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Add-on module

Fleet & Maintenance
Every vehicle compliant, fuelled, serviced and costed.

A vehicle registry with document-backed compliance, daily odometer and fuel logging from the driver’s phone, maintenance schedules by kilometres or days, a breakdown workflow and cost-per-kilometre analytics. Works on its own — with or without a sales team.

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  • Document expiry alerts
  • Odometer & fuel logs
  • Maintenance schedules
  • Breakdown workflow
  • Cost per km
The workflow

How it runs, start to finish

Built for

  • Any company running vans, trucks or pool cars
  • Van-sales operations that want running costs per vehicle and per rep
  • Fleets that must prove registration and insurance are in date
  1. 1

    Register the vehicle

    Plate, make, model, ownership — and upload its registration and insurance. Expiry dates are read from the documents, not typed.

  2. 2

    Assign it

    To a rep or driver, in daily or shift logging mode. A van with no holder can be claimed by scanning its QR label.

  3. 3

    The holder logs

    Odometer at the start of the day or shift, fuel with the receipt. Readings below the current odometer or implausibly high are rejected.

  4. 4

    Reimbursements are reviewed

    Fuel paid from pocket is verified by the fleet manager before it is owed.

  5. 5

    Breakdowns are worked

    Reported from the road, triaged (optionally grounding the vehicle), repaired with the bill attached, and resolved.

  6. 6

    Schedules and analytics

    Services fall due by kilometres or days; cost per km rolls up by vehicle and by driver.

Capabilities

What you get

Everything below is live in the product today.

  • Document-backed compliance

    Registration and insurance expiry come from the uploaded documents, with reminders 30 days ahead.

  • Vehicle statuses

    Active, in maintenance (grounded — blocks assignment and dispatch) and inactive.

  • Daily or shift logging gates

    A load needs an odometer day-log or shift-in first; a van settlement waits until the shift is out.

  • Odometer floor and ceiling

    A reading below the current odometer, or one that implies an impossible distance, is refused. Voiding a fuel log rolls the odometer back.

  • QR labels and self-assign

    Print a label per vehicle; a rep with no van scans an unheld one to take it. Can be switched off.

  • Fuel price book and reimbursement review

    Fuel logs carry litres, price and receipt; out-of-pocket fuel is verified before it is owed.

  • Maintenance schedules

    By km and/or days, with due-soon and overdue states. A breakdown repair can fulfil a schedule that was already due.

  • Service records

    Vendor, cost, bill copy and photos — the full service history per vehicle.

  • Breakdown workflow

    Open → in repair → resolved, with an “awaiting bill” chase list and duplicate reports folded together.

  • Swap vehicle mid-day

    Requires the final odometer reading of the vehicle being handed back.

  • Assignment history and audit

    Who held which vehicle on which day, and every change to the registry.

  • Fleet analytics

    Cost per km per vehicle and per driver, from the odometer with GPS as the fallback.

Who works in it

Roles and seats

Your Super Admin switches the module on and decides who holds each duty. Only the roles marked “seat” count against what you buy — back-office duties are free.

  • Fleet In-Charge

    Free

    Runs the registry, compliance, schedules and breakdown triage. A dedicated back-office role, or a second hat on a team leader, manager, store or accounts user.

  • Vehicle holder

    Free

    Any rep or driver assigned a vehicle logs odometer, fuel and breakdowns from the mobile app.

  • Team Leader & Manager

    Free

    See fleet analytics and approve the hand-over of a van between reps.

Where it lives

Web for the office, mobile for the field

The module lands inside the same OrbisField apps your team already signs in to — no second product, no second login.

Web dashboard

  • Fleet: Overview, Vehicles, Vehicle Log, Fuel Logs, Breakdowns, Drivers, Analytics

Mobile app

  • Fleet: Vehicles, Vehicle Log, Breakdowns, Drivers, Analytics
  • Report a breakdown from the road
  • Scan vehicle QR from the dashboard
Better together

How Fleet & Maintenance connects

Every module shares the same customers, products and stock ledger, so switching one on never means re-entering data in another.

Works with

Van Sales

Logging gates on loads and settlements, vehicle hand-over between reps and running cost per rep.

Learn more

Delivery Management

Delivery dispatches the vehicles and drivers Fleet maintains, and refuses non-compliant ones.

Learn more

Accounting

Verified fuel reimbursements post to the ledger; vehicles become fixed assets with depreciation; kilometres feed profit per km.

Learn more
FAQ

Fleet & Maintenance questions

  • No. Fleet stands alone — a company with vehicles and no sales team can run it by itself.

  • No. The Fleet In-Charge decides at triage whether the vehicle is grounded; grounding blocks assignment and dispatch.

  • Edit it down or void the log. The vehicle’s odometer re-derives from the remaining logs.

Run Fleet & Maintenance on OrbisField

Pick it in the sign-up wizard, or switch it on later from your dashboard. The wizard adds any prerequisites for you.

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