A breakdown on the road costs far more than the repair: towing, a missed delivery, an idle driver, an unhappy customer and sometimes a penalty. Preventive maintenance - servicing vehicles on a schedule before problems appear - is the most reliable way to reduce breakdowns and lower cost per kilometre. Here is how to plan a maintenance schedule that actually gets followed.
Breakdown maintenance vs preventive maintenance
Breakdown maintenance waits until something fails. It looks cheaper because nothing is spent until a problem appears, but repairs are bigger, unplanned and happen at the worst time. Preventive maintenance replaces oils, filters, belts and worn parts at planned intervals, when the vehicle is scheduled off the road. Most fleets that switch find fewer breakdowns, longer component life and more predictable workshop costs.
Service intervals by kilometres and by days
Every service task needs a trigger - whichever comes first:
| Task | Typical trigger (follow your manufacturer's manual) |
|---|---|
| Engine oil and oil filter | Every set number of km or months |
| Air and fuel filters | Every set number of km, sooner in dusty routes |
| Brake inspection | Every service, and on any complaint |
| Wheel alignment and balancing | Every set number of km, or after tyre change |
| Coolant, belts and hoses | By km or annually |
| Fitness certificate, insurance, permits | By date |
Use the manufacturer's recommended intervals as the starting point, then shorten them for heavy loads, hilly routes or dusty conditions based on your own job card history.
Job cards, spares and workshop records
Every service should produce a job card: vehicle, odometer, work done, parts used, labour, mechanic and time off-road. Over months this history shows which vehicles and components fail most often, whether a workshop's work holds up, and what each vehicle really costs to maintain. Spares issued against job cards also keep store stock accurate and expose unusual consumption.
Tyre rotation and battery tracking
Tyres are one of the biggest maintenance costs. Record each tyre's serial number, fitment position, fitment odometer and removal reason. Regular rotation and pressure checks even out wear, and the records show tyre life by brand and route - essential information for your next purchase. Track batteries the same way: fitment date, warranty and replacements.
Reminders before service is due
A schedule only works if someone acts on it. In Netmore Fleet Manager each vehicle's odometer is updated from trips or fuel entries, and the system warns the transport manager when a service is due within a set number of kilometres or days. Document expiries - insurance, fitness, permits, pollution certificates - trigger reminders well in advance. The workshop sees a list of vehicles due this week and plans bay time accordingly.
Reports that show cost per vehicle
- Maintenance cost per vehicle per month, and per km.
- Breakdowns and off-road days by vehicle.
- Overdue services and expiring documents.
- Tyre life and cost by brand.
These reports tell you when a vehicle has become more expensive to keep than to replace - the decision that has the biggest effect on fleet cost.
Frequently asked questions
How often should fleet vehicles be serviced?
Follow the manufacturer's interval for each vehicle, by kilometres or time, whichever comes first - and shorten it for heavy-duty or dusty operations based on your own breakdown history.
What should a fleet maintenance schedule include?
Oil and filter changes, brake and tyre checks, wheel alignment, coolant and belts, battery checks, and the renewal dates for insurance, fitness, permits and pollution certificates.
Can fleet software remind us when service is due?
Yes. It tracks odometer readings and dates for every vehicle and alerts you before each service or document renewal falls due.