Maintenance
Fleet maintenance with work orders, schedules and real costs
In Fleet Hero, the fleet management app of Office Hero, plan each service by date or odometer reading, record the work with labour and parts, and see what every vehicle, job type and garage costs you. Alerts warn your team before a service is due and again when it is overdue.
Part of the Professional and Business packages of Fleet Hero.
How it works
From the booking to the final cost
Work orders, the schedule, defects and costs share one record per vehicle, so nothing is typed twice.
Work orders
Work orders with labour, parts and a clear status
Schedule or log a job by type: oil change, brakes, tyres, inspection, repair, preventive, recall or other. Give it a priority, a due date or odometer reading, a garage and a work-order number, then record the labour hours, the labour cost and each part used.
- Parts lines with description, part number, quantity and unit cost
- Statuses from scheduled and assigned to in progress, on hold, completed or cancelled
- Counters and filters by status and priority across the fleet
Schedule and alerts
See what is due, and get warned in time
The maintenance list shows every planned job with its vehicle, type, priority, due date and status, and the dashboard counts overdue jobs. Mark a job complete when the vehicle is back, or skip it with a reason that stays on the record. Alert rules warn your team a set number of days before a due date and again when a job is overdue.
- Due alerts from 0 to 60 days ahead and overdue alerts after 1 to 365 days, for jobs still in the scheduled status
- Alerts in the app and by e-mail to colleagues, in each person's language
- Planned jobs also show on the vehicle's Service tab
Costs
Know what maintenance really costs
The cost roll-up adds up labour, parts and the total for any date range, grouped by vehicle, by job type or by garage. Only completed work counts, so planned jobs never inflate the figures.
- Maintenance history and cost per kilometre reports in PDF, Excel or CSV
- Send a report to colleagues, or schedule it to arrive every week or month
Defects
Defects reported, followed and resolved
Log a defect against a vehicle with a category and a severity, follow it while it is being fixed and mark it resolved. Counters show open, critical, in-progress and resolved issues across the fleet.
- Categories from mechanical and electrical to brakes, engine and suspension
- Severity from low to critical
- Report a defect from the vehicle's Issues tab
Also included
Around the workshop
Garages and suppliers
Keep service garages, parts suppliers, tyre services, towing, washing and other vendors with their contacts, and switch them on or off.
Vehicle health score
A score from 0 to 100 that drops with open defects, overdue services and recent fuel anomalies.
Service history per vehicle
Every vehicle page lists its service jobs and issues, each with its date and status.
Maintenance reports
Maintenance history with cost and garage, and cost per kilometre with fuel and service costs per vehicle.
Fault codes
Active fault codes on trucks, shown on the vehicle page with their SPN and FMI.
Shown for trucks whose tracker, such as the FMC650, reads them from the CAN bus.
Your own fields on work orders
Extra fields, such as a service bay number, on every work order.
Set up for your company by the Office Hero team; you cannot define them yourself yet.
Maintenance on the phone
Log a service and check the service history from the Office Hero Manager app.
Coming soon
Questions about fleet maintenance
Not answered here? Write to [email protected]. A person from our team in Skopje replies, Monday to Friday, 09:00–17:00 CET.
Can services be planned by kilometres as well as by date?
Yes. A work order can have a due date, a due odometer reading, or both. Due and overdue alerts work on the due date, so give a job a date when you want to be reminded.
How are we told that a service is due?
With the maintenance due and maintenance overdue alert types. You choose how many days ahead to warn and who is told, and the alert arrives in the app and by e-mail to those colleagues.
Does Fleet Hero work out by itself when a vehicle needs a service?
It tells you when a service you planned is coming up or overdue, and each vehicle's health score drops with open defects or overdue work. It does not forecast failures from engine data.
Does Fleet Hero keep a parts stock?
No. Parts are recorded as lines on each work order, with part number, quantity and unit cost, so their cost is counted. Stock levels are not tracked.
Do we need GPS trackers for maintenance?
No. Work orders, the schedule, defects and costs work without a tracker. A tracker adds readings from the vehicle, such as mileage and, on trucks, fault codes.
Can our garage see the work orders?
No. Garages are kept as vendors in Fleet Hero, and your own team records and closes the work orders.
Which package includes maintenance?
Maintenance and work orders are part of the Professional package, at €14.80 per vehicle per month, and of Business. Both include the SIM and mobile data.
Put your service plan into Fleet Hero
Show us how you plan services today, and we will set up the same jobs in a demo.