Fleet maintenance management software helps you run your fleet smarter by making it easier to monitor vehicle upkeep. Gone are the days when you had to manually check for everything related to the health of your fleet of vehicles. With fleet maintenance management software, you’ll receive reminders of service dates and early warnings of faults in your vehicles.
The Fleet Maintenance Software market is currently showing fast growth as more companies seek ways to simplify their operations, save costs, and remain compliant. According to Verified Market Research, the Fleet Maintenance Software Market size was valued at USD 31.98 billion in 2024 and is projected to reach USD 14.08 billion by 2032.
With that said, let’s get into how you can use our maintenance software to handle your fleet vehicle health more easily.
Fleet maintenance management software makes running your fleet easier by giving you detailed information on the health of your fleet so you can plan ahead. Fleet maintenance is often overlooked, as managers are always pushing to meet client expectations. It's easy to forget about service dates and checking for vehicle faults when your main focus is meeting deadlines.
To put things into perspective, let’s get into how a regular workday goes for a fleet manager who uses maintenance software vs. when he doesn’t. His name is Themba, and he runs a fleet of 80 delivery trucks.
Themba normally starts his day by checking his emails and responding to urgent matters. He then goes through a pile of paperwork, checking driver logs. Thereafter, he goes through different spreadsheets to view past vehicle service records and see which trucks are due for maintenance.
Themba thought this would be quick, but it ends up taking him hours, as there are some missing dates which require him to go back and forth between spreadsheets and other documents.
By midday, Themba is already behind schedule. He starts receiving calls from drivers. During these calls, he finds out that three trucks have broken down and the drivers need urgent help. From there, Themba needs to organise repairs and also let clients know that their deliveries will be late. He also needs to go back to the spreadsheets and make changes as more vehicles are unavailable.
Dealing with these sorts of delays is what puts Themba further behind schedule and results in his time being wasted sorting out the costs of the repairs and rescheduling vehicles for deliveries. Themba didn’t complete his task for the day. His reactive fleet maintenance tendencies leave him stressed out and having no time to plan ahead. This wouldn’t have happened had he invested in fleet maintenance technology.
If Themba were to invest in fleet maintenance management software, this is what his day would be looking like instead:
Themba logs into a fleet management platform and checks for service reminders. He can see which trucks need to go in for servicing. He then plans upcoming delivery schedules based on the knowledge he just gained, making sure he only books deliveries based on the number of cars that will be available on each day.
During the day, Themba checks in on vehicle health data just to ensure everything is okay. He notices alerts of worn-out brake pads for two vehicles. He then calls his mechanic to schedule replacements before they get worse and cause accidents. Themba then updates delivery schedules.
Themba reviews cost and downtime reports through the fleet management dashboard and shares this information with other managers. He then updates compliance records based on the information received and starts planning his tasks for the next day. Themba feels more confident in his role, because he’s always in the know when it comes to his fleet and is hardly ever blindsided.
Smart maintenance software helps keep everything on schedule by keeping you in the loop with everything related to the health and safety of your vehicles. This is done through:
Paired with regular vehicle inspection, this software gives you a fleet that runs smoother.
Here’s how this software makes the difference:
You can import your fleet’s service date schedule as per the manufacturer’s requirements onto your fleet management system. This creates automatic service scheduling and ensures that you get reminders while checking on other fleet reports, so you don’t miss dates.
Predictive maintenance happens through the power of CANBus technology. CANBus is a digital language that enables vehicle parts to communicate with each other. Through this, they can share information on how vehicles are performing. CANBus helps you get early warning signs of issues with vital vehicle parts like the engine. When these issues are detected early, you’ll be able to prevent a breakdown from happening.
With fleet maintenance software, every maintenance activity and cost is automatically recorded. This results in detailed reports that show you trends. For example, you’ll start to notice if the same vehicle is always going for repairs, which could indicate that it’s being used more than others. You can then use this information to see how you can equally rotate vehicles. Vehicle maintenance data helps you stick to the budget and see what consumes more money.
The not-so-obvious advantages of using fleet maintenance software include improved:
Keeping your vehicles in top shape improves your overall daily operations and gives you more time to focus on other important matters. It also ensures that your business adheres to compliance laws, saving you from heavy fines.
Vehicles are less likely to fail on the road if they’re well maintained. Things like failed brakes, lights that don’t work, or worn-out tyres lead to accidents. Fleet maintenance software ensures that your vehicles are always roadworthy, helping you meet compliance requirements.
With fleet maintenance management software, your deliveries and schedules will stay consistent. You’ll know of all upcoming service dates and plan your delivery schedules based on the number of vehicles that’ll be available on that day. This makes your business more trustworthy, improves customer satisfaction and reduces service disruptions.
No one wants to buy a vehicle that won’t last long, especially if it’s for business purposes. Through fleet maintenance software, you reduce the need to get new vehicles. Your current vehicles will run cleaner and therefore last longer, giving you a better return on investment.
With this software, you’ll hardly ever get a call about emergency repairs. Your things will go according to plan most of the time. Your team will be more efficient and productive, leaving you with less to worry about.
Concord Cranes is a company with a fleet of over 180 cranes. They’re based in Midrand but offer crane hire solutions across South Africa and the continent. They specialise in loading, transporting and relocating abnormal loads using their cranes and expert rigging systems.
Concord’s main challenge was that they couldn’t accurately record the number of hours each crane worked daily, which made it hard to know when they needed maintenance. This negatively affected client deliveries, as they couldn’t give their cranes for hire without being sure that they were well maintained and safe to use.
“Using Cartrack’s advanced fleet management, we have been able to increase our operational efficiency to deliver a better service to our customers, as well as effortlessly establish a maintenance cycle that reduces our costs and increases our fleet longevity.” | Gareth Langley, Concord Cranes operations manager.
The basic vehicle maintenance skills that your drivers should have include:
Together, these skills help further prevent sudden breakdowns, because your drivers will play their part in maintaining vehicle upkeep.
Most of these tasks can be done before a trip, but drivers should pay attention to these components throughout the day. Here’s a detailed breakdown:
Your drivers must know how to top up essential fluids like the engine oil, brake fluid, and coolant. Checking and replacing these fluids prevents engine damage and makes sure that critical vehicle components work properly.
When tyres lose air, they lose their grip, which results in an increase in braking distance. It also damages the tyres and increases fuel consumption. Tyre pressure should be checked weekly for fleet vehicles because of their high mileage. Your drivers should also check if the tyres are cold before starting a trip, as temperature changes can affect tyre pressure readings.
Do your fleet drivers know what the warning symbols on their dashboards mean? Well, that’s another thing you should look into. A recent survey shows that only 7% of drivers feel confident identifying dashboard warning lights. Understanding these symbols is key to proactive vehicle maintenance, driver safety, and the safety of the public.
Minor repairs include things like replacing windscreen wiper blades, jump-starting a battery, and changing tyres. Not every repair requires a mechanic, and knowing how to do it yourself can save time, which may result in deadlines still being met on time.
For example, if it rains and your driver notices that the windscreen wiper blades are in a bad condition, your driver can make a quick stop, replace them, and continue with the trip instead of waiting for someone else to do it.
At Cartrack, we help you build a more efficient and reliable fleet through early fault detection, service reminders, driver reports, and sensors. Using these tools ensures that you always know more about your fleet's health, helping you avoid costly surprise breakdowns.
Here are our top fleet maintenance features:
Our CAN Bus solution gives you real-time vehicle diagnostics. Through this, you’ll always know of things like oil and water fluctuations, issues with your engine, worn-out brake pads, or lights that need replacement. This helps you attend to matters before they get worse and cause breakdowns.
The power take-off (PTO) sensors are for vehicles and machinery like tipper trucks, cement mixers, and cranes. Through PTO sensors, you’ll know how often your machinery is being used and for how long. This makes it easier to do maintenance planning that’s based on usage.
You can import vehicle service dates into your fleet management system so you can get reminders on our platform. Having all maintenance replacement information on one platform reduces the back and forth, saving you time and making it easier to maintain vehicle upkeep.
Proactive maintenance isn’t just about receiving alerts and replacing parts; it also requires you to ensure that your drivers are treating the vehicles well. Through our telematics system, you’ll be notified when drivers are engaging in habits that radically increase vehicle wear & tear, such as harsh braking. This helps you address these issues directly with the drivers and educate them on the importance of careful driving for safety and fleet longevity.
By partnering with us, you ensure that your vehicles are roadworthy, you save costs, and your business becomes more reliable. Contact us today and gain more control over your fleet operations.
Learn how fleet maintenance management software helps track vehicle health, prevent breakdowns, and improve safety and efficiency.
