A fleet of 10 to 100 vehicles is big enough that nobody remembers every due date and small enough that most owners still run it on spreadsheets and text messages. That works until a truck misses an oil change, a registration expires or a driver reports a problem that nobody sees.
Track by whichever comes first
Preventive maintenance should trigger on miles, engine hours or days, whichever comes first. A trailer that barely moves still needs yearly service; a delivery van burns through mileage quickly. One interval type per plan is not enough.
Make daily inspections easy
A short checklist the driver completes from a phone, with photos for defects, catches problems early and creates a record. If the form takes more than a couple of minutes, it will not get filled in.
Keep documents and expiry dates together
- Registration and insurance per vehicle
- Driver license and medical card per driver
- Inspection and permit renewal dates
- Alerts before expiry, not after
Turn problems into work orders
When an inspection finds a defect, it should become a work order with a unit, a description, parts and cost. Otherwise the problem lives in a message thread and gets lost. A closed work order is also what resets the next service interval.
Know where each unit is and who has it
Assigned driver, current location (office, yard, shop) and notes about returns answer the daily question "which units can go out today?" without calling anyone.
NextQ Fleet is the fleet maintenance system we built for a company running about 50 assets. If you want something similar adapted to your operation, we can start from that foundation.
Track units, work orders, inspections and compliance in one place.
See NextQ Fleet