Fleet Servicing2020-10-06T14:38:40+10:00

Fleet Servicing

Track, manage and schedule your fleet’s servicing all from one place.

Smartrak’s Fleet Servicing module helps you reduce the amount of manual administration and cross-checking. Automated alerts and custom service schedules help you stay proactive in the maintenance of your fleet, reducing operating costs and avoiding unexpected fleet downtime.

Alerts and scheduling can also extend beyond vehicles, with non-tracked assets and plant also able to be integrated. Non-tracked assets might include items such as annual reviews of fire extinguishers to EWP (elevated work platforms) insulation compliance.

Key Features

  • Configurable scheduled services

  • Track and report maintenance costs

  • NZTA integration for WOF, COF, RUC and vehicle registration

Download the Product Sheet

A unified calendar for scheduled services

Some vehicles have servicing milestones based on milage while others follow regular time periods, and specialist items of equipment may have specific numbers of hours between service requirements. Depending on the composition of your fleet, there can be a range of servicing events, which makes it a challenge to keep track of everything, particularly if you are relying on a spreadsheet to remind you what is due and when.

Smartrak’s automated fleet servicing solution manages the whole process for you, with alerts in a unified calendar to let you know when scheduled services are coming up. This is the service and maintenance resource that can be completely tailored to meet your requirements, providing a global overview of the entire fleet and highlighting those upcoming events that need your attention.

If you require alerts one week out, a month or two months in advance, this solution will accommodate your requirements, and it will notify other parties such as drivers or team leaders so they are also aware of upcoming maintenance and servicing events.

  • Easily see the full status of your fleet with regards to maintenance and servicing, WOF/COF, and RUC due dates
  • Set the alert timetable and criteria to meet your requirements
  • Gain a long-term perspective with historical reporting

A robust and comprehensive budgeting tool

Gain valuable clarity over servicing and maintenance costs with a solution that tracks, forecasts, and highlights cost trends across your fleet. Smartrak’s fleet servicing solution allows you to accurately identify the current and future servicing and maintenance budget for your fleet. The insights provided will also pinpoint those vehicles that are costing the most to maintain and identify which vehicles should be retired first.

Fleet Maintenance Budgeting

Giving your fleet servicing and maintenance program the digital advantage

Smartrak’s integrated fleet servicing and maintenance solution enrols fleet managers and vehicle users in a seamless program where shared information keeps everyone better informed. By utilising Mobile Forms, on a device provided by Smartrak, or the user’s own iPhone, iPad or Android device drivers become valuable contributors to fleet performance.

Pre-start checks that you can configure to meet your organisation’s operational requirements will provide confidence that essential checks are carried out (coolant and oil levels, lights, brakes, etc.). This is a vital step in ensuring longer life and trouble-free running for your vehicles. Additionally, aspects such as cleaning and sanitising of vehicles can be reported on through digital checks that provide real-time information back to fleet managers to support your organisation’s health and safety goals.

For more information download the Mobile Forms product sheet.

Vehicle pre-start check
Telematics helps with fleet maintenance

Understanding the full impact of fleet servicing, maintenance and repair (SMR) costs

Research in the UK indicates that two-fifths of businesses don’t know the cost of vehicle downtime due to maintenance requirements and a third don’t know what they spend on SMR annually.

Unscheduled maintenance in particular can have a serious impact on your fleet’s overall running costs and the ability of the fleet to meet operational goals. When the cost of the repair, hiring a replacement vehicle, employee wages and lost productivity are factored in the cost of having a vehicle off the road ranges from NZ$ 1,300 to almost NZ$ 2,000 a day. This is a hard cost to the business that doesn’t take into account the very real impact on reputation caused by missed meetings or delayed tasks and deliveries.

Smartrak’s fleet servicing solution puts you back in control with full visibility over SMR costs, including forecasting. For more information download the product information sheet.

Download the Product Sheet
Scheduled Fleet Maintenance

Tip the balance in your favour with a programme of scheduled maintenance

Failing to keep up with scheduled vehicle maintenance can tip the scales and increase the likelihood of unscheduled repairs.


Scheduled maintenance is your defence against unscheduled and costly repairs

Scheduled maintenance is important to providing the proactive and preventative fleet management structure that reduces unscheduled repairs. This can be as simple as including pre-start checks for drivers, to ensure that water, oil, tyre pressures and other simple maintenance checks are carried out. Smartrak’s solution utilises an online form for this, which you can customise to suit your requirements. With a hand-held device, such as the Garmin fleet 790 or an iPhone, drivers can complete the check digitally, and then supply the checked information to fleet administration immediately.

The advantages of an online form, over a paper record are that knowledge that the check has been done is provided with real-time notification to the fleet administrator. And any faults that are identified are similarly notified in a timely fashion. A digital record can also feed directly into your record keeping with no additional manual handling. We have information on the range of Mobile Forms that can be integrated with Smartrak’s solutions. You can also find out more about the Garmin 790 and the wide range of navigation, productivity, and safety tools provided by this state-of-the-art device.

Any roster of scheduled maintenance you compile will also include the routine services that are actioned at milage or timeframe milestones. These can be integrated into your Smartrak solution, bringing all servicing and maintenance elements together in a single place. To keep your fleet maintenance and operations teams in the loop, anyone with a requirement to be informed of upcoming servicing and maintenance requirements can be included on the list for automatic diary notifications.

By including routine services and pre-start checks, with automated notifications within a structured fleet servicing solution you are going a long way towards preventing and/or identifying issues before they become expensive to rectify.

Aim for 99% up-time!

The RAC in the UK, which comes to the assistance of drivers who have broken down, registers a vehicle uptime rate of 99%. They obviously practice what they preach in addressing scheduled maintenance to keep unscheduled problems at bay.

Expanding your servicing and maintenance capabilities to include WOF/COF, Registration and RUC

For New Zealand customers, Smartrak’s comprehensive solution can also integrate vehicle compliance requirements, to provide accurate oversight of when actions are required and confidence around any charges or claims that may be due.

Ensuring vehicle compliance requirements are up to date depends on accurate ODO/milage records and/or event calendars for each individual vehicle. The Smartrak’s Fleet Servicing solution simplifies the collection of this information, bringing diverse sources together in a managed reporting and alert module that keeps you informed. Fleet Servicing integrates with NZTA to check on compliance requirements directly with NZTA. This is an automated function that provides absolute confidence that all vehicles in your fleet are up to date with their various compliance requirements.

Car odometerCar odometer

Claiming off-road rebates on RUC charges can also be facilitated by the Smartrak solution. Our online generated forms automatically calculate any rebate due for a vehicle and populate the required NZTA form.

Claiming Fuel Tax Credits in Australia
Smartrak’s Prism fuel tax credit solution is ATO compliant and uses industry-leading analytics to calculate the most accurate claim possible. The solution can also be used to retrospectively claim previous credits where the appropriate data is available for analysis.


Think Fleet Servicing can support your organisation’s fleet maintenance requirements? Talk to a Smartrak expert.

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