Vehichle Maintenance Managment
Keep your fleet compliant and on the road
VisionTrak tracks registration, insurance, roadworthy, and service intervals across every vehicle in your fleet. Get alerted before anything lapses and manage it all from the web or the app.
Up and running in minutes
Your vehicles are already in VisionTrak. Maintenance tracking is built in and ready to set up for each asset.
Open any vehicle in the platform
Access the Maintenance Due Report from the web platform or tap All Maintenance in the app. Every tracked asset is listed and searchable.
Enter dates and service KM targets
Set registration, insurance, roadworthy, service due date, and service due KM for each vehicle. Toggle on only the fields that apply. The app reads your live odometer against the service KM target automatically.
Set your alert thresholds
Choose how far in advance you want to be notified. Pick 1 week, 2 weeks, or 1 month for date items. Set a KM window for service intervals based on how your fleet is used.
Get flagged before anything lapses
Overdue items appear in red with exact days overdue. Upcoming items appear in amber. Filter your fleet by status and action what needs attention before it becomes a problem.
Log the work and update the record
Once a vehicle is serviced or renewed, update the date and add a comment against the asset. The web platform tracks total cost per vehicle and lets you export the log as a CSV.
Maintenance visibility that actually works for fleet managers
VisionTrak's maintenance module gives you a live view of every vehicle's compliance and service status, from a single fleet-wide report or right in your pocket.
Fleet-wide maintenance report
The Maintenance Due Report on the web platform shows every asset in a single table with all five fields visible at once. See overdue and upcoming items across your whole fleet instantly.
- Filter by All, Overdue, or Upcoming
- Search by asset name
- Live odometer reading per vehicle
- Updated By and Last Updated audit trail
- Export comment history as CSV
Mobile alerts on the go
The VisionTrak app surfaces overdue and upcoming items front and centre on the dashboard. Edit any vehicle's maintenance record directly from your phone, wherever you are.
- Overdue and upcoming count at a glance
- Red flags for overdue with exact days past due
- Configurable alert thresholds per user
- Edit all fields per vehicle from your phone
- Live odometer read against service KM target
Comment log and cost tracking
Each vehicle in the web platform has a dedicated comment log where you can record service notes, add costs, and build a maintenance history over time.
- Add comments against any service or renewal event
- Track total maintenance cost per asset
- Export the log as a CSV for reporting
- Links to parts catalogue and warranty report
Five compliance and service items per vehicle
Every asset in your fleet can have up to five items tracked simultaneously. Toggle on only the ones relevant to each vehicle.
Manage on the web. Stay across it on the go.
VisionTrak's maintenance tools work across two platforms that stay in sync. Whether you are at your desk running reports or out in the field checking on a vehicle, you have full visibility at all times.
The VTtools web platform is where fleet managers get the complete picture. Run the Maintenance Due Report, filter your fleet by overdue or upcoming status, edit records, and export data for reporting. Everything is logged with a timestamp and the name of whoever made the last update, so there is a clear audit trail across your team.
The VisionTrak mobile app puts the same information in your pocket. Check what is overdue, update a service date after a vehicle comes back from the mechanic, or confirm an insurance renewal while you are standing in the depot. Alert thresholds are configurable per user, so each person on your team sees what is relevant to them.
Full fleet report and edit
The Maintenance Due Report gives you a live table of every asset in your fleet with all five compliance and service fields visible at once. Filter instantly by status, search by asset name, and edit any record in a few clicks. Every change is logged with the user and timestamp so you always know who updated what and when.
- All assets in one searchable, filterable table
- Filter by All, Overdue, or Upcoming with one click
- Live odometer reading displayed per vehicle
- Comment log with cost tracking per asset
- Full audit trail showing who last updated each record
- Export comment and cost history as CSV
Alerts and edits on your phone
The app surfaces your fleet's maintenance status the moment you open it. Overdue items are flagged red with the exact number of days past due. Upcoming items appear in amber so you have enough notice to act. Edit any vehicle's dates or KM targets directly from the app and the changes sync instantly to the web platform.
- Overdue count in red, upcoming count in amber
- Exact days overdue shown per item
- Per-user configurable alert thresholds
- Edit all five fields per vehicle from your phone
- Live odometer read against service KM target
- Search and view all assets in one list
Vehicle Maintenance Management for Australian Fleets: What You Need to Know
For Australian fleet operators, keeping on top of registration renewals, insurance expiries, roadworthy certificates, and service intervals is one of the most time-consuming and high-risk parts of running a fleet. Miss a rego date and you risk fines. Let insurance lapse and you expose your business to serious liability. Skip a service and you are one breakdown away from an expensive repair bill and a vehicle off the road. VisionTrak's Vehicle Maintenance Management feature is built to take this off your plate entirely.
Why spreadsheets do not work for fleet maintenance
Most small and medium fleet operators start with a spreadsheet. It works for a handful of vehicles, but as the fleet grows, manually tracking five compliance items across dozens of assets becomes a job in itself. Dates get missed. Spreadsheets go out of date. Nobody knows who last updated what. VisionTrak replaces all of that with a live, centralised report that updates in real time and tells you exactly what needs attention today.
Registration and insurance tracking for fleet vehicles
Every vehicle in your fleet can have its registration and insurance due dates entered directly into VisionTrak. Once set, the platform monitors those dates against your chosen alert threshold and flags anything overdue or coming up. You can set your upcoming alert window to 1 week, 2 weeks, or 1 month depending on how much lead time you need to act. Overdue items are shown in red with the exact number of days or months past due, so nothing slips through unnoticed.
Service interval tracking by date and kilometre
VisionTrak tracks service due dates and service due KM simultaneously. The platform reads your vehicle's live odometer reading and compares it against the service KM target, so you always know how far each vehicle is from its next service without having to check manually. You can set a KM threshold, for example 2,000 km before the target, to give yourself enough lead time to book the vehicle in. This is especially useful for high-mileage assets where service intervals are driven more by kilometres than time.
Roadworthy certificates for commercial fleets
For fleets operating commercial vehicles, keeping roadworthy certificates current is a compliance requirement. VisionTrak lets you track roadworthy due dates per vehicle alongside registration and insurance, so all three compliance obligations are visible in one place. The roadworthy field is optional and can be toggled on for the vehicles that require it.
Chain of Responsibility and fleet compliance in Australia
Under Australia's Chain of Responsibility legislation, fleet operators have an obligation to ensure vehicles are maintained, compliant, and safe to operate. VisionTrak's maintenance tracking creates a documented record of renewal dates, service history, and the team members responsible for updates, supporting your business in demonstrating that appropriate processes are in place. The comment log and cost tracking features allow you to build a maintenance history against each asset over time.