Preventive Schedules
Trigger servicing on mileage or date before a failure does.
Vehicle Maintenance System
Plan Fleet Upkeep Before It Becomes Downtime
TimeTrax Vehicle Maintenance System keeps the vehicle register, service schedules, job cards, fuel logs and running costs together, so servicing is driven by a schedule instead of by a breakdown.
Trusted by 500+ Active Organizations across Multiple Industries
30th Year of Excellence
1 Million+ Employees Managed
Enterprise-Grade Security
Cloud & On-Premise Deployment
The Basics
What is a Vehicle Maintenance System?
A Vehicle Maintenance System records a fleet’s vehicles and everything spent keeping them on the road: scheduled servicing, repairs, parts, fuel and the cost attached to each. It replaces the logbook and the workshop’s memory with a schedule, so a service is triggered by mileage or date rather than by a failure.
In TimeTrax the fleet sits alongside the rest of the asset and cost picture. Vehicles can be tracked as assets, work can be costed, and parts can be drawn through the same procurement and inventory records as everything else the business buys.
Why TimeTrax
Why Choose TimeTrax Vehicle Maintenance
Move fleet upkeep from reactive repair to a planned schedule.
Cost per Vehicle
See what each vehicle actually costs to run over its life.
One Fleet Register
Keep every vehicle, document and service record in one place.
Linked to Parts and Costing
Draw parts and attribute costs through the same ERP records.
The Problems
Common Vehicle Maintenance Challenges We Help You Solve
Repairs handled reactively after a breakdown
Service history spread across logbooks and memory
Fuel spend that never reconciles with mileage
Unplanned downtime taking vehicles out of service
Running costs not attributed to a department or cost centre
Paper job cards that cannot be reported on
Capabilities
Key Features of TimeTrax Vehicle Maintenance
Everything needed to keep a fleet serviced, costed and on the road.
Vehicle Register
Hold every vehicle with its details, documents and history.
Service Scheduling
Plan servicing against mileage or elapsed time.
Job Cards and Repairs
Raise and track workshop jobs from request to completion.
Fuel and Mileage Logs
Record fuel issued against readings to spot drift early.
Parts Consumption
Track the parts each job consumes against stock.
Running Cost Reports
Report cost per vehicle, per route and per period.
Choosing a System
How to Choose a Vehicle Maintenance System
Fleets fail in predictable ways. Which failure is costing you should decide how much system to buy.
A logbook per vehicle
Genuinely adequate for a handful of vehicles and one driver each. What it cannot do is tell you which vehicle is costing the most, because that answer only exists once the books are added up, and nobody adds them up.
A standalone fleet app
Handles scheduling and reminders well. The gap is financial: the parts it consumes and the costs it records live outside your ledger, so fleet spend has to be reconciled into the accounts by hand.
Maintenance inside the ERP
TimeTrax keeps vehicles beside assets, parts and cost centres, so a job card consumes real stock and lands on a real cost centre. If your fleet is small and its costs are immaterial, the simpler options above are the honest answer.
Industries
Built for Every Industry Ready for Digital Transformation
Whether you’re replacing manual processes or upgrading from a legacy system, TimeTrax provides the technology, expertise and support to help you succeed.
Manufacturing
Manage large workforces, multiple shifts, overtime, attendance, leave and payroll with greater accuracy while improving operational efficiency.
Retail & FMCG
Support distributed teams across multiple branches with centralized employee management, real-time tracking and streamlined HR processes.
Healthcare
Simplify workforce scheduling, credential management, shift planning and compliance while ensuring uninterrupted healthcare operations.
Education
Manage faculty, administrative staff and support teams through a centralized HR platform with automated attendance, leave and payroll.
Logistics & Supply Chain
Track employees across warehouses, distribution centers and field operations while improving workforce visibility and productivity.
Textile & Apparel
Handle complex workforce structures, production shifts, attendance and payroll efficiently across factories and manufacturing units.
IT & Technology
Create a modern employee experience with digital HR processes, self-service, performance management and workforce analytics.
Hospitality
Manage shift rotations, seasonal staffing, attendance, leave and payroll while delivering a seamless experience for employees and HR teams.
Connected Ecosystem
Integration Capabilities with Your Existing Systems
Connect HR processes with the systems your business already relies on.
- Biometric Attendance Devices
- ERP Systems
- Payroll & Finance Software
- Accounting Platforms
- Microsoft Active Directory & SSO
- Email & SMS Gateways
- Document Management Systems
- REST APIs & Third-Party Apps
Implementation
Simple & Hassle-Free Implementation
From initial planning to post-go-live support, our specialists work closely with your team to configure the system around your business processes, migrate existing data and ensure a smooth transition.
01
Discover & Plan
We understand your specific business requirements to recommend the best implementation approach.
02
Configure & Integrate
Our team configures workflows, policies, user roles and integrations to align the platform with your existing operations.
03
Data Migration & Testing
Employee records and historical data are securely migrated, followed by thorough testing to ensure everything works as expected.
04
Training & Go Live
We train HR teams, managers and employees before launching the system, backed by continuous support for a successful rollout.
We not only meet but exceed expectations
Dedicated implementation consultants
Secure data migration
User training and onboarding
Integration assistance
Post-launch technical support
Continuous product enhancements
Unleashing the Power of Data with TimeTrax
30th
Year of Excellence
35+
Countries covered
2000+
Implementations
1 Million+
Users
Ready to Stop Servicing by Surprise?
Put the register, the schedule and the running costs in one place, so fleet upkeep is planned and every rupee is attributed.
Terminology
What else is a Vehicle Maintenance System called?
This category is described in several ways. Fleet maintenance software and vehicle management software usually mean the same thing as a vehicle maintenance system, though the first often implies a larger fleet. Preventive maintenance software is the broader family, covering plant and machinery as well as vehicles. A fleet tracking product is a different purchase entirely — it answers where a vehicle is, not what it costs to keep running. Where the costs have to reconcile with the ledger, this belongs with the ERP software that already holds your assets and purchasing.
It shares its data most closely with Fixed Assets Management, Cost Management and Procurement Management.
Frequently Asked Questions
Everything you need to know about the TimeTrax Vehicle Maintenance System.
What is a Vehicle Maintenance System?
It records a fleet and the work done on it: the vehicle register, service schedules, repairs, parts, fuel and the cost attached to each vehicle. The aim is to schedule servicing rather than react to breakdowns.
How is preventive maintenance scheduled?
Servicing is planned against mileage or elapsed time, so a due service is raised before a failure rather than after one.
Can I see what each vehicle costs to run?
Yes. Recording repairs, parts and fuel against the vehicle is what makes a running cost per vehicle possible, which is usually the number that decides whether to keep or replace it.
Does it connect to inventory and procurement?
The module is designed to sit alongside the rest of the ERP suite, so parts and purchases can be handled through the same records rather than tracked separately.
Is this the same as vehicle tracking?
No. Tracking answers where a vehicle is right now. This module answers what condition it is in, when it is next due for service and what it has cost. They are complementary but separate purchases.
Can vehicles be treated as fixed assets?
Vehicles are commonly held in the asset register as well, which is why this module is designed to sit beside Fixed Assets Management rather than duplicate it.
Does it suit a small fleet?
It can, but be honest about scale. If you run a few vehicles and the costs are immaterial, a logbook may be sufficient. The system earns its place once nobody can answer which vehicle costs the most.
Is it available on cloud and on-premise?
TimeTrax is offered in both cloud and on-premise deployments, and this module follows the deployment chosen for the suite.
Now, what's stopping you?
A Better Run Fleet
A planned service schedule and an honest cost per vehicle turn a fleet from an unpredictable expense into a line you can forecast.