The Problem:
Your vehicle maintenance is reactive chaos. Vehicles break down unexpectedly, causing urgent scrambles for repairs, rental replacements, and disappointed customers. You're constantly playing catch-up - fixing things after they fail instead of maintaining them before they break. Service records are scattered across paper files, spreadsheets, and mechanics' memories, making it nearly impossible to know which vehicles are due for service, what was done last time, what parts were used, or how much each repair actually cost. When a vehicle is in the workshop, jobs get delayed, other vehicles are overworked to compensate, and your operation feels perpetually short on capacity. You suspect maintenance is costing more than it should, but without centralised records and cost tracking, you can't prove it or identify where to improve.
The Cost of Not Solving This:
Reactive maintenance is dramatically more expensive than preventative maintenance - both in direct repair costs and operational disruption. Emergency breakdowns cost two to three times more than scheduled services, plus the revenue lost from missed jobs, overnight courier costs for urgent parts, and premium rates for emergency call-outs. Every unexpected vehicle off the road creates a cascade of problems: late deliveries, frustrated customers, stressed drivers pushed into longer hours in remaining vehicles, and the hidden cost of reputation damage when you can't deliver reliably. Poor maintenance records mean you're duplicating work, missing warranty claims, forgetting what parts should be in stock, and making expensive decisions without data. When compliance deadlines for WOFs, COFs, and registrations sneak up on you, you're pulling vehicles from service at the worst possible times and paying penalties for late renewals.
Why Your Current Approach Isn't Working:
Spreadsheets tracking service schedules only work if someone remembers to update them and actually checks them regularly - which rarely happens consistently when you're busy running day-to-day operations. Paper maintenance logs filed in vehicle folders are impossible to search, analyse, or use for proactive planning, and they definitely don't send you reminders before things become urgent. Relying on mechanics or drivers to remember service history and due dates is unrealistic - they have enough to worry about without becoming your maintenance tracking system. Disconnected records across multiple systems, suppliers, and locations mean you have no single source of truth about vehicle condition, maintenance costs, or parts inventory. By the time you realise a vehicle needs attention, you're already in crisis mode with limited options and mounting costs.
How TrackIt Solves This:
TrackIt's Workshop & Servicing solution transforms maintenance from reactive firefighting into proactive, cost-controlled fleet management. The Fleet Warboard displays all critical vehicle information - WOFs, COFs, registrations, current odometer readings, and service due dates - on one unified screen that automatically changes color as renewal dates approach, making it impossible to miss upcoming requirements. Automated email and SMS reminders notify you well in advance of expiring licenses and scheduled service intervals, giving you time to plan maintenance during operational downtime rather than being caught by surprise. Comprehensive job scheduling assigns maintenance tasks to the right personnel at the optimal time, reducing downtime and ensuring workshop resources are utilised efficiently. Built-in parts management tracks inventory levels, streamlines ordering, and ensures you have critical components in stock when you need them - eliminating delays waiting for parts and reducing emergency premium purchases. Complete cost tracking captures labor, parts, and external service costs for every job, giving you clear visibility into exactly what each vehicle costs to maintain and where opportunities exist to reduce expenses. Real-time operational visibility lets workshop managers and schedulers see job progress, resource allocation, and upcoming work, enabling better decision-making and improved communication between office and workshop teams. Whether you're running a small in-house workshop or managing maintenance across multiple service providers, TrackIt centralises all service records, automates compliance tracking, and gives you the data-driven insights needed to shift from expensive reactive repairs to cost-effective preventative maintenance - keeping your fleet on the road, your customers happy, and your maintenance budget under control.