Maintenance that counts in miles, not guesses.
Motentra tracks preventive maintenance, oil changes, repairs, recalls and DOT annuals for every vehicle in your fleet — on recurring schedules by mileage or date, kept honest by the odometer reading from each inspection. Overdue work rises to the top; finished work rolls the schedule forward.
For delivery vans, service trucks, tractors and trailers
Service dates don’t survive a spreadsheet for long
Every fleet means to keep up with preventive maintenance. It slips because the number that decides when a vehicle is due — its mileage — lives somewhere else, and nobody has time to go and get it.
The mileage is always stale
The odometer reading in the spreadsheet is from whenever someone last checked, so “due at 100,000” quietly becomes “due at 104,000.”
Calendar reminders miss busy vehicles
A vehicle on long routes burns through an oil interval weeks before a date-based reminder fires — and a quiet one gets serviced too early.
Repairs vanish after the invoice
The work happened, but the cost, the shop and the warranty are buried in an email, so the next breakdown starts from zero.
Every kind of work, on one list
Preventive maintenance, repairs, defects from inspections and recalls all land in the same place, with the same priority, due date and status.
Task types for your fleet
Fifteen service types for a DSP van, twenty for a general fleet and twenty-four for trucking — from oil changes and tire rotations to PM A and B services, DEF and aftertreatment, air systems and DOT annuals.
- Priority, due date and mileage on each
- Cost, shop and service advisor recorded
- Attach the shop invoice to the job
Recurring by miles or date
Set an interval once and the schedule repeats itself. Mark the work done and the next due point is worked out from it, so nobody has to remember to re-enter it.
- Mileage or calendar intervals
- A finished task rolls the schedule forward
- Overdue ranked by how far past
Oil changes on the odometer
Oil gets its own list, counted from the last logged change against the latest odometer reading. Overdue and due-soon vehicles are ranked, and logging the change resets the clock.
- The actual miles past due
- A due-soon warning before it is late
- One tap to log it
Defects from inspections
Anything an inspection flags arrives as a task with the inspector’s note attached. Critical items — brakes, steering, coupling devices, warning lights — arrive at high priority.
- No re-keying from paper
- The note travels with the task
- Tires flagged by wheel position
Recalls checked by VIN
Open recalls are checked against every VIN in the fleet, and recall work is tracked like any other task instead of living in a letter in someone’s mailbox.
- Checked against each vehicle
- Recall / TSB as its own task type
- Nothing to look up by hand
Out of service, with a reason
When a vehicle is in the shop, mark it out of service with the reason. Dispatch sees exactly which vehicles are down and why, and one tap brings it back.
- Active and down at a glance
- A reason on every grounded vehicle
- Back in service with a tap
The work each fleet type tracks
Motentra’s task list changes with the fleet type you run, so a DSP never scrolls past trailer service and a carrier never goes without DEF and air system work.
15 service types
Tuned to cargo, step and electric vans on daily routes.
- Oil change
- Tire rotation
- Brake service
- Inspection
- Repair
- Fluid top-off
- Filter replacement
- Belt / chain
- Battery
- Recall / TSB
- Wash / detail
- Check / add air to tires
- Change wipers
- Change lights
- Other
20 task types
For pickups, vans, service trucks, company cars, trailers and equipment.
- Oil change
- Tire rotation and replacement
- Brake service
- Inspection
- Repair
- Fluid top-off
- Filter replacement
- Belt / chain
- Battery
- Alignment
- Transmission service
- Coolant flush
- Diagnostics
- Body / paint
- Recall / TSB
- Wash / detail
- Change wipers
- Change lights
- Other
24 task types
For tractors, straight trucks and trailers under FMCSA rules.
- Oil change
- PM service (A) and (B)
- DOT annual inspection
- Tire replacement and rotation
- Brake service
- Air system
- DEF / aftertreatment
- Trailer service
- Alignment
- Transmission service
- Coolant flush
- Fluid top-off
- Filter replacement
- Belt / chain
- Battery
- Diagnostics
- Body / paint
- Recall / TSB
- Inspection, repair, wash, other
Know what’s due before it’s a breakdown
The point of a maintenance system is the list it gives you on Monday morning. This is what is on it.
Past due, measured in miles
Every schedule counts from the latest odometer reading — usually the one taken at the last inspection — so Motentra can say exactly how far past due a vehicle is, and which one is about to be. Sort by most overdue, open the task, send it to the shop.
- “Was due at 100,200 · now 102,300” — the real number
- A due-soon warning before the interval runs out
- Logging the change resets the next due point
2 vehicles need an oil change
Every repair, with what it cost
When the work is done, the task keeps the date, the cost, the shop and the invoice. Open a vehicle and its maintenance tab is the full story — useful at budget time, at warranty time and on the day you decide whether a vehicle is worth keeping.
- Cost and shop on every completed task
- Shop invoice attached to the job
- Damage, mileage and tires one tab away
Maintenance history · #21 Ford
Preventive maintenance that matches how your vehicles really run
Software can only remind you on the intervals you give it, so the intervals matter. A few principles hold for most fleets:
- Start from the manufacturer’s schedule — usually the severe one. Most owner’s manuals publish a separate schedule for severe or special operating conditions such as frequent stop-and-go driving, extended idling and towing. A lot of delivery and service work fits that description.
- Use miles for wear, dates for time. Oil, tires and brakes wear with distance; annual inspections, registrations and some fluids run on the calendar. Track each on the clock that actually drives it.
- Let real mileage drive the schedule. An interval is only as good as the odometer reading it is counted from. Recording mileage at every inspection keeps the due dates honest without a separate log.
- Review intervals against what breaks. If the same component keeps failing between services, the interval is wrong for your duty cycle — shorten it for that vehicle type.
Not sure where your vehicles stand today? Start with what inspections already tell you: how Motentra inspections feed the maintenance list →
One maintenance list, three kinds of fleet
Delivery vans on daily routes
Fifteen service types tuned to vans, oil tracked on the odometer, and the rental company and fleet number on every van.
Motentra for DSPs → Service fleetsPickups, vans and service trucks
Twenty task types including alignments, transmission service and coolant flushes, with ownership and lease terms on every vehicle.
Motentra for service fleets → TruckingTractors, trailers and DOT annuals
PM A and B services, DOT annual inspections, DEF and aftertreatment, air systems and trailer service, alongside your DVIRs.
Motentra for trucking →A working maintenance list this week
No hardware to install and no telematics contract to sign.
Send your vehicle list
VIN, plate, year, model and current mileage — it is loaded for you before you start, so day one begins with real numbers.
Set the intervals
Choose the services that matter for your vehicles and how often they repeat, by miles or by date.
Let inspections drive it
Each inspection’s odometer reading keeps the schedule current and every defect arrives as a task. You work the list.
Fleet maintenance FAQ
Where does the mileage come from?
Can we set our own maintenance intervals?
Can we track costs and invoices?
Does it handle DOT annual inspections?
What about recalls?
Does it replace our repair shop’s software?
What does it cost?
Related guides
How to build a preventive maintenance schedule
Intervals by miles, date or engine hours, and a PM A/B/C template you can adapt.
Get the template → Guide · TruckingDOT annual inspection requirements
How often each truck and trailer needs one, who may inspect and the records you keep for 14 months.
Read the guide → Guide · TruckingMinimum tire tread depth for trucks
4/32 inch on steer tires, 2/32 on the rest, and where to set your own replacement line.
Read the guide →