A fleet maintenance tracker — be it a spreadsheet, comprehensive fleet management app, or dedicated fleet maintenance software — can do a lot more for your business than just record-keeping.
The type of fleet maintenance tracker you choose for your fleet depends on your business’s unique needs, but when you go with the one that best meets those needs, it can help you efficiently maintain your vehicles and save money.
In this article, we discuss the essential components of fleet maintenance tracker apps (a.k.a. fleet maintenance software) and outline what to look for to make your job easier and more productive.
Essential Components Of A Fleet Maintenance Tracker
Record-Keeping
At its heart, fleet maintenance tracking is all about keeping accurate records year after year. Your business should be able to store all the data you need to keep your vehicles in tip-top shape, including:
- Repair history
- Parts used
- Cost of parts
- Duration of repair
The process or software you use should also allow you to store copies of invoices, receipts, photographs, and anything else that helps document your fleet activities.
Maintenance Tracking
At the core of any good fleet maintenance tracker is its ability to help you monitor the maintenance and repair history of every vehicle in your fleet.
Keep in mind that the right solution for your business may be a paper file, a computer spreadsheet, or a more sophisticated app that helps you automate maintenance operations.
Regardless of the format, you’ll be able to see what work each vehicle has coming up and what work each vehicle has already had done.
Preventative Maintenance Schedules
Preventative maintenance involves several small, scheduled checkups performed on a regular basis that keep your vehicles in good working order and can help keep fleet costs low.
Note that each vehicle may have a different maintenance schedule depending on a number of variables, including vehicle purpose, miles traveled, cargo hauled, etc. That’s where a good fleet maintenance tracker comes in.
Dedicated fleet maintenance software gives you access to customizable lists that your mechanics can use to adjust each vehicle’s schedule. In many cases, the same software can also be used to assess the condition of the vehicle before it leaves home base and when it returns at the end of the day.
Vehicle Health Monitoring
Fleet maintenance software should allow you to track key vehicle metrics such as mileage, engine diagnostics, and fluid levels (just to name a few) so you can identify potential issues before they become major (and more expensive) problems.
You may even choose to implement technology (i.e., telematics) that gives you real-time updates on the health of a particular vehicle or all the vehicles in your fleet.
Inventory Management
Keeping track of parts and inventory can be a full-time job in and of itself and can distract your technicians from doing their best work on the vehicle under repair.
An effective fleet maintenance tracking system can help you keep your parts room organized and make it easier to stay on top of when it’s time to restock.
Technician Performance
A robust fleet maintenance tracker should also give you insight into (and control over) technician performance metrics, such as:
- What they’re good at and where they need help
- How long particular jobs take
- Where and when lulls in work occur
- Their efficiency across the board
What To Look For In A Fleet Maintenance Tracker
Interface
Manual Systems
Depending on the size and complexity of your operation, a manual system such as a paper spreadsheet or a computer-based spreadsheet may be the right solution for you.
Regardless of which you choose, you want the system to help you keep track of your operation in a standardized, consistent way.
One key feature of a manual system is that it’s completely customizable. You can include any and every variable that’s relevant to your fleet, including maintenance tasks, maintenance costs, cost per mile, and vehicle specs (just to name a few).
Fleet Management Software
You may also find it beneficial for your operation to go with a fleet management software that includes a fleet maintenance tracker as one of its features. This type of software gives you the tools necessary to monitor, direct, and optimize your vehicles from a single application.
With the help of telematics and fuel card data, fleet management software can provide a 360° picture of all aspects of vehicle maintenance and day-to-day activities, whether those vehicles are across town or across the country.
For more information on fleet management software, check out these articles from the Coast blog:
Adaptability
Some fleet maintenance software is designed specifically for light-duty fleets, while other apps are designed specifically for heavy-duty fleets.
The option that’s right for your operation will work with your particular fleet mix and adapt to many different types of vehicles — from EV sedans to semis and construction equipment.
Before implementing a spreadsheet or purchasing software, take the time to experiment with the system to see if it adapts to the complexity of your operation (and does so without too much work).
There are few things as frustrating as finding out that your software can’t do what you need it to do and having to introduce an entirely new system.
Return On Investment
Vehicle maintenance is one of the largest expenses your business will face. Fleet maintenance software should help you reduce costs in the long run. If the cost of the software far exceeds the savings you can achieve, that’s not a good return on investment.
As you shop, look for a solution that doesn’t cost more than you can save.
Take the time to review maintenance records from previous years to see how much your business spent. As you review those numbers, be sure to also look at the time you and your staff spent maintaining the records.
Then examine how much time and money you can save by implementing a new system. If the price of the software — or the subscription fees — exceeds what you can save by using it, the system might not be right for your business.
Integrations
Very few fleet systems should stand alone. One of the best ways to streamline your entire operation is to integrate a fleet maintenance tracker into your existing systems and software.
Look for a solution with an open API so you can connect your fleet maintenance software, fleet management software, smart fuel card software, telematics, and other components of your tech stack.
Doing so will give you a complete view of the way your fleet works and reveal new insights for improving efficiency and saving money across the board.
Ease Of Use
Rolling out new software throughout your business can be time-consuming and complicated, so look for a solution that’s easy to install and works well with your existing infrastructure.
Additionally, keep in mind that even the most adaptable solution that integrates nicely with your existing tech stack and provides a good return on investment is useless if your employees don’t want to use it because it’s too difficult or slows them down.
For maximum versatility and accessibility, consider a cloud-based solution that allows your team to easily access and use its features in the office and on the road.
Scalability
You may have 10 vehicles right now, but that will likely change in the future. Before introducing a new system or new software, examine the growth plan for your business and fleet.
If you don’t foresee the need to significantly increase the size of the fleet in the next few months or years, focus on the solution that works best for you today (you can always upgrade later on).
If, on the other hand, you foresee aggressive growth in the very near future, you’ll want to make sure that your chosen solution can support the expanded activity.
Enhance Your Fleet Maintenance Tracker With Coast
Whether your fleet maintenance tracker is a piece of paper, a spreadsheet on the computer, or specialized fleet maintenance software, Coast can help you improve the way you do business.
Coast automatically records maintenance transactions, linking each cost to the corresponding vehicle. This ensures you have a clear and accurate view of expenses across your fleet. You can also upload receipts and add memos to each transaction, making it easy to document exactly what was done and maintain a detailed service history.
With fuel efficiency insights, powered by real-time odometer readings, Coast enables you to track fuel consumption and MPG for every vehicle in your fleet. Sudden changes in these metrics can serve as early warning signs that a vehicle may require repairs, allowing you to address issues proactively and minimize downtime.
Coast also integrates with Fleetio, providing additional insights to keep your vehicles in peak condition.
To learn more about how Coast can integrate with your operation’s fleet maintenance software and how you can use smart fuel cards and software to control fuel costs across the board, visit CoastPay.com.
