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What to Look for in Fleet Maintenance Software

Hugh Grant



What to Look for in Fleet Maintenance Software

If you’re looking for a way to master your fleet maintenance, it’s time to stop trying to do it all on your own. A 100 percent manual approach to fleet maintenance will do you in over time. What you need is the right software to automate, streamline, and improve accuracy.

The question is, which software do you choose?

What is Fleet Maintenance Software?

With so many different software solutions and applications on the market, it’s easy to lose track of the value and utility of each. So let’s make sure we’re on the same page for diving in any further.

As explains, “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.”

There are a lot of different fleet maintenance solutions on the market. Unfortunately, only a fraction of them are worth using. That makes your job of selecting the right software all the more important.

What to Look for When Choosing Software

As you evaluate different fleet maintenance software options, here are some factors to consider:

1. The Right Features

You’ll want to begin the process by looking for the right features. Here are some of the ones that we recommend being on the lookout for:

  • Scheduling and tracking. Nothing is more expensive than equipment downtime. And, most of the time, it’s totally preventable. You just need the right software to automate scheduling and tracking so that you don’t have to think about it. Look for software that allows you to set up maintenance schedules that your fleet managers, shop supervisors, and maintenance crew have real-time access to. It should also track when the actual maintenance is completed and keep meticulous records.
  • Warranty reimbursement. So many fleets miss out on supplier warranties, which ends up costing them thousands of dollars per year. Thankfully, you can automate the warranty process with a fleet maintenance solution that tracks agreements and flags warrantable parts and labor from your work orders. Not every fleet maintenance application does a great job of this, so you’ll want to do some careful analysis to see which ones are able to track failure patterns for OEM parts, identify chronic repairs, and measure warranty value.
  • Frequent and real-time updating. It’s amazing how many fleet managers are still manually collecting and inputting mileage updates into their systems. This is not only a waste of time, but also introduces unnecessary issues with accuracy. Thankfully, fleet maintenance software makes it easy to update mileage readings in real-time for 100 percent accuracy.

2. Cloud-Based Technology

This should go without saying in today’s day and age, but just in case: Make sure you’re choosing software that’s built in the cloud. This gives you greater flexibility, scalability, and security. It also empowers you to receive automatic updates.

3. Vendor Support and Reliability

While software features are definitely the first thing that will catch your eye, don’t make the mistake of assuming this is all that matters. Great features with poor support from the vendor are basically useless. With that in mind, consider the reliability and reputation of the software vendor as part of the process.

  • Understanding the Level of Vendor Support and Customer Service: What kind of support does the vendor offer? Is there 24/7 assistance available? Consider the channels of communication and response times to ensure they meet your expectations.
  • Checking Vendor History and Reliability: Research the vendor’s track record and stability. A provider with a proven history in the fleet maintenance industry is more likely to offer a reliable product and be there to offer support in the future.
  • Exploring Customer Testimonials and Case Studies: Reach out to current or past clients, read online reviews, or examine case studies to gain insight into the vendor’s reputation. Real-world feedback can be incredibly valuable in evaluating how the vendor treats its customers and how well the software performs.

Adding it All Up

There’s no perfect solution for every company. Your fleet might have slightly different needs than the next company’s fleet. However, if you know which elements and features are most important, you can enter into the vetting process with some knowledge of how to separate the winners from the losers. Good luck!

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