Service intervals
Due by the odometer, not just the calendar
A car on a six-month schedule that does 40,000 km a year is not on a schedule. FleetMan takes the next service as a date, a reading, or both — and whichever comes first is what makes the car show up on your list.
- Next service set by odometer reading, by date, or both
- Every car past either threshold listed in one place, with how far past
- Raise the work orders for them in one action, when you say so
- Full service history per vehicle, with what it cost and who did it
- Parts and labour itemised on the job rather than a single total
- Photos attached to the work, so a repair is evidenced and not just invoiced
Why it is not automatic
Nothing raises a work order behind your back. FleetMan lists the cars past their interval and generates the jobs when you ask it to — because a car off the road for a service is a car earning nothing, and when that happens is your call, not the software's.
The same principle runs through the rest of it: FleetMan surfaces the decision and leaves it with you.
Work orders
The job, and what it actually involved
A maintenance record that reads $820, Service is not a record. Work orders carry the line items, the parts, the photos and the mechanic who signed off.
Prioritised job queue
Raise a job against a vehicle with a priority, assign it to a mechanic, and follow it through to completed. Nothing sits in a text thread.
Parts and labour, itemised
Each job carries its own line items, so the cost of a service separates into what was fitted and what was charged for fitting it.
Photos on the work
Mechanics attach photos to the job as they go. A repair you paid for is evidenced by the state of the car, not just the invoice.
Your mechanic
They work it in a portal of their own, free
Fleet maintenance goes wrong in the handover. Your mechanic gets a login rather than a phone call, and it costs them nothing — so there is no reason for them to refuse.
Free for the mechanic
Mechanics pay nothing, ever. They can service several fleets from one login, so yours is not the one account they resent.
Their own parts stock
A mechanic tracks their workshop inventory in FleetMan, with a movement ledger per SKU — so the parts cost of a past job stays answerable.
Workshop task library
Jobs are built from a reference list of workshop tasks across 22 categories, so two mechanics describe the same service the same way.
Parts and costs
Every part, every serial, every cost
Vehicle maintenance is where a fleet leaks money quietly. Parts are registered against the car they were fitted to, which is what makes the leak visible.
Parts registry per vehicle
What is fitted to each car, when it went on, and its serial number — so a part replaced twice in a year is a question you can ask.
Fraud alerts
Duplicate serials, premature replacements, suspicious costs and repeat servicing are flagged by severity for you to investigate.
Cost history per car
Service records keep their cost and vendor, so the car that is quietly costing more than it earns stops being a feeling.
Parts due for replacement
Fitted parts carry their own expected life, so a component nearing it surfaces before it fails on a driver.
Compliance and inspections
Nothing expires without telling you first
This is the one part that runs on its own. Every morning FleetMan emails you the documents across your fleet that have expired or expire within the week — rego, insurance, safety inspections and driver licences.
A daily expiry digest
One email a morning, and only when something needs attention. A lapsed rego costs considerably more than the renewal did.
Safety inspections
Redbook inspections tracked from sent through to result, with the report itself attached and kept against the vehicle.
Check-out and check-in
Inspect a car out and back in against a checklist covering exterior, interior, tyres and cleanliness, with odometer and fuel recorded.
Odometer history
Readings logged over time, so mileage between services is a number rather than an estimate from the last invoice.
What this is, and is not
Maintenance records, not vehicle tracking
FleetMan is not a telematics product. There is no GPS, no live map and no hardware to fit — odometer readings are entered by your drivers or your mechanic. What it is, is the record of what each car has had done to it, what that cost, what is due next and what is about to expire. If you need live location, you want a tracker, and most fleets end up running one alongside software like this rather than instead of it.
Start with one car and its last service.
Add a vehicle, record the service it last had, and set the next one by date or by reading. You will know within an afternoon whether it fits how you work. Free for up to five vehicles, no card needed.