• Fleet Harmony Inc

How To Find The Best Fleet Maintenance Software

Whether the fleet you manage is in the transportation or construction industry, or part of municipal works, it’s important to have a useful fleet maintenance information at your fingertips to manage your team and your equipment. It can be easy to lose track of time and materials, as it is a busy world out there, but it doesn’t have to be that way.


So, how do you find the best fleet maintenance software? Let’s break down what you should be looking for to make the decision making process easier for you.

Estimate your soft costs

Time is money. Therefore, it’s important that you understand the amount of time you are currently spending administering your maintenance recording process.

Complete a thorough review of your work order process. What information you are capturing and why. Are there redundancies in the information you are capturing? Are you maintaining a fleet maintenance spreadsheet along with an old-school equipment maintenance log book? How is unit and part warranty tracked and referenced? What about core charges? How long is it all of it taking, including the time when you need to look back?


If you don't have the answers to the above questions, consider having your staff sticky note a couple maintenance work orders and instruct them to record the amount of time they spend adding and updating it as the information flows through your organization. Be sure to record time for all administrative tasks, including:

  • Mechanic notes

  • Fleet maintenance spreadsheets

  • Equipment maintenance log book

  • Invoicing

  • Filing.

Additionally, audit a couple units in terms of part and unit warranty as well as core charges. Did you loose money? How long did the audit take?


Other considerations

How long will it take to record key information in the chose fleet maintenance software system. Does it easily track key information you identified? How quickly can you search.?


Does the fleet maintenance software supplier provide software design services enabling you to modify the program affordably.


Do you bill customers for repairs and maintenance? The fleet maintenance software you choose will need to be able to accommodate easily and enable you provide accurate estimates to customers.

If you are using Sage Accounting Software, integrating your fleet maintenance software will cut your admin time in half and make maintenance tracking more consistent.


It’s important that the fleet maintenance software solution you implement not only meets your organizations needs but is easy to use by staff.


What about when you have a question, especially during setup? Fleet maintenance software without customer support is a waste of money.

Summary When deciding on the best fleet maintenance software vendor for your organization, be sure to find one that:

  • Suits your needs

  • Backed with solid customer service

  • Fits within your budget

  • Provides software design services to accommodate your organization's uniqueness.

  • Includes setup and training to ensure successful implementation

We hope this helps you in your decision making process.


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