheet.
Upload or forward a vehicle inspection report by email and its extracted data is added as a new row to a Google Sheet, within seconds. Drop one below and we will determine the column names and create the sheet.
Drop a vehicle inspection report here
PDF, photo, scan, Word or PowerPoint — up to 200 pages
No account. No card. Your first sheet is free.
Example of what your sheet will look like
| A | B | C | D | E | F | |
|---|---|---|---|---|---|---|
| 1 | Inspection date | Truck | Driver | Odometer | Defects noted | Safe to operate |
| 2 | 07/14/2026 | 114 | R. Alvarez | 188,420 | None | TRUE |
| 3 | 07/14/2026 | 122 | P. Nowak | 204,118 | Left marker lamp out | TRUE |
| 4 | 07/15/2026 | 107 | S. Ibrahim | 312,004 | Air leak, trailer gladhand | FALSE |
| 5 | 07/16/2026 | 114 | R. Alvarez | 188,712 | None | TRUE |
This is an example. You decide which columns your own sheet has.
The columns
These are the columns we usually find on a vehicle inspection report. You can rename them, drop the ones you do not track, and add your own before the sheet is created. Anything you add to the right of our columns stays untouched — including formulas.
- Inspection datedate
- Truckstring
- Driverstring
- Odometernumber
- Defects notedstring
- Safe to operateboolean
- Repaired datedate
Questions people ask
- Drivers already fill these on paper.
- Then a photo at the end of the shift is the whole workflow. The defect becomes a row the same day rather than the week somebody sorts the clipboard.
- Can I see open defects across the fleet?
- Filter for a defect noted and an empty repaired date. That list is the one a roadside inspection is going to find for you if you do not find it first.
- I work in Excel. Can I get the data out of Google Sheets?
- Yes, and it is Google's feature rather than ours: Google Sheets will download any sheet as .xlsx or .csv from its own File menu, and it opens in Excel from there. What we build and keep filling is the Google Sheet itself — we never produce an Excel file, so anything forwarded later adds a row to the sheet and not to a copy you have already taken off it.
- What if one scan holds several vehicle inspection reports?
- Each one becomes its own row. We show you the first rows we read before the sheet is created, so you can see we are reading it the way you would — and if a document should be split some other way, you say so in your own words and we follow it.
- Do photos from a phone work?
- Usually, yes — including stamped, stapled and hand-annotated copies. If a photo of a vehicle inspection report is too blurry to read we say so rather than inventing a row.
- Who can see my Google Sheet?
- Only people you give the link to. The link is unguessable, anyone holding it can edit the sheet, and we never share it with anyone else.
- Do you keep my vehicle inspection reports?
- No. We keep the extracted row, not the document. The file is discarded once your sheet is built.
- What if there is no attachment — just the email?
- We read the message itself: its text becomes the rows, with the quoted thread and signature stripped first. When a file is attached we read the message alongside it, so a reference typed in the email can still reach its column.
- How is this counted — what is a page?
- Pages are what your plan is measured in, and everything we read counts as pages: each page of a document, each photo or scan, and the text of the email it arrives in. A document that produces forty rows still costs its pages, not its rows.
- How does forwarding work?
- Your sheet gets its own address at in.tosheet.ai. Forward a document there — from your own mailbox, or straight from whoever sends them to you — and ToSheet.ai adds its row within seconds. Several attachments on one email is fine: each is read on its own and adds its own rows. You never have to open this site again.