Fleet Maintenance Software — Vehicle Inspection and Repair Tracking
An expired annual inspection is one of the most common roadside violations. It's also one of the easiest to prevent — if you have the right software. Fleet maintenance software tracks inspections, preventive maintenance, DVIRs, and repairs so nothing slips through the cracks.
What Fleet Maintenance Software Should Do
Annual DOT Inspection Tracking
Every truck and trailer requires an annual inspection per 49 CFR 396.17. The software should:
- Track inspection due dates for every vehicle
- Send alerts at 90, 60, and 30 days before expiration
- Store inspection certificates digitally
- Block dispatch for vehicles with expired inspections (API-level enforcement)
- Retain inspection records for 14 months as required
Preventive Maintenance Schedules
Don't wait for something to break. The software should track PM schedules based on:
- Mileage intervals (every 10K, 25K, 50K miles)
- Time intervals (monthly, quarterly, annually)
- Engine hours (for vehicles with hour meters)
- Manufacturer-recommended service intervals
- Custom PM schedules per vehicle type
DVIR Integration
Drivers must complete pre-trip and post-trip inspections per 49 CFR 396.11. The software should pull DVIRs electronically from your ELD provider:
- Samsara DVIR integration — automatic sync
- Motive DVIR integration — automatic sync
- Defect tracking and repair verification
- Out-of-service vehicle flagging
- No more paper DVIR forms
Repair Order Management
When a defect is found, the software should:
- Create repair orders automatically from DVIR defects
- Track repair status (pending, in progress, completed)
- Assign repairs to internal shops or external vendors
- Track parts and labor costs
- Verify repairs before returning the vehicle to service
Parts Inventory
Track commonly used parts so you're not caught without them:
- Filters, brake pads, tires, bulbs, belts
- Minimum stock levels with reorder alerts
- Cost tracking per part
- Vendor management
Why Fleet Maintenance Matters for CSA Scores
The Vehicle Maintenance BASIC is one of the 7 CSA categories. Tire violations, brake violations, light violations, and expired inspection violations all hit this category hard. Each one drives your CSA score up — which means more inspections, higher insurance, and lost customers.
"We had 3 tire violations in 6 months and didn't know. Our Vehicle Maintenance BASIC went above threshold and we lost a $200K/year account. The shipper checked our CSA scores and found the violations before we did." — A carrier who learned the hard way
How SafeHaul TMS² Handles Fleet Maintenance
| Feature | SafeHaul TMS² |
|---|---|
| Annual DOT inspection tracking | Yes — with 90/60/30 day alerts |
| Preventive maintenance schedules | Yes — by mileage, time, or hours |
| DVIR integration (Samsara/Motive) | Yes — automatic sync |
| Repair order management | Yes — with defect-to-reorder workflow |
| Parts inventory | Yes — with reorder alerts |
| API-level dispatch blocking | Yes — expired inspections can't dispatch |
| Vehicle maintenance history | Yes — full audit trail |
| Registration and insurance tracking | Yes — with expiration alerts |
Stop Getting Tire Violations at the Scale House
SafeHaul TMS² tracks inspections, PM schedules, DVIRs, and repairs with automated alerts and API-level enforcement. Expired inspections can't dispatch. $39/truck/month.
See Pricing →Related Research
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- The True Cost of Non-Compliance for Trucking Companies
- How API-Level Dispatch Blocking Prevents DOT Violations