PM Scheduling
Configure mileage and time-based preventive maintenance intervals per vehicle. Auto-alerts when service is due.
Structured
Maintenance code taxonomy
Document
Invoice extraction workflow
Vehicle
Maintenance records
Vendor
Estimate workflow
Plan Maintenance Before Repairs Become Urgent
Preventive maintenance can be hard to track across a growing fleet. Keeping service intervals and records organized helps teams plan maintenance work.
Set service intervals by time or mileage for each vehicle. Easyfleet alerts fleet managers and can create a purchase order when service is due. Vendors can submit estimates and supporting files through their portal.
AI-powered extraction reads photos, PDFs, and digital documents. It captures key fields and line items for review. Low-confidence items are flagged for manual verification.
- Mileage and time-based PM interval scheduling per vehicle
- Automated PM alerts and purchase order generation
- Structured maintenance code taxonomy across asset classes
- Vendor portal for estimate submission and invoice upload
- AI-powered invoice extraction with confidence scoring
- Multi-photo estimate attachments for documentation
- Duplicate invoice detection with file hash and field matching
- Maintenance history per vehicle with exportable reports
- Maintenance cost report showing preventive and reactive cost split
- AI-powered warranty auto-fill with 3-tab warranty tracking
Structured Maintenance Code Taxonomy
Standard work codes keep reporting consistent across vendors, locations, and asset classes. Easyfleet can create a custom code when the standard list does not fit.
100sEngine & Powertrain
200sTransmission & Drivetrain
300sBrakes & Suspension
400sElectrical & Electronics
500sHVAC & Comfort Systems
600sBody & Structural
700sTires & Wheels
800sPreventive Maintenance
900sInspections & Compliance
CustomAuto-generated codes
Custom Code Auto-Generation
When a line item does not match a standard code, Easyfleet creates an organization-specific custom code. That code remains available in estimates and reports.
Fleet Maintenance Features
Tools for preventive maintenance scheduling, documents, estimates, and maintenance reporting.
AI Invoice Extraction
AI-powered extraction reads maintenance invoices and estimates — capturing vendor, amounts, and line items automatically.
Maintenance Code Taxonomy
Structured maintenance categories for vehicle systems and asset classes, including engine, drivetrain, brakes, electrical, tires, preventive maintenance, and inspections.
Vendor Estimates
Vendors submit itemized estimates through their portal. Fleet managers review, negotiate, and approve without leaving the platform.
Maintenance Cost Report
Review preventive and reactive maintenance costs by vehicle, vendor, and maintenance category.
Warranty Tracking
Factory, fleet, and extended warranty terms stored per vehicle. AI-powered extraction auto-fills OEM warranty data when vehicles are added.
Vendor Performance Analytics for Maintenance
Compare vendor costs by work code, completion rate, and cost variance. These measures help teams review service value with consistent data.
Work-code reports show each vendor's mix of preventive and reactive work. They also show common service categories and rate differences.
Use these reports with maintenance cost data when reviewing vendor relationships and service agreements.
Average Cost per Work Code
Compare what each vendor charges for the same code type — identify outliers and renegotiate contracts.
PM vs. Reactive Spend Split
See what percentage of each vendor's work is scheduled PM versus emergency repairs — a proxy for fleet health.
Invoice Volume by Period
Track maintenance spend velocity over time. Spikes often indicate a vehicle approaching end-of-life.
Cost Variance by Location
Multi-location fleets can compare maintenance costs by region, vendor, and asset class to find optimization opportunities.
Frequently Asked Questions
Everything you need to know about Easyfleet.
Fleet maintenance management software helps fleet operators schedule, track, and manage all maintenance activities for their vehicles — from preventive maintenance intervals to emergency repairs. It connects fleet managers with vendors, automates work order routing, and provides a complete maintenance history for every vehicle.
Easyfleet lets you configure maintenance schedules based on mileage or time intervals for each vehicle. When a vehicle approaches its PM threshold, the system automatically creates an alert and can trigger a purchase order to the assigned vendor. All PM completions are logged against the vehicle's history.
Easyfleet uses a structured maintenance code taxonomy organized by system category and work type. Vendors use these codes when submitting estimates so fleet teams can classify work consistently for reporting and review.
When a vendor uploads a maintenance invoice or estimate (photo, PDF, or document), Easyfleet uses AI-powered extraction to automatically capture the vendor name, invoice number, line items, costs, and applicable maintenance codes. The extracted data is presented for review before being saved — catching errors and reducing manual data entry by up to 80%.
Vendors can receive work requests, submit itemized estimates using the standardized work code system, and attach photos or documents. Fleet managers review and record approval decisions. Easyfleet does not collect payments, pay vendors, or provide consolidated billing.
Yes. Easyfleet includes an AI-powered warranty auto-fill feature that looks up factory and OEM fleet warranty terms when a vehicle is added. Warranty information is stored in a three-tab interface (Fleet Warranty, Factory Warranty, Extended/Aftermarket Warranty) and is visible when reviewing maintenance decisions.
The PM Savings report compares the cost of preventive maintenance work (scheduled services, inspections, fluid changes) against the estimated cost of reactive repairs (breakdowns, emergency towing, expedited parts). Studies show that $1 of PM spend avoids $3–5 of reactive spend on average. Easyfleet makes this ratio visible per vehicle and per vendor.