Vehicle Maintenance

Proactive maintenance.
Zero surprise breakdowns.

Schedule preventive maintenance, track job cards, manage vendor work, and monitor costs per vehicle — so breakdowns never catch you off guard.

20–30% more

Tyre life via rotation

↓ Cost

Preventive vs. breakdown

100%

Compliance coverage

Maintenance Lifecycle

Schedule & Alert

Auto-trigger by km or calendar date

Create Job Card

Work order with parts, labour & vendor

Block Vehicle Calendar

Vehicle unavailable for booking during service

Work in Progress

Mechanic updates status & parts consumed

Approve & Close

Manager reviews cost & releases vehicle

Auto-set Next Service

Due date computed & cost posted to ledger

Full Automation — Maintenance Lifecycle

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Schedule & Alert

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Create Job Card

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Block Vehicle Calendar

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Work in Progress

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Approve & Close

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Auto-set Next Service

Cost Posted

Live Fleet Health Dashboard

Fleet Maintenance Overview

TodayThis WeekThis Month

7Overdue Services

12Due This Week

28Due This Month

4In Workshop

3Low Stock Alerts

9Docs Expiring

Core Feature Areas

Preventive Maintenance Scheduling

Configure time-based and mileage-based intervals per vehicle type. Both triggers fire independently — whichever comes first sends the alert.

Time-basedMileage-basedCombined TriggersAsset-specific Plans

Maintenance Job Cards

Full work order management from creation to closure. Normal, urgent & critical priority types with workshop assignment, approval workflow, and cost tracking.

Priority FlaggingApproval WorkflowParts & Labour

Spare Parts Inventory

Central parts catalog across single or multiple workshops. Auto stock deduction on job card closure, reorder alerts, and complete PO + GRN + invoice workflow.

Auto DeductionMulti-locationPO & GRN Flow

Tyre Management System

Track each tyre by serial number across its full lifecycle — installation, rotation, retreading, and disposal. Visual position selector prevents assignment errors.

Serial # TrackingVisual RotationLifespan Analytics

Vendor & Workshop Management

Complete vendor master with specialization tags, ratings, and performance analytics. Route jobs to the best vendor by service type, location, and turnaround record.

Vendor RatingsTurnaround TrackingLocation Routing

Document & Compliance Tracking

Never miss an insurance, permit, or fitness renewal. Centralized alerts at 30 days, 7 days, and overdue — sent by email and in-app to fleet managers.

30-day Alert7-day CriticalRC · Insurance · PUC

Work Order Status Lifecycle

Status	Meaning	Actions
Open	Job created, awaiting work start	Edit · Delete · Assign
In Progress	Work has commenced	Add parts · Add labour
Parts Pending	Awaiting spare parts delivery	Track ETA · Add supplier
Completed	Work finished, ready to approve	Add final costs · Approve
Closed	Approved, vehicle released	View only · Print
Cancelled	Voided before completion	Archive

Tyre Position Selector & Rotation Analytics

Live Tyre Position View

🚛

Front L

Front R

RLO

R-L Out

RLI

R-L In

RRI

R-R In

RRO

R-R Out

Rotation Due

Normal

Avg Tyre Life

Tracked per brand/type

Per brand

Cost per km / tyre

Brand effectiveness

Auto-calc

Retreading ROI

Savings vs new purchase

Reported

Rotation Impact

On lifespan extension

+20–30%

Scrap & Disposal

End-of-life recording

Tracked

Smart Alert Engine — Multi-Channel

Overdue Service Alert

Red-flag notification when scheduled maintenance is past due. Shown prominently on dashboard and sent via email to manager.

Critical — Immediate Action

Upcoming Service Reminder

Alerts sent 30 days, 14 days, and 7 days before scheduled service date or mileage threshold is reached.

Email + In-App

Document Expiry Warning

Insurance, RC, PUC, permits, and fitness certificates tracked with 30-day advance and 7-day critical alerts per vehicle.

Compliance Automated

Low Stock Alert

Spare parts monitored continuously. Alert fired when stock falls below minimum threshold — with optional auto-PO trigger.

Parts Restocked Proactively

Why Move Beyond Excel & Manual Tracking?

❌ ❌ Managing Maintenance in Excel

✅ ✅ TransportSimple Maintenance Module

✗ Manually track service due dates and calculate next intervals

✓ Automated reminders by date and mileage — next service auto-calculated at closure

✗ No integration with vehicle calendar — double bookings happen

✓ Vehicle automatically blocked on the booking calendar during maintenance period

✗ Parts inventory in a separate spreadsheet, manual deduction

✓ Integrated spare parts with auto-deduction on job card closure and reorder alerts

✗ No vendor performance tracking — no accountability or benchmarking

✓ Complete vendor rating, turnaround time, and first-time fix rate analytics

✗ Manual tyre position tracking on paper — prone to costly errors

✓ Visual tyre rotation selector with position validation and lifecycle analytics

✗ Lost service history if file is corrupted, deleted, or inaccessible

✓ Cloud-based permanent maintenance history with full audit trail and export

✗ No mobile access for drivers or field mechanics during breakdowns

✓ Mobile app for breakdown reporting, job updates, and pre-trip inspection

Common Use Cases — Step by Step

Scheduled Oil Change

Alert sent 7 days before odometer reaches 10,000 km threshold

Fleet manager creates preventive maintenance job card

Vehicle auto-blocked on calendar for service date

Mechanic issues engine oil & filter from spare parts inventory

Job card updated with parts used and labour hours

Next service auto-set at 15,000 km. Cost posted to vehicle ledger.

Breakdown Repair

Driver reports breakdown via mobile app with location and photos

Emergency job card created, marked as High Priority

Nearest authorized vendor assigned automatically

Vendor diagnoses: coolant leak — radiator replacement needed

Vendor uploads photos and invoice — job card closed with total cost

Vehicle released. Breakdown logged in history for future reference.

Tyre Rotation

System alerts that tyre rotation is due at 8,000 km

Mechanic creates tyre rotation job card — selects Front-to-Back

Visual selector shows current positions; system validates no duplicates

Rotation date and odometer reading recorded in system

Tyre positions auto-updated. Next rotation set at 16,000 km.

Spare Parts Reorder

Critical stock alert: Engine Oil 5W-30 below minimum level

Workshop manager reviews consumption rate and lead time

Purchase order created and routed for approval if above threshold

Vendor delivers oil — GRN created, stock updated in system

Vendor invoice matched to PO & GRN. Payment processed.

Business Benefits

Operational Benefits

Fewer unplanned breakdowns during revenue trips

Extended vehicle lifespan through regular servicing

Better vehicle availability for job scheduling

Lower emergency repair costs vs breakdown fixes

Financial Benefits

Visibility into spending enables vendor negotiation

Right stock levels prevent overstocking & stockouts

Vendor accountability — reward best, remove worst

Accurate vehicle P&L with complete cost capture

Compliance & Safety

Never miss insurance, permit, or fitness renewals

Documented proof of all safety inspections

Reduce accident risk through proactive maintenance

Complete records for insurance claims & audits

Mobile & Field Operations

Breakdown Reporting

Driver reports location, issue & photos directly from mobile app

Pre-trip Inspection

Driver completes daily checklist via mobile before dispatch

Field Job Cards

Mechanics access, update, and close job cards on mobile in real time

Digital Signatures

Collect vehicle owner signature digitally when releasing from workshop

Built For

🚛 Trucking & Logistics Companies🏗️ Construction Equipment Fleets🚌 Passenger Transport Operators📦 Last-Mile Delivery Companies🏭 Industrial Vehicle Fleets🏢 Multi-Location Fleet Operations🏛️ Government & Public Sector Fleets🔄 Heavy Equipment Rental Companies