4fleet walks you through setup with a guided onboarding wizard and a live Go-Live readiness check. The wizard covers the essentials in a few short steps; the readiness check confirms you are ready to take real work. This article explains what each item is, why it matters, and how you know you are done.
The five things that must be in place
Before 4fleet can quote, book, and invoice for you end to end, five things need to exist:
- Your company and base location. Your company profile holds your name, currency, branding, and - importantly - your base location (the address your vehicles start from). The base location is what 4fleet uses to calculate deadhead (the empty miles to and from a job), so pricing is not accurate until it is set.
- At least one vehicle. Your fleet is the supply side of every quote. Add each vehicle with its make, model, registration, class, and capacity. Nothing can be priced or assigned without a vehicle.
- Pricing. Every vehicle needs a way to be priced. Set a per-vehicle pricing profile (your rate card) or a vehicle-class fallback rate. A vehicle class needs a price per kilometre - without it, the quote engine cannot produce a number.
- At least one driver. Add your drivers (or yourself as an owner-operator). Drivers can be assigned to jobs and, if you invite them, get their own mobile portal.
- A connected email account. This is the one people skip and regret. Connect your Gmail or your IMAP/SMTP mailbox. Without a connected mailbox, quotes, invoices, dispatch emails, and automated follow-ups are silently not sent. See "Connecting your email" for the full picture.
The onboarding wizard
The onboarding wizard steps you through company basics, then services and fleet, then pricing rules, then integrations (email, maps), then templates and automations, and finally a completion step. Each step creates real records - services, vehicle-class pricing, a starter driver profile, email templates, and task automations - so you are not just filling in a form, you are building a working account.
At the pricing step you can optionally use the AI suggestion feature, which drafts a full pricing, policy, and template package for you to review and adjust. Treat it as a starting point, not a final answer.
The wizard's final step re-runs the readiness check and will not let you mark onboarding complete while any blocking issue remains.
The Go-Live readiness check
The Go-Live page is a read-only checklist you can open at any time. It inspects your account and reports on: base location, fleet, pricing, maps, email connection, and the follow-up worker. Each item shows as done, or gives you a hint about what is missing.
Think of it as your pre-flight check. Green across the board means the machinery behind quoting, sending, and chasing is all wired up.
How you know you are done
You are ready to go live when three conditions are met:
- No blocking issues remain on the Go-Live check (base location, a vehicle, pricing, and a driver all in place).
- Your email is connected so client-facing messages actually leave the building.
- You have produced your first quote or booking end to end, proving the whole chain works with real data.
Once those are true, you are operating. Everything else - partners, advanced pricing, driver portals, AI features - layers on top of this foundation and can be added whenever you need it.
A note on order
Set your base location and add vehicles before you configure pricing, because pricing attaches to vehicles and needs your base location for deadhead. Connect email early so you can test a real send. If you get stuck on any step, the Go-Live check will tell you exactly which piece is missing.