Best Fleet Maintenance Software (2026): 10 Tools

Fleet maintenance software isn't the same as tracking where your vehicles are. Telematics tells you location and driving behaviour; maintenance software tells you which van is due a service, which defect a driver reported this morning and whether the repair was signed off. Many fleets need both, and they're often sold separately.

This list focuses on the maintenance side. For the wider picture, see how small businesses save time on vehicle management, and if you run lorries, my tips on keeping a trucking business safe and secure are worth a read.

Fleet maintenance tools at a glance

Here's what each tool is, what it's good for and whether its own site names a free plan, a trial or neither. The list is alphabetical and in no particular order.

Tool	Type	Good for	Free plan
AUTOsist	Simple maintenance	Small fleets moving off spreadsheets	Trial only
Cetaris	Shop management	Large in-house workshops	No
Chevin FleetWave	Fleet management	Public sector and large fleets	No
Fleet Maintenance Pro	Maintenance records	Fleet and equipment schedules	Trial only
Fleetio	Fleet operations	Growing fleets of all sizes	Trial only
Fleetrock	Fleet and shop	Fleet records and shop work together	No
FleetWise VB	Desktop maintenance	Small fleets wanting a simple install	Yes
Fullbay	Repair shop software	Independent heavy-duty repair shops	Trial only
RTA Fleet	Management information system	Public sector fleets	No
Whip Around	Driver inspections	Daily walkaround checks	Trial only

Maintenance software for fleets and workshops

AUTOsist

Best for: Small fleet owners who track services in a spreadsheet today and want reminders, inspections and records in an easy app.

Cetaris

Best for: Fleets running their own workshops, from school buses to utilities, who want work orders, parts and labour tracked in detail.

Chevin FleetWave

Best for: Organisations managing mixed fleets across many sites who want maintenance, fuel and compliance reporting held in one system.

Fleet Maintenance Pro

Best for: Operators maintaining vehicles and equipment side by side who want preventive schedules, repair history and parts records together.

Fleetio

Best for: Growing fleets that want maintenance, inspections, fuel and parts tracked in one platform, with a mobile app for drivers and technicians.

Fleetrock

Best for: Trucking and repair operations who want vehicle records and shop work orders connected in one AI-assisted system.

FleetWise VB

Best for: Small fleets that prefer installed software on their own computer to a cloud subscription and want to start with a lite edition.

Fullbay

Best for: Independent truck and trailer repair shops who want estimates, work orders, parts and invoicing in one system.

RTA Fleet

Best for: Council, city and utility fleets that need detailed shop, parts and asset records to prove the value of their in-house workshop.

Whip Around

Best for: Fleets where defects are spotted by drivers first, and who want inspection results turned straight into maintenance jobs.

Setting up a maintenance schedule that sticks

1. List every vehicle and asset with its registration, mileage or hours, and current condition.
2. Set service and inspection intervals by time, mileage or engine hours, whichever comes first.
3. Give drivers a phone checklist for daily walkaround checks, with photos for any defect.
4. Turn every reported defect into a work order with an owner and a deadline.
5. Review overdue jobs every week and close them out with notes on what was done.

How long to keep maintenance records

The DVSA guide to maintaining roadworthiness says records of safety inspections must be kept for at least 15 months for all vehicles, including vehicles that have been sold or removed from the operator licence. Drivers' defect reports, used to record faults and the repairs made, must be kept for at least 15 months too.

That's a strong reason to move off paper. A system that stores inspections, defects and repairs against each vehicle lets you find a sold van's history in seconds when an examiner asks, rather than digging through a filing cabinet.

In-house workshop or outside repair shops?

If you maintain vehicles yourself, you'll want work orders, parts stock and technician time in the same system. If you send vehicles to outside garages, you'll care more about approving quotes, tracking repair history and spotting which shops take longest.

Some fleets do both, servicing light vehicles in-house and sending heavy repairs out. Choose software that handles the mix you have now and the one you expect in a few years.

Reports that are worth running every month

• Overdue inspections and services, by vehicle.
• Defects reported versus defects fixed, and how long fixes took.
• Vehicles with repeat faults in the same system.
• Downtime per vehicle, so you can spot the ones losing the most days off the road.
• Upcoming statutory tests and their booking status.

If you only run one, make it repeat faults. A van that keeps coming back with the same problem is telling you something a service schedule won't.

Moving from spreadsheets without losing history

Before you switch, export what you have: service dates, mileages, defects and repairs for each vehicle. Even a messy spreadsheet is valuable history, and most suppliers can import it if you ask early in the setup.

Run the old and new systems side by side for a month if you can. It's extra work, but it catches anything the import missed before you rely on the new system for an inspection.

Do you make fleet maintenance software? Tool makers can ask to be considered for a featured place on this list.

My advice on choosing fleet maintenance software

Get your drivers' daily checks working first. When defects are reported clearly and turned into jobs, everything else in the system has good data behind it; when they aren't, the schedules and reports are only guesses.

Ask every supplier to show the driver app on a phone, in the cab, with gloves on if that's how your team works. If it's fiddly there, it won't get used, however good the office dashboard looks.

Fuel is the other big running cost for most fleets, so I've compared the tools in my roundup of the best fuel management software.

Frequently asked questions

What is fleet maintenance software?

It's software that tracks inspections, defects, servicing and repairs for each vehicle in a fleet, and reminds you when work is due.

How is it different from fleet management software?

Fleet management often focuses on tracking, routing and driver behaviour. Maintenance software focuses on keeping vehicles roadworthy, with schedules, work orders and records.

How long should I keep vehicle inspection records?

The DVSA guide says safety inspection records and drivers' defect reports must be kept for at least 15 months.

Do drivers need an app?

It helps a lot. Drivers who can report defects with photos on their phone give you faster, clearer information than paper forms.

Can small fleets use this software?

Yes. Several tools here are built for small fleets moving off spreadsheets, with simple setup and reminders.