Fleet maintenance software is a fleet management application targeted specifically toward companies that manage large fleets of vehicles. This could include semi-trucks, aircraft, field service trucks, delivery vehicles, limousines, construction equipment or just about anything else with an engine.
However, with dozens of products to choose from, selecting the right one can be a challenge. This buyer’s guide, along with our fleet maintenance software reviews, cover the essential information a fleet manager needs to make a savvy purchase.
In this guide, we'll cover the following topics:
Fleet maintenance solutions are designed to help you cut costs associated with maintaining vehicles by streamlining your workflow. It will help you quickly and easily identify over- and underutilized vehicles, eliminate unnecessary inventory, track your assets, schedule preventive upkeep, predict potential hazards, manage risk and warranties and support the operations of your facility.
At the heart of most fleet maintenance software is a robust reporting mechanism. This supports users in identifying usage and repair trends to minimize unnecessary costs.
Altogether, fleet maintenance systems help you extend the life of your equipment, reduce downtime and get the most out of your assets.
Common functions of a fleet maintenance system include:
|Maintenance management||Manage preventative task schedules, work orders and vehicle repair histories, based on timelines or custom triggers. Some systems also include predictive maintenance, which raises flags based on physical parameters like noise, vibration, temperature or emissions.|
|Inventory and equipment control||Manage preventative task schedules, work orders and vehicle repair histories, based on timelines or custom triggers. Some systems also include predictive maintenance, which raises flags based on physical parameters like noise, vibration, temperature or emissions.|
|Vehicle and asset tracking||Track the vehicles in your fleet as well as any other related assets. Vehicle maintenance software (or truck maintenance software) is a valuable feature of these systems. This starts at purchasing and runs all the way through resale or disposal, including along the way regulatory compliance, fuel and tire usage, warranties, lifecycle costing, driver history and more.|
|Accident and claim governance||Proper upkeep goes a long way toward mitigating risk, but accidents do happen. These systems help you manage claims and monitor incidents and driving habits to further reduce adverse events.|
|Vendor and customer interfacing||Depending on your industry, you may need some way of interfacing with vendors or customers. For example, a dedicated fleet maintenance company may want a Web-based reporting engine that allows clients to enter requests electronically. Web portal applications are designed to fill this need.|
In our experience, the majority of fleet maintenance software buyers fall into one of the following categories:
Vehicle rental and maintenance organizations. These are companies that specialize either in maintaining vehicles owned by other companies or in loaning vehicles out to other companies. These businesses will want a system that supports detailed preventative tasks and work orders, flexible inventory control, a good customer interface and strong integration with billing and customer relationship processes.
Service companies. Companies that use their fleet for field service activities (e.g., cable companies or landscapers) may want their fleet maintenance software to integrate with a dispatching system to ensure maximum efficiency in scheduling routes. Depending on the size of the organization, you may also want to pay close attention to helpdesk and CRM systems, as well as billing and accounting.
Third party logistics (3PL). Like with service companies, these businesses will want excellent dispatch capabilities to ensure maximum efficiency in scheduling routes. They’ll also want their fleet maintenance to integrate with their distribution and/or warehousing software to help keep track of all the products going in and out.
Transportation industry buyers. Buyers who transport people need to keep excellent records, tying customers to the vehicle and going that next step to make sure the vehicle and driver are safe. This requires a top-notch tool along with fleet/asset maintenance and often customer relationship management.
Heavy machinery users. Buyers in the agriculture or construction industries often have large vehicles that double as heavy machinery. This requires software that’s specialized to that industry’s tools, or else easily customizable to fit those needs.
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