Fleet maintenance software is a subset of fleet management software that gives fleet managers control over all aspects of the maintenance process. Companies of all sizes that manage fleets of vehicles use this software — including car rental services, limo and bus charters, government agencies, shipping companies, companies who offer a vehicle fringe benefit, and even small air fleets. Use fleet maintenance software to track and plan for regular maintenance, oversee the vehicle lifecycle, document and track vehicle and drive forms, and streamline inventory and supply ordering.
The popularity of fleet maintenance software has grown in recent years due to federal regulatory standards that require filing and accessibility of vehicle registrations and individual driver’s licenses. Federal and local restrictions based on fuel efficiency and emissions have also contributed to the rise of these systems, as companies can more easily track and plan for maintenance to pass emissions and related tests. On a business-process level, fleet maintenance software is used to increase corporate efficiencies in fleet-driven industries, including analyzing cost savings and vehicle lifecycle estimates.
This guide breaks down the common features and benefits found in the best fleet maintenance software, explores a case study, and provides advice on choosing the right system for your company’s needs.
Reduction in Paperwork
Fleet maintenance software, like many other SaaS platforms, aims to reduce the paperwork associated with maintaining your fleet. The movement from carbon-copy and handwritten quotes, work orders, and purchase orders to electronic records greatly reduces the time spent organizing paperwork and filing orders. Team members can audit and search records easily with full-database and text search features. The software becomes a single source of truth for the team, instead of having to chase down paper copies.
Preventative Maintenance Schedules
Fleet maintenance software helps teams schedule and plan for regular preventative maintenance that keeps fleets moving. This software helps fleets move from reactive to proactive maintenance, solving problems before they become catastrophes. Features like maintenance notifications and calendars keep more vehicles on the road, as you can set the average lifetime of parts to reflect the expected wear and tear.
Vehicle Lifecycle Tracking
Adding vehicle lifecycle tracking to any fleet maintenance strategy reduces costs as your company can repair or sell the vehicle before it dies unexpectedly. Pertinent information regarding repairs, parts replacements, and fuel economy can all determine the value of the car as an asset or liability, and inform decisions regarding upgrades.
Unexpected repairs and parts replacements, inventory bloat, and audit liability can all contribute significantly to a company’s overhead. Fleet maintenance software aims to cut costs in each of these departments and help a fleet run lean. The preventative maintenance model and inventory features reduce the waste and reactive mindset that can cost fleets thousands of dollars a year. Adoption of software-as-a-service (SaaS) platforms with cloud storage can further reduce the cost of doing business, as they incur lower implementation and maintenance costs.
SMH Fleet solutions provides vehicle management and logistics services to four locations across the UK, with each location running up to 100 job cards per day.
Challenge: Reduce overhead costs and lost time due to improperly tracked job cards, parts, invoicing, and payments.
Solution: SMH Fleet implemented FleetMinder fleet maintenance software in three of their four locations.
Results: Within the first three months of use, SMH increased sales revenue “on a like for like basis” of eight percent. The annual payments through FleetMinder were over £2 million. Over 90 percent of the previous losses were attributed to lost job cards, incorrectly ordered or matched parts, and over-ordering of inventory. Increased efficiency and built-in workforce analytics also led to SMH reducing their worker headcount, and they could make these key decisions precise.
FleetMinder is one of many fleet maintenance software solutions available on the market today. Check the listings above to read reviews and compare more options.
With so many options, it’s hard to know which fleet maintenance software solution will work best for your team. Understanding your fleet’s needs and the issues that your team currently faces will help you make the right decision.
Use the questionnaire above to narrow down fleet maintenance software choices by features, industry, and company size, or contact one of our Technology Advisors for a free, five minute consultation.