Repairs, Maintenance & Vendors

Prerequisites

The maintenance features described in this article require the fleet_maintenance_enabled module to be active. Vendor management additionally requires vendor_workflow_enabled, and detailed per-vehicle maintenance logs require maintenance_log_enabled. Enable these in Settings → Modules.

How maintenance connects to the rest of the platform

Maintenance does not exist in isolation — it ties into several other areas of Fleet:

• Shifts and mileage — When drivers start and end shifts, they record mileage readings through the Fleet Go app. These mileage readings feed into mileage-based service reminders, allowing Fleet to predict when the next service is due based on actual driving patterns.
• Incidents and repairs — When an incident results in damage, you can create a repair job directly from the incident detail page. That repair job then appears in the Maintenance → Repairs tab, linked to its source incident for full traceability.
• Vehicle health — Overdue maintenance and expired TÜV directly lower a vehicle's health score. Vehicles with overdue services drop from "Healthy" to "Needs attention" or "Critical" and appear in the Fleet Health Bar on the Vehicles page.
• Dashboard alerts — Overdue reminders generate critical alerts in the Action Queue on your dashboard, ensuring nothing slips through.
• Cost tracking — Repair costs and maintenance expenses feed into the cost dashboard under Reports, giving you full visibility into what your fleet costs to maintain.
• Dispatchers — Your dispatchers see the same maintenance dashboard through their dispatcher maintenance view and can manage day-to-day service tasks while you focus on strategy and vendor relationships.

The Maintenance page — two views

Navigate to Maintenance from the sidebar. The page offers two views, toggled with buttons in the top-right corner:

• Dashboard (default) — a tabbed interface for managing all maintenance operations
• Calendar — a month-view calendar showing all scheduled services and repair appointments

Dashboard view

The dashboard is organized into seven tabs. Each tab focuses on a different aspect of maintenance management.

Today tab

The Today tab is your priority queue — everything that needs attention right now. Items are sorted by urgency:

1. Overdue (red) — services past their due date
2. Urgent (orange) — due within 7 days or within 1,000 km
3. This week (yellow) — due within 14 days or within 2,000 km
4. Active repair jobs — repairs currently in progress at vendors

Each item shows the vehicle, service type, due date, days remaining (or days overdue), and assigned vendor. Click Mark complete on any item to record its completion — you must enter a comment of at least 5 characters describing the work done.

Upcoming tab

The Upcoming tab shows all pending and notified reminders that are not yet overdue. Use this to plan ahead and schedule vendor appointments before services become urgent.

Filters available:

• Vehicle — narrow to a specific vehicle
• Maintenance type — filter by service type (oil, brakes, TÜV, etc.)
• Date range — set a custom from/to window

For mileage-based reminders (e.g., "Oil service every 20,000 km"), Fleet calculates an estimated due date based on the vehicle's average daily mileage from recent shift readings. These estimates are marked with "(EST)" so you know they are projections, not fixed dates.

Overdue tab

The Overdue tab shows only services that have passed their due date or mileage threshold without being completed. These items are highlighted in red and require immediate attention.

The same vehicle, type, and date range filters are available. If this tab is not empty, address it before anything on the Upcoming tab.

Repairs tab

The Repairs tab manages all active repair jobs across your fleet. Each repair job progresses through a status workflow:

The tab shows only active repairs (Requested, Scheduled, In Shop) by default. Status filter pills at the top let you switch between statuses, with a count badge on each.

Each repair job displays:

• Vehicle and repair type
• Vendor name and contact
• Booked date with countdown
• Estimated cost and final cost
• Insurance coverage (yes/no)
• Notes

Click Edit on any repair job to update its status, costs, dates, and notes inline — no modal required. When marking a repair as COMPLETED, you must enter the final cost and completion date.

Templates tab

Templates define your recurring maintenance schedules — what service each vehicle needs and how often. Instead of creating individual reminders manually, templates generate them automatically.

Template scope:

Template fields:

• Maintenance type — Oil service, Inspection, Brakes, Tires, Wipers, TÜV, Engine repair, or Other
• Interval by kilometres — trigger service every X km (based on mileage from driver shift reports)
• Interval by days — trigger service every X days
• Default vendor — automatically assign this vendor when the reminder is generated
• Active/Inactive toggle — pause a template without deleting it

1. Go to Templates tab and click Create template.
2. Select the maintenance type and define the scope (organization, model, or single vehicle).
3. Set the interval — by kilometres, by days, or both. When both are set, whichever threshold is reached first triggers the reminder.
4. Optionally assign a default vendor.
5. Click Save. The template immediately generates reminders for all matching vehicles.

Industry presets

If you are setting up maintenance for the first time, click Apply industry presets to create a standard van fleet schedule in one click:

You can edit or delete any of these after they are created.

Coverage gap scanning

Click Scan coverage to have Fleet analyse your templates and flag gaps — combinations of vehicles and service types that have no template or reminder set. For example, if Van V-005 has no oil service template while every other van does, the coverage scanner highlights it. You can create a template directly from the gap list.

Vendors tab

The Vendors tab manages your repair and service partners. Three KPI tiles at the top show:

• Total vendors — how many vendors you have registered
• Active vendors — vendors currently accepting work
• Jobs in 30 days — number of repair jobs assigned to vendors in the last month

Vendor types:

1. Click Add vendor and enter the vendor's name, type, phone, and email.
2. Click Save. The vendor is now available when creating repair jobs or assigning to templates.

The vendor table shows name, type badge, contact details (clickable phone and email links), job count, and active/inactive status. Use the search bar and type/status filters to find vendors quickly.

Toggle a vendor to Inactive when they are temporarily unavailable — they will not appear in vendor selection dropdowns but their history is preserved.

History tab

The History tab shows every completed maintenance event and service reminder across your fleet. Each entry records what was done, when, the cost, and who marked it complete.

Use the vehicle, type, and date range filters to find specific records. Click any entry to view its full details including the completion comment.

Calendar view

Click the Calendar toggle in the top-right corner to switch from the dashboard to the calendar view. The calendar shows a full month grid with all scheduled maintenance and repair appointments plotted as event pills.

Reading the calendar

Each event pill is colour-coded by urgency:

When a day has more than two events, a "+X more" badge appears. Today's date is highlighted with an orange circle. Weekend and out-of-month days are dimmed.

Mileage-based reminders that have no fixed date show an estimated date calculated from the vehicle's average daily driving. These are marked with "(EST)" on the calendar.

Navigation and filters

• Prev/Next arrows to move between months
• Today button to jump back to the current month
• Search — filter by service type, vehicle, or vendor name
• Vehicle filter — dropdown to show only one vehicle's schedule
• Service type filter — dropdown to show only a specific maintenance type

Four stat cards above the calendar provide a quick summary:

• Overdue — count of overdue items
• Urgent — count of items due within 7 days
• This month — total events in the displayed month
• Total — all active reminders across the fleet

Viewing event details

Click any event pill on the calendar to open a details panel on the right side. The panel shows:

• Status with a progress bar
• Vehicle information with a link to the vehicle detail page
• Schedule — due date, estimated date (for mileage-based), and remaining kilometres
• Vendor — assigned vendor with clickable phone and email links
• Notes — any notes attached to the reminder
• Quick links — to the maintenance dashboard and the vehicle page

Booking an appointment

If a service reminder has no vendor assigned, a Book link appears on the event. Click it to open the booking modal:

1. Select a vendor from the dropdown (required).
2. Choose an appointment date (required).
3. Optionally add notes about the service scope.
4. Click Confirm. A repair job is created and the event updates to show the vendor and booked date.

You can also click any day cell to see all events for that day in a list, then book or view details from there.

Maintenance analytics

Below the tabs on the dashboard, the analytics section provides fleet-wide maintenance insights.

KPI cards

Four summary cards at the top:

• Vehicles with overdue service — count of vehicles with at least one overdue reminder (red alert)
• TÜV expiring soon — count of vehicles with TÜV due within 90 days (orange warning)
• Total maintenance cost this year — sum of all repair and maintenance costs recorded this year
• Average cost per vehicle — total cost divided by fleet size

Charts

Monthly cost trend — a 12-month line chart showing total maintenance spending over time. Toggle between total fleet cost and per-vehicle average cost.

Cost breakdown — toggle between two views:

• By maintenance type — pie chart showing spend by category (oil, brakes, tires, inspection, etc.)
• By vendor — bar chart showing your top 5 vendors by total spend

Reference tables

Upcoming services — top 10 nearest service reminders showing vehicle, type, due date, due mileage, vendor, and status.

TÜV renewals — all vehicles with TÜV tracking, showing the validity date, days remaining, and an urgency badge. Focus on any vehicles in the red or orange zone.

Vehicle-level maintenance

Each vehicle's detail page (accessible from Vehicles) includes a dedicated maintenance section with five tabs:

Adding a maintenance log manually

Not all maintenance flows through the template and reminder system. Sometimes you need to record work that was done outside the normal process.

1. Open a vehicle's detail page and go to the History tab.
2. Click Add maintenance log.
3. Fill in the service date, title, and optionally: description, maintenance type, odometer reading, vendor, cost, next due mileage, and next due date.
4. Click Save. The log appears in the vehicle's history and costs feed into Reports.

Urgency levels explained

Fleet uses a consistent urgency system across the entire maintenance module — in the Today tab, the calendar, and the vehicle detail page:

Parts inventory

Navigate to Parts from the sidebar (or the link within the Maintenance section) to manage your spare parts stock. This is a shared inventory — dispatchers see the same data and can adjust stock when parts are used during repairs.

Adding a part

1. Click Add part and fill in the part details.
2. Set the low stock threshold — when quantity drops below this number, the part is flagged for reorder.
3. Link compatible vehicles — select which vehicles this part fits. This helps dispatchers find the right parts quickly.
4. Click Save.

Part fields:

Stock adjustments

Click any part to open its detail panel. Use the Adjust stock button to record changes:

• Add — new stock received
• Use — parts consumed in a repair
• Adjust — inventory correction (e.g., after a physical count)

Each adjustment requires a reason (text explanation) and is logged with the date, quantity change, remaining stock, and who made the change. This movement history provides a full audit trail.

Low stock alerts

Parts below their threshold are highlighted in red in the parts list. Use the Low stock filter to see only items that need reordering. The detail panel includes a Reorder button that opens an email template to your supplier pre-filled with the part details.

Completing the maintenance loop

The full maintenance cycle in Fleet works as follows:

1. Templates generate service reminders automatically based on your defined intervals (km or days).
2. Reminders appear in the Upcoming tab and on the Calendar, giving you advance notice.
3. As due dates approach, reminders move to the Today tab and escalate through urgency levels (Upcoming → Soon → Urgent → Overdue).
4. You or your dispatchers book a vendor appointment from the calendar or the Repairs tab.
5. The vehicle goes to the vendor. Update the repair job status as it progresses (Scheduled → In Shop → Completed).
6. When the work is done, mark the reminder as complete with a comment describing what was done.
7. The template automatically generates the next reminder based on the interval, starting the cycle again.
8. Costs are recorded and flow into Reports. The vehicle's health score updates to reflect the completed service.

For unplanned repairs triggered by incidents or shift inspection photos, the flow starts at step 4 — you create a repair job and track it through the same Repairs tab.

Why proactive maintenance pays off

Reactive maintenance — fixing things only when they break — costs 3-5x more than a preventive approach. An emergency tow, a rental replacement vehicle, and an expedited repair bill add up fast compared to a scheduled oil change that keeps the engine running smoothly.

Well-maintained vehicles have fewer roadside breakdowns. Fewer breakdowns mean fewer missed deliveries and happier clients who can rely on your fleet to show up on time. Over months and years, that reliability compounds into stronger client relationships and contract renewals.

Insurance companies scrutinize maintenance records during claims. A vehicle with an up-to-date service history — documented oil changes, brake inspections, and tire rotations — receives more favorable treatment than one with gaps in its records. Thorough documentation can mean the difference between a claim being approved quickly and one being delayed or partially denied.

For Amazon DSP operators, vehicle downtime has a direct impact on scorecard metrics. Every vehicle sitting in a repair bay is a route that needs to be covered by another van or left undelivered. Proactive maintenance keeps your fleet capacity predictable and your scorecard healthy.

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