Fleet Maintenance Management Platform for Complete Control
Streamline work orders, automate service schedules, and track labor costs with real-time maintenance dashboards, mobile technician access, and one-click Excel exports for complete fleet maintenance visibility.
Convert DVIR defects to work orders automatically or create manual tasks
Time or meter-based schedules with automated notifications
Log hours with labor codes and maintain complete service history
Work order management with complete tracking
Create, assign, and track work orders from DVIR defects or manual entry with real-time status updates, priority levels, mobile technician access, and complete maintenance history for every vehicle.
- DVIR defect to work order conversion
- Priority-based work order management
- Real-time status tracking
- Complete vehicle service history
Automated service scheduling
Preventive maintenance scheduling based on time intervals, mileage, or engine hours with automated notifications before services are due, ensuring no maintenance is missed and maximizing vehicle uptime.
- Time and meter-based scheduling
- Recurring service templates
- Automated service notifications
- Multi-fleet schedule management
Service Schedules
7
5
45
Upcoming Services
Schedule Types
Labor code tracking system
Track maintenance labor costs with customizable labor codes, hourly rates, and technician time logging for accurate cost analysis, budgeting, and productivity monitoring across all maintenance operations.
- Custom labor code creation
- Hourly rate configuration
- Automated cost calculation
Labor Codes
Labor Code List
Track By
Maintenance KPI dashboard
Access comprehensive maintenance metrics including labor costs, mean time to repair (MTTR), unplanned work order percentage, overdue work order tracking, and planned versus unplanned analysis with multiple dashboard views.
- Track labor costs
- Monitor mean time to repair (MTTR)
- Unplanned work order percentage
- Overdue work order tracking
Maintenance Dashboard
3.2 Hours
42.5%
Dashboard Views
Excel export & reporting
One-click Excel exports for all maintenance data including work orders, service history, labor reports, and maintenance cost analysis with custom date range filtering for audits and analysis.
- Work order report exports
- Service history reports
- Labor cost analysis
Export Reports
Available Reports
Date Range Options
Powerful Maintenance Management Tools
Everything you need to manage work orders, schedule services, and track maintenance costs
Digital work orders
Create, assign, and track work orders from DVIR defects or manual entry with complete history.
Service scheduling
Time or meter-based preventive maintenance schedules with automated notifications.
Labor tracking
Custom labor codes with hourly rates for accurate cost tracking and analysis.
Mobile access
Technicians can view and update work orders from iOS and Android devices.
Priority levels
Low, medium, and high priority assignment for effective work order management.
MTTR tracking
Monitor mean time to repair with hourly precision for efficiency analysis.
Service history
Complete maintenance records for every vehicle with dates, costs, and parts used.
Excel export
One-click export for all maintenance reports with custom date ranges.
Notifications
Automated alerts for upcoming services, overdue maintenance, and work order assignments.
Multiple views
Overview, team, analytics, status & priority, workorder type, and fleet & schedule views.
DOT compliance
FMCSA-compliant maintenance records for audits and roadside inspections.
Cost analysis
Track labor costs, total maintenance costs, and cost per vehicle for budgeting.
Real Results from Smarter Maintenance Management
Regional Transport Cuts Maintenance Costs 32% with FleetRabbit
32%
Cost Reduction
In maintenance expenses45%
Less Downtime
Reduced unplanned stops98%
PM Compliance
Preventive maintenance rate"FleetRabbit's maintenance module transformed our operations. We cut maintenance costs by 32% in the first year and reduced vehicle downtime by 45%. The automated scheduling ensures we never miss preventive maintenance, and the work order system makes it impossible to lose track of repairs."
Michael Thompson, Fleet Maintenance Manager, TransLogistics Inc.
Before vs. After
Compliance
Compliance
"The work order system integrated with our DVIR inspections is brilliant. When drivers report defects, we have work orders created automatically with all the details. No more lost sticky notes or forgotten repairs."
Jennifer Martinez
Operations Director
"Labor code tracking shows us exactly where our maintenance dollars go. We identified that brake repairs were taking 40% longer than industry average and implemented better training. Saved $18K in the first quarter."
David Chen
Maintenance Supervisor
"Automated service scheduling takes all the guesswork out of preventive maintenance. The system tracks mileage and sends notifications automatically. We've achieved 98% PM compliance and virtually eliminated breakdowns."
Robert Williams
Fleet Director
Fleet Maintenance FAQ
When drivers complete pre-trip or post-trip inspections and identify defects, FleetRabbit automatically converts those defects into work orders. Each work order includes the vehicle information, defect description, severity level, photos from the inspection, and timestamps. Maintenance managers can review flagged defects in the DVIR dashboard and create work orders with a single click, or the system can automatically generate work orders for critical defects. This seamless integration ensures no maintenance issues are missed and eliminates manual data entry between inspection and repair processes.
FleetRabbit supports three types of preventive maintenance schedules: Time-based schedules (recurring services at fixed intervals like every 30, 60, or 90 days), Meter-based schedules (services triggered by odometer readings or engine hours, such as every 5,000 miles or 250 engine hours), and Hybrid schedules (whichever comes first - time or meter reading). You can set up recurring service templates for common maintenance tasks like oil changes, tire rotations, brake inspections, and DOT annual inspections. The system automatically tracks each vehicle's mileage and operating hours to trigger service notifications before schedules are due.
Labor codes allow you to define different types of maintenance work with specific hourly rates. You can create unlimited labor codes such as "Tire Repair" at $75/hour, "Engine Service" at $95/hour, or "Diagnostic" at $110/hour. When technicians work on a vehicle, they log their time against specific labor codes directly in the work order. The system automatically calculates labor costs by multiplying hours worked by the labor code rate. This granular tracking helps you understand true maintenance costs per vehicle, per service type, and per technician, enabling better budgeting and cost analysis across your fleet.
Yes, FleetRabbit supports multi-location maintenance tracking. You can manage work orders across different maintenance facilities, service centers, or fleet yards within a single system. Each work order can be assigned to a specific location and technician. The dashboard provides location-based filtering so you can view work orders for specific shops or yards. Managers can monitor maintenance operations across all locations in real-time, track performance metrics by facility, and generate location-specific reports. This is especially valuable for fleet operators with regional maintenance operations or multiple service locations.
FleetRabbit's Maintenance Dashboard tracks key performance indicators including: Total Labor Cost (combined technician time across all work orders), Total Maintenance Cost (labor plus additional expenses), Mean Time To Repair or MTTR (average repair duration showing maintenance efficiency), Unplanned Work Order Percentage (ratio of reactive versus preventive maintenance), Overdue Work Order tracking (delayed or incomplete maintenance), Work Order Status Distribution (initiated, in progress, on hold, completed), and Team Performance Metrics (work order completion rates by technician or team). All KPIs update in real-time and can be filtered by date range, fleet, or location.
Work orders in FleetRabbit can be assigned three priority levels: Low (routine maintenance that can be scheduled flexibly), Medium (standard repairs that should be completed within normal timeframes), and High (critical repairs affecting vehicle safety or operation). Priority is automatically suggested based on DVIR defect severity, but can be manually adjusted by maintenance managers. The work order dashboard displays priority status with color coding (green for low, yellow for medium, red for high) making it easy to identify urgent repairs at a glance. You can filter and sort work orders by priority to ensure critical maintenance is completed first.
Yes, technicians have full work order access through the FleetRabbit mobile app for iOS and Android. From their smartphones or tablets, technicians can view assigned work orders, update status (initiated, in progress, completed), add service notes and findings, log labor hours with specific labor codes, capture before and after photos, record odometer readings, and mark work orders complete. The mobile app works offline so technicians can continue working in areas without cellular service, with all changes automatically syncing when connectivity is restored. Push notifications alert technicians when new work orders are assigned to them.
FleetRabbit maintains comprehensive, auditable maintenance records required by FMCSA regulations under 49 CFR Part 396. Every work order automatically captures required information including date of service, vehicle identification, description of work performed, name of person performing repairs, and supervisor authorization. The system links DVIR defects to corrective action work orders, providing a complete compliance trail from defect identification through repair completion. You can instantly generate annual inspection reports, vehicle maintenance history reports, and compliance documentation needed for DOT audits or roadside inspections. All records are digitally stored and searchable, eliminating paper filing and making audit preparation effortless.
Streamline your fleet maintenance today!
Transform fleet maintenance with digital work orders, automated scheduling, and complete maintenance visibility for reduced downtime and costs.
