6 Reasons to Use Fleet Vehicle Work Order Software

With modern technology, fleet managers no longer have to sort through spreadsheets to carry out maintenance. Vehicle work order software keeps fleet managers organized by tracking service work down to the line item and accurately analyzing operating costs of assets.

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The Benefits of Vehicle Work Order Software

When planning and executing fleet maintenance, it’s important to have a well-thought-out vehicle work order process to track and manage service tasks and get vehicles out of the shop quickly.

Vehicle work order software enables you to plan, schedule and carry out fleet maintenance from start to finish. Managing maintenance in a centralized software automates processes to maximize fleet efficiencies.

Automating maintenance through web and mobile work orders saves time and allows you to focus on more important tasks. Isn’t that what fleet technology is all about?

Streamlining fleet maintenance management through vehicle work orders helps avoid downtime and provides insight into fleet operation costs. Here are six ways work order software can improve your management process.

1. Implement Efficient Workflows

Staying on top of maintenance is crucial. If your fleet maintenance process is unorganized, you could be looking at unnecessary downtime and costly expenses.

Carrying out streamlined workflows through vehicle work order software ensures your maintenance process is at optimal efficiency. Work orders can be created, assigned and tracked digitally, eliminating the chaos of paper work orders.

Vehicle work order software automates the fleet maintenance process by generating work orders and tracking service. By freeing up time spent on paperwork, you can spend more time analyzing and improving fleet operations.

See how a landscaping fleet leverages fleet management software to proactively track and manage vehicle work orders.

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2. Conduct Routine Preventive Maintenance

You know how important it is to regularly service your assets, but without a proper schedule, oil changes and other preventive maintenance tasks can fall through the tracks.

Vehicle work order software simplifies PM scheduling giving you the tools to set service schedules based on meter and time intervals. Fleet managers receive mobile reminders of upcoming work orders to best plan for when vehicles have to be in the shop.

Auto-generating vehicle work orders based on PM schedules also enables you to track service progress, as well as parts and labor rates, providing a detailed view of maintenance shop productivity and total service costs.

3. Leverage Inspection Results

The downtime clock starts ticking at the time an inspection item fails. In order to act quickly and minimize the risk of future issues, it’s important to ensure your drivers have a way to communicate any vehicle issues.

Conducting digital inspections with vehicle work order software eliminates bottlenecks in the inspection process by automatically creating work orders based on inspection item failures.

Having an efficient workflow from inspection results to work order creation allows you to take action immediately. Whether you conduct maintenance in-house or outsource to a third party, work orders are automatically created and sent to help your vehicles get back on the road quickly.

4. Track Maintenance by Detailed Line Item

To complete service tasks efficiently, a fleet manager must be able to fully track maintenance resources by line item. Digging through spreadsheets and receipts to find the right information is a poor use of time.

Vehicle work order software enables you to precisely track line items for each service task. Associate part costs to individual tasks and add labor rates to fully track resources, cost and time to improve maintenance operations.

Having a complete service of record of your fleet links issues and diagnostic trouble codes (DTC) to line items. This ensures you have the best understanding of asset health and can thoroughly track issues.

Improving your fleet begins with comprehensive fleet analysis. Keeping an organized log of service history provides insight into the health and cost of your assets and how you can refine future maintenance practices.

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5. Automate Approvals for Outsourced Maintenance

Outsourcing maintenance and repairs to third-party vendors can be a cost-effective solution for most small to mid-size fleets. When managing multiple assets, it’s important to be able to keep work orders organized and promptly submit repair approvals.

Streamlining maintenance through vehicle work order software allows you to manage third-party vendors, repairs and approvals to reduce downtime and maximize savings.

Instead of playing phone tag with shop managers, vehicle work order software will notify you of repair order line items and allow you to reject or approve maintenance. This ensures the technicians maintain momentum and get repairs completed quickly.

Check out how a restoration fleet saves time by automating outsourced maintenance through vehicle work order software.

6. Calculate TCO to Make the Best Maintenance Decisions

Knowing your fleet’s true total cost of ownership (TCO) enables you to easily measure resources and make the best decisions for your business.

Vehicle work order software automatically [calculates TCO] based on service line items to help benchmark costs across your fleet. Analyzing service as a part of your asset’s operating cost gives you complete insight into the profitability of your fleet.

Fleet reports based on your TCO are compiled into easy-to-read reports to help you understand fleet trends and track repair expenses. Without this insight, many fleets face unnecessary expenses and have difficulty making data-driven decisions.

Since maintenance is one of the largest fleet expenses, work orders provide excellent context into TCO and help improve fleet operations.


Keep your fleet maintenance organized with vehicle work order software! Start your free trial of Fleetio or request a demo today!


Laura Flowers

Content Marketing Specialist

Laura Flowers is the Content Marketing Specialist at Fleetio. When she’s not blogging, you can find her reading on the couch with her cat or in the studio tap dancing.

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