Choosing The Best Fleet Maintenance Software? Here Are 7 Factors To Consider

As fleet management evolves with the digital age, vehicle maintenance software has become indispensable for high performance. A fleet maintenance app can help companies of all sizes streamline maintenance schedules, track repairs, manage inventory, and ensure the compliance of vehicles. 

However, with many options available in the market, choosing the right software can be overwhelming. 

In this article, we will discuss the key factors to consider when selecting the best fleet maintenance software for your business.


7 Factors to consider when investing in vehicle maintenance software

As you become more familiar with the nature of different software solutions, additional factors may rise above the water. They will be specific to your company’s needs and individual for each business.

But for starters, let’s explore some of the main components that help shape the best fleet maintenance software.

Feature Set

Let’s face it. Features are the core of any fleet maintenance solution. They make or break the software’s quality and dictate your fleet’s potential performance. 

When considering the feature set, it is vital to identify the functionalities that align with your business objectives. 

Let’s break down some of the essential features:

  • Work order management – Digitizing work orders helps you create, assign, and track maintenance tasks quickly, easily, and with full transparency. It allows you to schedule routine maintenance and address unexpected repairs efficiently.
  • Vendor management – A good vehicle maintenance software should enable you to manage relationships with suppliers and service providers. This involves tracking purchase orders, managing contracts, and ensuring timely payments.
  • Preventive maintenance (PM) intervals – The software should also empower you to set up PM schedules based on various factors such as mileage, hours of operation, or time. This helps in ensuring timely maintenance and prolonging the lifespan of the vehicles.
  • Fleet asset management – This involves tracking the entire lifecycle of each vehicle, including acquisition, maintenance, depreciation, and disposal. It helps in maximizing the value of each fleet asset.
  • Reporting and analytics – Comprehensive reporting tools are crucial for data-driven decision-making. They help in identifying trends, monitoring costs, and improving efficiency. Some of the best fleet maintenance software solutions offer detailed reporting options, as well as excellent visualization of data for easier comprehension.
  • Compliance management – Your chosen fleet management software should also allow you to ensure compliance with regulatory requirements such as DOT inspections and emissions standards.
  • Inventory management – Moreover, managing parts inventory efficiently can reduce downtime and save costs. This includes tracking part levels and optimizing reordering processes.


So far, so good, but the features are not the sole element that makes a fleet maintenance solution worth investing in. 

User-friendliness is another critical factor, as it guarantees smooth adoption and efficient usage. The software should have an intuitive interface, logically structured menus, and readily accessible help options. A clutter-free dashboard and the ability to customize views for different users can also enhance user experience.

Powerful visualization and intelligent design can undoubtedly make a quality fleet maintenance app stand out from the rest. Most importantly, all of the above can stimulate all members of the team to actively utilize the software, creating a consistent and undisturbed maintenance flow. 

Integration capabilities

Powerful integration capabilities are utterly important for fleet vehicle maintenance for several reasons.

When fleet software is capable of integrating with other business applications, it streamlines the workflow. Managers can pull data from different sources into a single platform, reducing the need to switch between multiple applications and minimizing data entry errors.

In addition, integrations in fleet maintenance software provide access to real-time data. Telematics integrations are a prime example of this. By connecting the software to telematics devices installed in vehicles, managers can monitor vehicle health, location, fuel consumption, and other critical data in real-time. 

According to a study by Teletrac Navman, 55% of fleets enjoy reduced fuel costs from telematics software. 

Mobile accessibility

In the fleet management industry, many staff members are often on the move. Mobile accessibility allows them to access vital information and perform tasks remotely. This ultimately results in the following enhancements:
  • Real-time updates – For instance, technicians can update the status of repairs in real-time, while drivers can report vehicle issues as they arise.
  • Enhanced communication – Better communication among team members is achieved, contributing to faster and optimized decision-making.
  • Convenience – Having the ability to access the software anywhere, anytime additionally offers convenience and increases productivity for the whole team.

Imagine a driver on the road who notices a malfunction in the vehicle. Through a fleet maintenance mobile app, the issues can immediately be logged in by the drive. The fleet manager can then access this information in real-time, make a quick decision, and guide the driver accordingly.

Scalability and customization

Scalability is the software’s ability to handle an increase in workload or expand in response to increased demand. On the other hand, customization involves tailoring the software according to the specific requirements and preferences of the business.

Why are these two features important?

As your fleet grows, the software should be capable of adapting without performance issues or requiring a complete system overhaul. In addition, it’s vital that the software fits your business needs, rather than changing your processes to fit the solution you have acquired.

Support and training

Effective support and training are fundamental for a smooth implementation process and ongoing use of the software. After all, adapting to a new digital solution is often a challenge that must be tackled across all levels of the organization. Especially when it comes to fleet maintenance software, it’s key that all team members feel comfortable and confident to use all important features and modules. 

Considering this, when deciding on software to invest in, check if the provider offers various support channels such as email, phone, and chat. Additionally, ascertain whether they can provide additional support via a knowledge base, video tutorials, and training sessions for new users.

Cost and return on investment (ROI)

Regardless of your fleet company’s size or level of experience, understanding the total cost of ownership of the fleet maintenance software is crucial. This includes the subscription or purchase price and costs related to implementation, training, and potential hardware purchases.

To evaluate ROI, consider how the software will help reduce maintenance costs, minimize downtime, improve fuel efficiency, and ensure compliance. Calculate the potential savings and benefits over time and weigh them against the total cost of the software. 

What is fleet maintenance software pt 1

What is the best fleet maintenance software for your fleet?

It’s also important to note that the best fleet maintenance software should be selected based on the size of your fleet. 

Different fleet sizes have different demands. Understanding them will enable you to make the right choices.  

Small Fleets 

Small fleets are considered to be fleets with under 100 vehicles. When selecting the best maintenance software for small fleets, the priority falls on essentials like maintenance scheduling and inventory management. 

Small fleets may not require the extensive telematics capabilities that larger fleets do, but basic telematics can provide valuable data on vehicle location and condition. In addition, keeping a small fleet operational requires regular maintenance. Features that schedule and remind managers about maintenance tasks, like PM intervals, can be very beneficial.

Furthermore, basic reporting features that track expenses, fuel consumption, and performance are essential.

Medium Fleets 

On the other hand, fleets with more than 100 but less than 500 vehicles fall under the category of medium fleets. 

In this case, it’s essential to have more robust features like integration capabilities and mobile accessibility. As opposed to small fleets, medium fleets often require more advanced telematics, including real-time engine performance monitoring, fuel efficiency, and more.

As fleets grow, so does the complexity of data. Medium fleets require reliable reporting and analytics features that can help identify trends and opportunities for optimization. Such fleet types are also potentially subject to more stringent regulatory compliance. Features that automate compliance reporting and ensure adherence to regulations are a must.

Large Fleets

Lastly, if your fleet consists of more than 500 vehicles, it is considered large. And what is the best fleet maintenance software for fleets for this type of company? 

In short, large fleets demand software that offers advanced analytics, reporting, and scalability. They need more comprehensive telematics features, including IoT integration for advanced vehicle diagnostics, predictive maintenance, and automated alerts.

Let’s not forget that large fleets generate massive amounts of data. Sophisticated reporting and data analysis features are necessary to extract actionable insights from this data. And most importantly, data security is paramount. 

As mentioned earlier, large fleets need highly scalable and customizable software to meet the specific needs and challenges of managing many vehicles and drivers.

Best fleet maintenance software based on the industry

Apart from fleet size, fleet companies differ based on the industry they operate in. For example, some of the most popular fleet industries include trucking, transportation, service and utility, and construction. 

Let’s examine what features these companies should prioritize when choosing fleet maintenance software.

Trucking fleets

For trucking fleets, compliance management (such as DOT regulations) and fuel efficiency tracking are critical.

Here are the fundamentals that should be included in the best fleet maintenance software:

  • Preventive maintenance scheduling – The software should facilitate scheduling preventive maintenance for trucks to minimize downtime, which is crucial in the trucking industry.
  • Parts inventory management – Managing spare parts inventory is essential to ensure that maintenance does not get delayed due to a lack of necessary components.
  • Diagnostics and fault code tracking – The software should be capable of reading and interpreting diagnostic trouble codes (DTCs) from the truck’s engine control unit (ECU) to facilitate timely repairs.
  • Tire management – Managing tire health and wear is vital in the truck industry. The software should monitor tire pressure and tread depth and schedule tire rotations and replacements.

Transportation fleets

This category includes public transport and delivery services. The essential features here are as follows:

  • Passenger vehicle maintenance – Buses and other passenger vehicles have specific maintenance requirements, such as seating, safety equipment, and HVAC systems. The software should cater to these specific needs.
  • Safety inspection compliance – Ensuring that passenger vehicles comply with safety inspections is crucial. The software should facilitate the scheduling and documentation of safety inspections.
  • Breakdown management – In case of a breakdown, the software should be able to quickly guide the fleet manager to take the necessary steps for repairs or allocate a replacement vehicle.
  • Fuel efficiency monitoring – For passenger transportation fleets, monitoring fuel efficiency and providing insights for improvement can significantly reduce operational costs.

Service and utility fleets

Service fleets such as HVAC, plumbing, or electrical services, on the other hand, require software with specific features like:

  • Task-specific maintenance – Utility and service vehicles are often geared with specialized equipment. The software should manage the maintenance of not just the vehicles themselves but also the specialized equipment they carry.
  • Remote diagnostics – Service and utility fleets are often in the field. Remote diagnostics can allow maintenance teams to troubleshoot issues even when the vehicle is not in the garage.
  • Maintenance history access – Technicians in service and utility fleets should have access to the maintenance history of their vehicles to understand prior issues and repairs.
  • Emergency repair coordination – When service and utility vehicles are critical for emergency responses, the software should facilitate rapid coordination for emergency repairs.

Construction fleets

Finally, construction fleets require robust asset management and maintenance scheduling features, along with powerful integration capabilities. 

Here is a list of some of the critical elements when selecting the best fleet maintenance software:

  • Heavy equipment maintenance – Construction fleets often comprise heavy equipment like bulldozers and excavators. The software should address specific maintenance requirements for such equipment.
  • Utilization tracking – For construction equipment, monitoring utilization helps to schedule maintenance based on actual usage rather than just time intervals.
  • Maintenance cost allocation – Allocating maintenance costs to specific projects or job sites can help construction companies manage budgets more effectively.

Making the right choice with Fleetpal

If you’re ready to unleash the power of your fleet, choose Fleetpal as your reliable partner in fleet maintenance. Our software is carefully designed to satisfy the demands of all fleet types and sizes, catering to your every need.

Don’t hesitate to get in touch with us or schedule a free online demo. We’ll show you how our fleet maintenance tool works and help you get started!


Table of Contents

Picture of Mike Valnev

Mike Valnev