Fleet Maintenance Features You Should Expect Inside a TMS
Maintenance isn’t just a shop function—it impacts dispatch, on-time performance, and profitability. A fleet maintenance module inside a TMS keeps equipment records organized, triggers PM alerts automatically, and connects repairs to cost-per-mile reporting.
Asset Tracking
- Truck and trailer profiles (VIN, plate, unit #)
- Assignments to drivers and dispatch loads
- Equipment status (available, in shop, out of service)
- Registration and insurance document storage
PM & Scheduling
- PM schedules by miles, hours, or calendar
- Automated maintenance alerts
- Service intervals per equipment type
- Maintenance history and next-due tracking
Repairs & Work Orders
- Work order creation and approvals
- Labor, parts, and vendor cost capture
- Repair notes, attachments, and invoices
- Open vs closed repair tracking
Compliance + Reporting
- DVIR/inspection workflows and defect tracking
- Out-of-service flags and safety holds
- Maintenance audit-ready records
- Cost-per-mile and downtime analytics
Truck & Trailer Asset Management
Keep every asset organized with a complete equipment profile. Track ownership, specs, assignments, and compliance docs—then connect status directly to dispatch decisions.
- Truck and trailer master records (unit #, VIN, plate, year/make/model)
- Equipment assignment history (driver, terminal, fleet)
- Status controls: available, down, in shop, out-of-service
- Document storage: registration, insurance, inspection records
Preventive Maintenance (PM) Schedules & Automated Alerts
Preventive maintenance is the fastest way to reduce breakdowns and keep equipment compliant. A TMS maintenance module should support flexible PM triggers and automated alerts based on mileage, engine hours, or dates.
- PM schedules by mileage, engine hours, or calendar intervals
- Automated “due soon” alerts and past-due flags
- Service templates by asset type (tractor vs trailer)
- Maintenance history and next-due projections
Tip: Add your PM categories (oil change, DOT inspection, tires, brakes, reefer service, etc.).
Work Orders, Repairs & Vendor Tracking
Work orders standardize repairs and help leadership track cost. Capture labor, parts, vendor invoices, and repair notes in one place—then connect those expenses to cost-per-mile reporting.
- Create, assign, and close work orders
- Track labor hours, parts used, and vendor bills
- Upload invoices, photos, and repair documentation
- Approval workflows and maintenance notes (optional)
DVIR & Inspection Workflows (Defects, Holds, and Resolution)
DVIR and inspection workflows help catch problems early. A modern system tracks defects, assigns repairs, and ensures issues are resolved before equipment returns to service.
- DVIR submissions (driver or shop) with defect categories
- Defect status: open, in progress, repaired, verified
- Out-of-service holds for critical defects
- Inspection history by truck/trailer
Breakdowns, Road Calls & Downtime Tracking
When breakdowns happen, speed and documentation matter. Track road calls, towing, parts, and downtime to identify recurring issues and reduce future failures.
- Breakdown tickets with location and severity
- Vendor/tow provider tracking and cost capture
- Downtime logging (hours/days out of service)
- Recurring issue flags by asset or component
Parts Inventory & Shop Supplies (Optional)
If your operation manages parts in-house, inventory tools can reduce stockouts and improve repair speed. Track parts usage per work order and maintain re-order thresholds.
- Parts catalog (SKU, vendor, cost, location)
- Reorder thresholds and stock alerts
- Parts usage tied to work orders and assets
- Inventory valuation and usage reports
If you don’t support inventory, remove this section or position it as “integrations with inventory systems.”
Maintenance Cost-Per-Mile, Downtime & Fleet Analytics
Maintenance data becomes powerful when it’s measurable. Track costs and downtime by asset, component, vendor, and timeframe to identify trends and improve reliability.
- Maintenance cost-per-mile by truck and trailer
- Downtime reporting by asset and issue category
- Top recurring repairs and component failure trends
- Vendor spend reporting and repair turnaround time
Ready to Reduce Downtime with Fleet Maintenance in Your TMS?
Track trucks and trailers, automate PM schedules, manage work orders, and monitor downtime—all in one place. Connect maintenance to dispatch decisions and true cost-per-mile profitability.
- Automate preventive maintenance alerts
- Centralize work orders and repair history
- Keep inspection records organized and audit-ready
- Understand cost-per-mile and downtime drivers
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