Vehicle Maintenance Management

Never miss a service, rego or roadworthy again.

VisionTrak is fleet maintenance software that tracks registration, insurance, roadworthy and service intervals across every vehicle, then alerts you before anything lapses. Less downtime, fewer fines, no spreadsheets.

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No credit card Web and mobile Built for Australian fleets

VisionTrak VTtools Maintenance Due Report showing fleet vehicles with overdue and upcoming maintenance status

Service overdueTruck 04 - act now

Reminder setRego renewal in 9 days

Industry problems

Reactive maintenance is quietly draining your fleet.

When fleet maintenance lives in spreadsheets and someone's memory, dates slip. The result is breakdowns, vehicles off the road, and compliance gaps you only notice once it is too late.

Cost of reactive repairs

Breakdown repairs typically cost far more than planned servicing once towing, parts and lost work are counted.

Hours lost per breakdown

A single unplanned vehicle off the road can stall a job, a route, or a whole day of revenue.

Items to track per vehicle

Rego, insurance, roadworthy, service date and service KM, on every asset, every renewal cycle.

0 miss

Is all it takes

One lapsed rego or expired insurance can mean fines and serious Chain of Responsibility exposure.

Figures are indicative industry estimates used to illustrate maintenance risk, not guaranteed outcomes.

The outcomes

Stay ahead of maintenance, and your fleet runs better.

When preventative maintenance and compliance are handled before they lapse, the gains show up across cost, uptime and reliability.

Up to

Less avoidable downtime

Catch every service, rego and roadworthy before it lapses, so vehicles stay on the road instead of stuck waiting on an unplanned repair or a compliance fix.

Planned, not reactiveServicing scheduled by date and KM

Nothing slipsPer-user alerts before each due date

One source of truthWeb and mobile always in sync

Up to

Extend vehicle life

Consistent, on-time servicing keeps assets healthier for longer and protects resale value across the fleet.

Avoid up to

Lower maintenance costs

Planned servicing avoids the premium of breakdown repairs, and cost tracking per asset shows where the spend goes.

Improve compliance

Rego, insurance and roadworthy tracked together, with a timestamped record that supports Chain of Responsibility.

0/7

Increase fleet reliability

A live health status on every asset means fewer surprises, more confident dispatch, and routes that run as planned.

Outcome indicators are directional and depend on fleet size, usage and current processes. Replace with your own verified results before publishing.

How VisionTrak solves it

From spreadsheet chaos to a live fleet view in minutes.

Add your vehicles once. VisionTrak handles the vehicle service scheduling, the maths and the reminders from there.

Step 01

Open the Maintenance Due Report

Every tracked asset appears in one searchable table in VTtools, or under All Maintenance in the mobile app. No setup spreadsheets, no scattered tabs.

Step 02

Set dates and service KM targets

Enter registration, insurance, roadworthy, service due date and service due KM per vehicle. The app reads each live odometer against its KM target automatically.

Step 03

Choose your alert thresholds

Pick how much warning you want, 1 week, 2 weeks or 1 month, plus a KM window for service intervals. Notifications are unique to each user, so people only see what is theirs.

Step 04

Act before anything breaks, then log it

Overdue assets flag in red with exact days overdue, upcoming in yellow. Service the vehicle, update the record, add the cost, and your service history builds itself.

Compliance & service scheduling

Fleet compliance software and vehicle service scheduling in one.

Track every compliance obligation and every service interval per vehicle, by date and by kilometre, with a documented record behind each one.

Five items tracked per vehicle

Registration dueFlagged red when overdue, with exact days

Insurance dueAvoid lapses that expose the business

Roadworthy dueOptional toggle for vehicles that need it

Service due dateTime-based interval with a lead window

Service due KMLive odometer compared to KM target

Scheduling that works the way fleets do

Date and kilometre intervals together

Service due dates and service due KM are tracked at the same time, so whichever comes first triggers the reminder.

Configurable lead windows

Choose 1 week, 2 weeks or 1 month of notice, plus a KM threshold such as 2,000 km before target, so high-mileage assets get booked in early.

Per-user notifications

Alerts are unique to each user, so each person on the team only sees the assets that are relevant to them.

Registration and insurance tracking for fleet vehicles

Enter registration and insurance due dates against any vehicle and VisionTrak monitors them automatically against your chosen alert window. Overdue items show in red with the exact number of days or months past due, so nothing slips through unnoticed across the fleet.

Service interval tracking by date and kilometre

VisionTrak tracks service due dates and service due KM at once. The platform reads each vehicle's live odometer and compares it to the service KM target, so you always know how far an asset is from its next service. Set a KM threshold to give yourself lead time, which suits high-mileage assets driven by distance rather than time.

Roadworthy certificates for commercial fleets

For commercial vehicles, keeping roadworthy certificates current is a compliance requirement. Track roadworthy due dates per vehicle alongside registration and insurance, so all three obligations sit in one place. The roadworthy field is optional and can be toggled on only for the vehicles that need it.

Chain of Responsibility and fleet compliance in Australia

Under Australia's Chain of Responsibility legislation, fleet operators must ensure vehicles are maintained, compliant and safe to operate. VisionTrak 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 build a maintenance history against each asset over time.

What gets tracked

Five compliance and service items per vehicle

Every asset in your fleet can have up to five items tracked simultaneously.

📄 Registration due

🛡️ Insurance due

🚗 Roadworthy due

📅 Service due date

🛣️ Service due KM

Two platforms, one picture

Manage on the web. Stay across it on the go.

Vision Trak'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 will have full visibility at all times.

The VTtools web platform is where fleet managers get the complete picture. With VTtools fleet managers can run the Maintenance Due Report, filter their fleet maintenance 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.

The Vision Trak mobile app includes the same information as the VTtools web platform. However the mobile app is more compact and portable. With the Vision Trak app users can check what is overdue, update a service date after a vehicle comes back from the mechanic, or confirm an insurance renewal all while you could be standing in the depot. Notification alerts are unique to each user, so each person on your team will see what is relevant to them.

VTtools web platform

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 to a user and timestamp so you always know who updated what and when.

All assets in one table
Filter assets in your table by clicking either All, Overdue, or Upcoming
Live odometer reading displayed per vehicle
Comment log with cost tracking per asset
Full audit trail showing who last updated each record
Export the report as a CSV file

Vision Trak mobile app

Alerts and edits on your phone

The app will display your fleet's maintenance status the moment you open it. Any overdue assets are flagged in red and will include the exact number of days pass their due date. Upcoming maintenance for assets will appear in yellow, giving users enough notice to act. The mobile app also allows users to edit any vehicle's dates or KM targets directly. Any changes made in the app are synced instantly to the VTtools web platform and vice versa.

Overdue assets are red, while upcoming maintenance for assets are in yellow
Overdue assets show the exact amount of days they are overdue
Configurable notification alerts for every user
Edit, search, comment and view every asset from your phone
Live odometer reading against service KM target

FAQ

Fleet maintenance software questions, answered.

Common questions about vehicle maintenance management, compliance and service scheduling with VisionTrak.

What is vehicle maintenance management software?

Vehicle maintenance management software is a fleet management system that tracks servicing, registration, insurance and roadworthy obligations across every vehicle in one place, then alerts you before anything falls due. Instead of relying on spreadsheets, sticky notes or one person's memory, VisionTrak gives you a live Maintenance Due Report where the whole fleet's status is visible at a glance. Overdue items show in red with the exact days past due, upcoming maintenance shows in yellow, and on-track assets stay green. For a fleet manager, that means you spend less time chasing dates and more time acting on the few vehicles that actually need attention, which is the core difference between reactive and preventative maintenance.

How does fleet maintenance software help with compliance?

VisionTrak tracks registration, insurance and roadworthy due dates against each vehicle and keeps a timestamped record of every renewal and update, including which team member made the change. That documented history is what makes fleet compliance auditable rather than something you hope is up to date. Under Australia's Chain of Responsibility framework, operators are expected to show that vehicles are maintained, compliant and safe to run, and a clear paper trail of due dates, service history and responsible users helps demonstrate that proper processes are in place. Because nothing depends on memory or scattered paperwork, a lapsed rego or an expired insurance policy is far less likely to slip through.

Can I track vehicle service scheduling by date and kilometre?

Yes. VisionTrak tracks both a service due date and a service due KM for every vehicle at the same time. The platform reads each asset's live odometer and compares it against the kilometre target, so whichever threshold is reached first, time or distance, is the one that triggers the reminder. This matters because a delivery van that sits idle most of the week is best serviced on a time interval, while a long-haul truck clocking heavy kilometres needs a distance-based interval. You can also set a kilometre lead window, for example 2,000 km before target, so high-mileage assets get booked in early rather than at the last moment.

Does VisionTrak support preventative maintenance for fleets?

VisionTrak is built around preventative maintenance from the ground up. By scheduling every service ahead of time and alerting the right person before each one is due, it helps you shift away from reactive breakdown repairs and toward planned, scheduled servicing. The benefit of that shift is real: planned servicing is almost always cheaper than an unplanned roadside failure once you account for towing, urgent parts and lost work, and it keeps vehicles healthier for longer, which protects resale value. A preventative approach also smooths your workshop bookings, because you can see what is coming up across the whole fleet instead of reacting to one emergency at a time.

Is VisionTrak suitable for small fleets and sole traders?

Yes. The platform works just as well for a handful of vehicles as it does for a large mixed fleet, and it scales with you as you grow. Spreadsheets tend to hold up when you have two or three vehicles, but they break down quickly once you are tracking five compliance and service items across dozens of assets, where one missed cell can mean a fine or a vehicle off the road. VisionTrak replaces that manual effort with a single live report, so even a sole trader or a small operator gets the same visibility a large fleet manager relies on, without needing a dedicated person to maintain a tracking sheet.

How does vehicle maintenance tracking work on mobile?

The VisionTrak mobile app shows your fleet's maintenance status the moment you open it, with overdue assets in red and upcoming maintenance in yellow, so you get the same at-a-glance view you have on the desktop platform. From your phone you can edit service dates and kilometre targets, add comments to a vehicle's log, and confirm renewals while you are out in the yard or on the road. Every change syncs instantly with the VTtools web platform, so the office and the field are always looking at the same information. Because notifications are unique to each user, people only get pinged about the assets that are relevant to them, which keeps alerts useful rather than noisy.

Can I export my fleet maintenance records?

Yes. The Maintenance Due Report and the per-asset comment log can be exported as a CSV file whenever you need it, which makes reporting to management, auditors or clients straightforward. Each vehicle also tracks its total maintenance cost over time, so you can see exactly where your spend is going and spot assets that are costing more than they should. A built-in parts catalogue and a warranty report give you records to reference during a service, and the full audit trail captures who changed what and when. Together those records build a complete maintenance history for every vehicle without any extra admin.

How much does fleet maintenance management software cost?

VisionTrak offers a 6-week free trial with no credit card required, so you can add your vehicles, set up your reminders and see the value before you commit to anything. The trial is the full product, not a limited preview, which means you can run your real fleet through it and judge it on results. For current pricing tailored to your fleet size and the products you want to combine, the best step is to book a demo, where the team can walk you through the options and recommend a setup that fits how your fleet operates.

What is the difference between VisionTrak and a maintenance spreadsheet?

A spreadsheet is static: it only tells you what someone last typed into it, and it will never warn you that a service is due tomorrow. VisionTrak is live. It reads each vehicle's odometer, compares it to the service target, and pushes a reminder to the right person before anything lapses, without anyone having to remember to check. A spreadsheet also has no audit trail, so if a date is wrong or deleted you have no record of who changed it, whereas VisionTrak timestamps every update against a user. As a fleet grows, a spreadsheet becomes a single point of failure that one person owns, while VisionTrak gives the whole team a shared, always-current source of truth across web and mobile.

Can multiple team members use VisionTrak at the same time?

Yes. VisionTrak is built for teams, so several people can work in the same fleet at once across the web platform and the mobile app. Notifications are configured per user, which means each team member can choose how much warning they want and only receives alerts for the assets that concern them. Every action is recorded in the audit trail with the user's name and a timestamp, so there is always a clear record of who updated a service date, logged a cost or confirmed a renewal. That shared visibility removes the bottleneck of one person owning a tracking sheet and keeps the office and the field aligned.

How do maintenance reminders and alerts work?

You choose how much notice you want for each type of due date, with options of 1 week, 2 weeks or 1 month, plus a kilometre window for service intervals. When a vehicle gets within that window, VisionTrak flags it as upcoming in yellow, and once a date or kilometre target passes, it moves to overdue in red with the exact time or distance past due. Alerts are sent per user, so the people responsible for a given vehicle or depot are the ones who get notified rather than everyone on the account. This combination of date-based and kilometre-based triggers means you are warned in good time whether a vehicle is driven by the calendar or by the odometer.

Does VisionTrak track service costs, parts and warranties?

Yes. Every vehicle has a running total of its maintenance cost, so you can see the lifetime spend on each asset and compare vehicles across the fleet to find the ones that are becoming expensive to keep. A built-in parts catalogue lets you record the parts used in a service, and a warranty report gives you a reference point when you need to check what is still covered. Costs, parts and notes all attach to the vehicle's comment log alongside its service history, so the full financial and maintenance picture for an asset lives in one record. That makes budgeting, replacement decisions and client reporting far easier than piecing receipts together after the fact.

Can I track roadworthy certificates for commercial vehicles?

Yes. Roadworthy due dates are one of the five items VisionTrak tracks per vehicle, sitting alongside registration, insurance, service due date and service due KM. The roadworthy field is optional and can be toggled on only for the vehicles that need it, which keeps the view clean for assets where it does not apply. For commercial fleets, keeping roadworthy certificates current is a compliance obligation, and having that date tracked in the same report as everything else means there is no separate list to forget. When a roadworthy date approaches you get the same upcoming and overdue flags as any other item, so renewals stay ahead of schedule.

How does VisionTrak help reduce vehicle downtime?

Most avoidable downtime comes from maintenance that was missed rather than maintenance that was planned. By alerting you before every service, registration, insurance and roadworthy date, VisionTrak gives you the chance to book work in at a convenient time rather than scrambling after a breakdown or a failed inspection. A single unplanned vehicle off the road can stall a job, a route or a whole day of revenue, so catching issues early keeps more of the fleet productive. Because you can see what is coming up across every asset at once, you can stagger servicing to avoid taking several vehicles off the road in the same week, which keeps your available capacity steady.

How quickly can I set up my fleet in VisionTrak?

Setup is fast because there is no complex configuration to work through. You add each vehicle once, enter its registration, insurance, roadworthy, service due date and service due KM, then choose your alert windows, and the platform handles the tracking and the maths from there. For a small fleet this can be done in a single sitting, and larger fleets can build out the list over a short period without disrupting day-to-day operations. Once your assets are in, the Maintenance Due Report populates immediately, so you start seeing overdue and upcoming items straight away. The 6-week free trial gives you ample time to get everything loaded and judge the platform on your real fleet.

Does VisionTrak work alongside GPS tracking and dashcams?

VisionTrak is a fleet telematics provider, and maintenance management sits within a broader platform that also covers GPS tracking, AI dashcams, cold chain temperature monitoring and digital driver checklists. That means maintenance does not have to live in isolation: the live odometer readings that drive service scheduling come from the same telematics platform, so your kilometre-based intervals stay accurate automatically. If you run other VisionTrak products, you get a single view of your fleet rather than separate tools that do not talk to each other. To find the right combination for your operation, book a demo and the team can show you how the maintenance, tracking and safety products fit together.