The Best Fleet Maintenance Software: 10 Things to Consider

10 things fleet managers should consider before choosing a fleet maintenance software.

As a fleet manager, you ensure your heavy duty vehicles/equipments are well-maintained and running smoothly. Choosing the right fleet maintenance software solution can help you save time and money while keeping your assets in top condition. Here are 10 things to consider before selecting a fleet maintenance software solution:

10 Things Fleet Managers Should Consider Before Choosing a Fleet Maintenance Software Solution.

1. Compatibility:

Ensure the software is compatible with your fleet management ecosystem. You don’t want to be stuck with a solution that won’t work with your existing software. A cheaper option with less compatibility will cost you way more in the long run.

2. Ease of Use:

The software should be easy to use and understand for all members of your organization who will use it. You don’t want to spend hours figuring out how to use it and lose productivity. To have a good learning curve with new maintenance software, choose a supplier that will be available through the entire implementation process.

3. Functionality:

Ensure the software has all the features you need to manage your fleet effectively. Not doing so may result in a change of maintenance software and a waste of money for your business.

Here are 4 key feature examples to look for:

  • Automatic creation and sorting of your work orders by type and status
  • Integration with your ecosystem and your solutions already in place
  • Easy access to reports and KPIs
  • Automatic management of your warranties and claims

Get the complete checklist of crucial features in a PDF version now!

4. Scalability:

Choose a solution that can grow with your fleet so you don’t have to replace it as your fleet expands. Choosing the wrong software could be extremely costly for your organization. Remember that good maintenance software are constantly evolving and adapting to your needs.

5. Maintenance Scheduling:

Choose a solution that makes it easy to schedule and track maintenance tasks to keep your fleet on the road and avoid costly downtimes. Your maintenance program should include a colour-coded system to prioritize tasks from different time frames easily. Moreover, a Drag & Drop system to quickly assign tasks to each mechanic is a must-have.

6. Inventory Management:

Choose a solution that helps you manage your fleet’s inventory. A sound inventory management system should include a Min/Max feature automatically ordering parts. It is frustrating to have a truck coming into your bay for an emergency repair and find out the part is missing from the inventory. Always having parts on the shelves will ensure that your trucks return to the road as quickly as possible. To optimize your warranty and claims management, consult our article on this subject right here.

7. Service History:

Choose a solution that tracks the service history for each vehicle in your fleet so that you can make informed decisions about repairs and maintenance. This feature is a must-have for your mechanics as it will save them a lot of time by not having to search in files to figure out what operations have been done previously on a particular unit.

8. Warranty Tracking:

Choose a solution that tracks warranty information for each vehicle in your fleet, so you can take advantage of coverage when needed. Make sure that this functionality is automated and easy to use.

9. Reporting and Analytics:

Choose a solution with robust reporting and analytics capabilities to track and improve your fleet’s performance. Indeed, Key Performance Indicators (KPIs) are a vital tool for monitoring your fleet’s performance and identifying areas of improvement. For instance, KPIs such as fleet availability, utilization and maintenance cost must be in your fleet maintenance software dashboard.

10. Support and Training:

Make sure that the vendor picks up the phone when you call and offers excellent customer support, so you can get the help you need when you need it. Also, choose a solution offering personalized onboarding services to help your maintenance team get the most out of it.

The Effects of a Poorly Adapted Maintenance Software

Fleet maintenance managers need to be aware that not all fleet maintenance software can meet the specific needs of their business. While there are many software options available, they should carefully assess that the particular features of each fleet maintenance software match their fleet’s specific needs and goals. Some in the market likely have certain functions or capabilities that can help their business, but they may not have a primary feature that could be essential for better management. Even if two fleet maintenance software appear similar, maintenance managers must dive deeper and assess how these tools meet specific requirements and increase efficiency. Not doing so could result in many negative impacts on your business:

1. Inefficient fleet operations: If your fleet maintenance software is not up to par, it can lead to inefficient operations and increased costs.

2. Missed opportunities: If you’re not using the best fleet maintenance software solution, you may miss out on essential features and capabilities that could help improve your operation.

3. Poor decision-making: Without good data, making informed decisions about your fleet is difficult. It can lead to poor decision-making that can have negative consequences in the long run.

4. Reduced productivity: Using inferior fleet maintenance software can reduce productivity and lower employee morale.


When choosing a fleet management solution, it’s essential to consider your specific needs. For example, if you have a small fleet and intend to stay that way, you may not need all the bells and whistles offered by some of the more comprehensive solutions. On the other hand, if you have a large fleet, you’ll want to ensure that the solution you choose has all the features you need to manage your assets effectively.

Once you’ve considered your needs, it’s time to start looking at different vendors. There are several ways to do this, including online by requesting demos. Then you can choose the best option for your business growth!

Ask for a MIR-RT demo and propel your maintenance management to the next level

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