This tree is part of the roadside repair authorizations guide. It answers one narrow question: once a fleet has kept its authorization history, whose yes starts the conversation.
Four rungs, from the shop floor to the signer
Think of authority as a ladder rather than a list. Each rung knows less detail and holds more authority.
| Rung | Role | Knows | Controls | Can authorize a licensing discussion |
|---|---|---|---|---|
| 1 | Fleet manager | Systems, volumes, the approval policy | Day-to-day records and the service desk | No; sponsors |
| 2 | VP of maintenance or operations | Why limits and vendor networks changed | The fleet system budget and contract | No; supports the case |
| 3 | Controller or CFO | Invoice matching, variances, vendor terms | Accounts payable and purchasing records | No; prepares the case for financial records |
| 4 | CEO | Contracts with vendors and providers | The company's data rights | Yes |
Below rung 1 sit the people with access but no authority: the fleet system administrator, a telematics integrator, an outside maintenance consultant. They can tell you what is stored. The administrator who can export the fleet system cannot agree to license it.
Climbing the ladder: questions to ask at each rung
- At rung 1, ask about coverage. Roughly how many out-of-network repairs a year, how many needed a manager's approval, how far back each system goes. Then ask how to reach the CEO.
- At rung 2, ask about change over time. When did approval limits change, and were the changes dated? The answer affects how useful older years are, and this person often owns the fleet system contract.
- At rung 3, ask about financial records. Are invoices matched to POs, and are variance reasons written down? The controller or CFO can explain accounts payable and purchasing records and help prepare the case.
- At rung 4, ask for a short call. The CEO is the introduction. In an owner-led carrier, that is usually the owner; in a carrier being sold, it may be someone reading how to sell a trucking company at the same time.
The rule underneath is simple. A carrier is responsible for its own maintenance: 49 CFR 396.3 requires motor carriers to systematically inspect, repair and maintain the vehicles under their control. And under Part 379, once minimum retention periods pass, what happens to records is at management's discretion. Neither rule settles licensing rights, but both treat the carrier's management, not whoever operates a system, as responsible for the fleet's records.
Three flags that go to counsel
The partner notes each flag and leaves it with the fleet.
Outside vendors in the records. Quotes and invoices name third-party shops and their prices. The fleet created the PO and the approval, but the quote came from the vendor, and some vendor agreements limit disclosure.
An outsourced service desk. If a breakdown service ran the desk, its call notes and tickets may sit under that provider's contract. The fleet's own approvals and work orders are usually easier to establish.
Telematics and equipment data. Fault codes and location data may be governed by the telematics or equipment agreement. Ownership varies, as who owns equipment data explains.
Where a fleet weighs whether to hire its own lawyer for these questions, a data licensing lawyer versus a platform sets out the options.
How the ladder lands at two fleets (Illustrative)
Two fictional carriers show the same ladder ending on different rungs. Neither is a real company or deal.
| Question | 300-person private fleet of a food distributor | 700-person for-hire truckload carrier |
|---|---|---|
| Who describes the records? | Fleet manager and fleet system admin | Maintenance director and service desk lead |
| Who sponsors? | Fleet manager | VP of maintenance |
| Who can say yes? | CEO of the parent distributor, with general counsel | CEO, with general counsel |
| Service desk | In-house | Outsourced breakdown service |
| Telematics | Owned units, standard vendor terms | Mixed fleet, some leased with lessor telematics |
| Likely starting scope | Approvals, POs, work orders and invoices | Same, with provider call notes excluded until the contract is read |
Note the first fleet: a private fleet inside a larger company often has its data decisions made at the parent, not in the fleet department. Consistent repair coding, such as VMRS, of which TMC is the official custodian, does not change who signs, but it does make the history easier to describe at rung 1.
What no one can answer before the rights review
When the right executive agrees to talk, say plainly what is still open:
- Inclusion: which record classes and years can be licensed once vendor, provider and telematics contracts are read.
- Preparation: what must be removed or de-identified, such as driver names and vendor pricing.
- Demand: whether any buyer wants roadside authorization histories when SourceX reviews them.
- Terms: whether an offer is made.
The fleet needs 50+ full-time employees at peak (contractors excluded, which matters for carriers using owner-operators), a documented operating history, rights to license and an authorized contact. Companies in the U.S., Canada and the EU qualify, as do companies in the UK, Australia, New Zealand, India, Singapore, South Africa, Latin America, the UAE and Saudi Arabia when at least 90% of the data is in English. Partners sign the Channel Partner Agreement before submitting introductions. Attribution goes to the first valid introduction within the 90-day window, credited when the company submits a verified application, and one partner is credited per company.
Record the signer in the roadside repair authorizations referral brief template; the cross-system map lists the systems rung 1 will be asked about. The diagnostic side of the same work orders is on fleet maintenance records.
Next step
Refer a company. Earn up to $100,000. Default reward: 25% of Actual Supplier Payout, capped at $100,000 cumulatively per referred company. Eligibility and payment conditions apply, and a signed Schedule A or addendum can differ. A lead, meeting or signature alone does not trigger payment.
Once the fleet manager has brought in the CEO and the vendor, provider and telematics flags are written down, register as a partner, check the fleet on who qualifies and read the program terms before you make the introduction.