Vehicle maintenance log software is one of the most powerful tools a fleet manager can leverage. Instead of manually tracking fleet maintenance on paper or in complicated spreadsheets, managers can get a complete view of service tasks, expenses and vehicle health in software.
Using vehicle maintenance log software maximizes visibility into your fleet maintenance strategy. Your team can log real-time maintenance information from the field via a mobile device. All information is automatically synced to your software, keeping you informed of maintenance status.
Choosing the best vehicle maintenance log software for your fleet may seem overwhelming. With so many options on the market, it’s important to find a software that fits your needs and can scale with you as your business grows.
Fleetio: The Best Vehicle Maintenance Log Software
Vehicle maintenance is at the heart of keeping any fleet operation running smoothly. Fleetio understands your unique challenges as a fleet manager and provides a powerful yet intuitive platform to alleviate these pain points.
Here's how Fleetio simplifies vehicle maintenance logging and elevates fleet maintenance management:
1. Automated Workflows and Service Notifications
Automate your maintenance tracking and recording workflows, eliminating the need for to thumb through spreadsheets and file cabinets. With features like real-time data syncing, automated reminders for preventive maintenance, and direct access to a network of leading maintenance shops, Fleetio ensures that nothing slips through the cracks.
2. Insights to Optimize Fleet Operations
Tracking maintenance is the bare minimum. Fleetio provides insights to help you optimize your fleet – reducing downtime and costs. With tools for tracking the total cost of ownership, analyzing asset health, and managing service schedules, Fleetio gives fleet managers actionable insights to make informed decisions.
3. A Simple Mobile App for Technicians
Fleetio Go, our mobile app, enables fleet managers and technicians to log maintenance details, upload photos and update statuses directly from the field. Whether in the shop, in the road, or in the office, Fleetio keeps your entire fleet operation connected and informed.
Proven Results for Fleetio Customers
Just as your technicians rely on their tools to complete their job, fleet managers need a tool that works for them. Fleetio's maintenance platform delivers value by improving efficiencies and reducing downtime.
- 60% of Customers Reported Fewer Preventable Breakdowns
- 71% Reduced Time Spent Entering in Fleet Data
- 77% Reported Better On-time Maintenance Compliance
View the independent research →
When an inspection fails, I get an email for it and I can address the issue and have it fixed by the end of the day. Fleetio to me is almost as real-time as you can get compared to the other programs I’ve used. John Clayton Druder, Lead Mechanic, Cherrylake
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Which features do the best vehicle maintenance log software solutions offer?
The best vehicle maintenance log software has features that enable collaboration, maximize efficiency and enhance visibility. Here are the top fleet management software features to look for when choosing a vehicle maintenance log software for your fleet.
1. A Configurable Dashboard
As a fleet manager, your time is valuable. You don’t have time to play phone tag with your team or hunt down information from outdated systems.
Unfortunately, some fleet managers spend hours each day trying to source the right data to complete tasks. Not only is this frustrating, but it also causes inefficiencies across your operation.
Vehicle maintenance log software eliminates roadblocks by maximizing fleet visibility. Managers can get a complete view of fleet activity and high-level insights in a configurable dashboard.
Fleet management dashboards provide a bird’s eye view of your fleet’s day-to-day operations. From open work orders and service reminders to expenses and meter readings, you have a real-time look at everything that matters most.
Because your fleet is unique, it’s important to find a vehicle maintenance log software that allows you to completely configure your dashboard. If you’re targeting certain fleet key performance indicators (KPIs), put related information and graphs at the top of your screen. To get rid of excess information, simply hide features you don’t need.
2. A Synced Mobile App
Your fleet is constantly on the move. Managing fleet maintenance can be difficult with a dispersed team, especially if you’re tracking maintenance on paper.
Fleet managers need a way to monitor operations and communicate with team members in real time. When choosing a vehicle maintenance log software, it’s imperative to find one with a mobile fleet app.
Leveraging a software that pairs with a robust mobile app enables collaboration across your team. Drivers and operators can update vehicle details, and managers can receive instant notifications via mobile device, dashboard or email inbox. Being able to upload and access information from anywhere bridges the gap between field and office.
Instead of waiting to hear about vehicle issues at the end of the day, managers are instantly alerted to issues. Receiving instant notifications of inspection failures and vehicle issues enables you to schedule maintenance quickly, avoid downtime and increase efficiency.
3. Real-Time Collaboration
Your mobile app shouldn't only be a space for logging maintenance data. It should enable your team to collaborate and provide insight into maintenance issues. Real-time collaboration helps you increase clarity and avoid miscommunication. A collaborative vehicle maintenance log software allows users to make comments and notes on virtually anything.
Because fleet managers need to monitor all fleet activities, you can also add a recent comment feed to your dashboard. Having a complete view of maintenance activities allows you to quickly dive into certain tasks and provide insight to your team.
For Fleetio Users
Tag your team members in comments on issues, work orders, and other vehicle details to ensure that the right people are notified at the right time.
4. Maintenance Service Reminders
Vehicle maintenance log software doesn’t just provide a system of record of service. It can also improve your fleet’s overall health by triggering service reminders.
Your fleet can take a proactive approach to maintenance by automating service reminders. Managers can create service schedules based on original manufacturer recommendations (OEM), mileage or hour intervals. Drivers can update vehicle status in a mobile app, or managers can integrate their telematics system to sync odometer updates automatically.
Managers receive notifications of upcoming maintenance tasks to ensure service is scheduled on time. Routine maintenance tasks help avoid downtime and help increase vehicle lifespan.
5. Digital Work Orders
Logging maintenance in software streamlines task management and enables you to track progress in a centralized system. Fleet managers can create and assign digital work orders to efficiently communicate service tasks with their team.
Managing each work order in a vehicle maintenance log software provides an audit trail of repairs. Managers can monitor maintenance and expenses in detail by tracking individual line items. Not only does this level of visibility enhance productivity, but it also allows you to monitor your maintenance budget in real time.
6. Third-party Maintenance Management
Fleet managers who outsource to third-party shops are used to playing phone tag with shops. Trying to approve and manage repair orders by phone can be frustrating and cause increased downtime.
When you software works seamlessly with maintenance shops, fleet managers can review and approve work orders digitally to ensure the correct tasks are being completed with the correct parts. Managers can monitor shop productivity to ensure service is completed on time.
This also eliminates hours of data entry regarding service and expenses. All service is consolidated into a single monthly invoice.
For Fleetio Users
Keep track of maintenance from third-party vendors right alongside your existing service histories with the Maintenance Shop Network, a vast network of national service providers and independent shops.
7. Comprehensive Service History
Historical service data can provide key insight when conducting maintenance tasks. Recording all maintenance tasks in your vehicle maintenance log software allows you to store a comprehensive service history for all of your vehicles.
When planning maintenance tasks, you can refer to an individual vehicle’s service history. This data can inform you of recurring vehicle issues, notes about a certain type of oil to use or other critical insight.
Having a complete record of completed service tasks allows you to identify overarching patterns across assets. Spotting repair trends and other issues across your fleet allows you to develop necessary strategies to improve your maintenance process.
8. Maintenance Expense Reporting
Maintenance is one of your largest ongoing costs, so it’s critical to monitor expenses to control your budget. Vehicle maintenance log software makes it easy for you to track and analyze all maintenance costs.
Instead of manually crunching numbers and playing catch up with your budget, fleet management software automates expense tracking. Managers can view expense reports and share with stakeholders to optimize maintenance budgets.
Fleet managers can also automatically calculate their total cost of ownership (TCO). Having an accurate view of your TCO allows you to easily analyze expenses and make decisions that can improve your bottom line.
9. All the Bells and Whistles
Don’t try to prioritize features—use a software that has everything you need. Fleetio’s vehicle maintenance log software allows you to easily track and manage maintenance from anywhere.
Managers can collaborate with your team in real time to solve maintenance issues efficiently. Instead of wasting time on manual data entry, you can access real-time fleet data instantly with configurable software. Having all essential fleet data at your fingertips allows you to make data-driven decisions to help your fleet succeed.
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