Vehicle Incident & Accident Log: Consistent Reporting, Faster Follow-Up
Give drivers a structured incident intake with photos, let your safety manager review and classify each one as preventable or non-preventable, and turn approved reports into corrective actions, an insurance packet, and a clean incident register.
A web tool where a driver reports a vehicle incident with photos and the key facts, your safety manager reviews it, sets the preventable/non-preventable and DOT-recordable classification, and approves it — and only then does the tool open a corrective action, assemble an insurance packet, and add the incident to a searchable register.
Before you start
- A Supabase account (free)
- A Vercel account (free)
- A Resend account (free)
- Your driver and vehicle lists (a spreadsheet is fine)
- Your current incident report form or fields
- Claude Code or any AI coding agent
The problem this kills
A truck clips a loading dock. A van gets rear-ended at a light. A driver backs into a bollard. What happens next is where fleets lose money and time: the report comes in as a voicemail, a text, a half-filled paper form, or three blurry photos with no date. The location is vague, the other party's insurance is missing, and nobody wrote down whether the driver was at fault.
By the time your safety manager pieces it together, the insurance window is tight, the corrective action never got opened, and the same near-miss happens again because nothing was logged. Worse, when an auditor or your insurer asks for your incident history, you're stitching it together from email threads. You don't need a $30k fleet-safety platform to fix this — and you don't need to be a developer.
What you'll build
A simple internal web tool. A driver opens a clean incident intake form on their phone: date and time, location, the vehicle and driver (picked from your real lists), what happened, who else was involved, and photos uploaded straight from the scene. The tool gives the incident a number and routes it to your safety manager, who reviews everything in one place, sets the classification — preventable or non-preventable, and whether it's DOT-recordable — and clicks Approve.
Only on approval does the tool act: it opens a corrective action (e.g. retraining, a coaching note, a vehicle repair), assembles an insurance packet (the facts, the photos, the other party's details in one export), and writes the incident into a searchable incident register you can hand to an auditor or your insurer anytime.
What's inside the Implementation Plan
The downloadable plan is a step-by-step file you paste into an AI coding agent. It opens by interviewing you about your fleet — how incidents reach you today, what your driver and vehicle records look like and how they're numbered, the exact fields on your current report form, your preventability and DOT-recordable rules, your typical and peak incident volumes, and the messy edge cases (single-vehicle vs. multi-party, injuries, a driver who reports late) — and then it tailors the data model, the classification logic, and every later step to your answers. This is not a generic template; the agent reads a short spec back to you and waits for your thumbs-up before it builds anything. From there it walks the agent through the driver intake with photo upload, the safety-manager review-and-classify screen, the approval gate, the corrective-action and insurance-packet generation, and the register — each step with a ready-to-copy prompt. There's also a fallback so you can build and run the whole thing today with just spreadsheets and CSV, no integration required.
The governance it includes (this is the point)
This is real safety and risk tooling, so it ships with the controls a fleet needs: login so only your team can use it, row-level security so you only ever see your own organization's incidents, a complete audit trail of who reported, reviewed, classified, and approved each incident and when, a hard human-approval gate so no corrective action or insurance packet is generated until your safety manager signs off on the classification, and duplicate guards keyed on the incident number so the same crash can't be logged twice.
Who it's for
Drivers, safety managers, and risk/insurance owners at any fleet — delivery, service, trucking, or a company motor pool — who want incident reporting that's consistent, complete, and fast enough that insurance and corrective action stop lagging. If you can describe how your team decides whether a crash was preventable, you can build this.
You've got this — start with the plan, paste the first prompt, answer the interview, and you'll have a driver filing a real incident report the same afternoon.