Fleet maintenance software
Fleet maintenance in the same system as everything else you maintain
Vans, trucks, forklifts and site machines break down for the same reasons as fixed equipment: a service that slipped, a defect nobody reported, a document that expired while the vehicle was out on a job. Yet they often sit in a separate spreadsheet or a separate tool, looked after by the same technicians. FreeMaint puts the fleet on the same work orders, the same preventive engine and the same mobile app as the buildings and machines you already maintain, at one flat price per company.
Free your maintenance · Free Core tier, unlimited users, no credit card.
In short
Fleet maintenance software plans and records the upkeep of vehicles and mobile equipment: services by kilometres or engine hours, repairs, inspections, documents such as roadworthiness tests and insurance, and driver licences. FreeMaint runs it inside the same CMMS as fixed equipment, with the same work orders and mobile app. The fleet module is part of the Business plan, at $99 per month per company, never per vehicle.
Updated September 28, 2026
What the fleet module records
A full record for each vehicle
VIN, licence plate, make, model, year, fuel type, first registration, gross weight, payload, seats, tank capacity and primary driver. Built-in types cover cars, vans, trucks, forklifts, construction equipment, trailers, buses and motorcycles, and you can add your own. Each vehicle is also an asset, so it takes work orders like any machine.
Included in BusinessServices by kilometres or engine hours
Every vehicle comes with an odometer and an engine-hours meter. A preventive plan can fire every 20,000 km, every 500 engine hours, every 12 months, or whichever comes first, and warn you before the service falls due.
Included in StarterDocuments and licences that warn before they lapse
Roadworthiness test, insurance, registration, road tax, the French Crit’Air sticker and special permits, each with its dates, result and scanned file. Driver licence classes and expiry dates sit on each driver’s profile. Alerts go out 30, 15 and 7 days before each expiry.
Included in BusinessPre-use checks by QR scan
The driver scans the vehicle’s QR code in the mobile app and fills in a checklist each time the vehicle is used, with up to six photos per item. With a booking, the check is labelled departure or return. A failed item opens a defect on the vehicle and can raise a work order.
Included in BusinessBookings and availability
Book a vehicle for yourself, a colleague or a site, or block it for a loan, a transfer or a garage visit. Overlapping bookings are refused, and booking over planned maintenance needs an explicit confirmation. A 7, 14 or 28-day grid shows bookings and planned services side by side.
Included in BusinessFuel log and fleet dashboard
Log each fill by hand: litres, price, odometer, station. Consumption is computed tank to tank in L/100 km. The dashboard shows vehicles off the road, available or reserved now, documents and licences about to expire, open defects, 30-day fuel spend and the top five vehicles by fuel spend.
Included in BusinessA free maintenance base under it all
Work orders, assets (vehicles included), time-based preventive maintenance, requests by QR code and the offline mobile app are on the free Core tier, with unlimited users. A small fleet can start there.
Included in Core (free)Why vehicles drift out of the maintenance system
In many companies the fleet is maintained by the same people who look after the buildings and the machines, but its records live elsewhere: services in a spreadsheet, test dates in someone’s calendar, insurance renewals in accounts, defects in a conversation with the driver. Each list works until the person who keeps it goes on holiday. The gaps are familiar:
- A van runs several thousand kilometres past its service interval because nobody read the odometer.
- A roadworthiness test or an insurance policy expires while the vehicle is out on a job.
- A driver mentions a noise at the end of a shift, and the remark never becomes a work order.
- A forklift is serviced by the calendar, not by the hours it has actually run.
- Two people book the same vehicle for the same morning, and one of them finds it at the garage.
A maintenance system for fleets, not a GPS tracker
FreeMaint is a maintenance and compliance system for vehicles and mobile equipment: it plans services, records repairs and inspections, and keeps documents, drivers, bookings and fuel in order. It does not follow vehicles by GPS, show them on a live map or read data from telematics boxes or OBD dongles. It does not plan routes, dispatch drivers or connect to fuel cards.
If you already have a tracker, keep it: it tells you where the vehicle is. FreeMaint tells you whether it is fit to go, when it is next due and what was done to it. Readings are entered by the people who use the vehicle, in the mobile app, in a pre-use check, when closing a work order or with a fuel entry. Teams that want the tracker’s figures in FreeMaint can post readings through the GraphQL API on the Business plan, as their own integration; there is no ready-made connector.
Preventive maintenance that follows how vehicles are really used
Vehicles wear with distance and engine time, not with the calendar alone. A delivery van may cover 60,000 km a year while a pool car covers 8,000; a forklift on three shifts runs far more hours than one used twice a week. A plan built on dates alone over-services one and forgets the other.
In FreeMaint a preventive plan can be triggered by kilometres, engine hours, the calendar, or whichever comes first. When a reading crosses the threshold the work order is created automatically, and an advance notice leaves time to order parts. Nested plans, such as a minor service every 10,000 km and a major one every 40,000 km, are on the Business plan.
Most teams have room to improve: across 448 FreeMaint workspaces, 27.1% of sites log no preventive maintenance at all (FreeMaint Research, 2026). Meter-based triggers are part of the Starter plan, at $29 per month per company.
Documents, drivers and local rules
Every country has its own paperwork: the MOT in the United Kingdom, the contrôle technique and the Crit’Air sticker in France, the HU in Germany, the ITV in Spain. FreeMaint stores each document with its dates, provider, policy number, test result and scanned file, and alerts the right people before it lapses. You can add your own types, such as the periodic examination of a forklift.
Driver records hold the licence number, classes (B, BE, C1, C, CE, D1, D, DE or other), expiry date and issuing authority. A driver does not need a FreeMaint login to be recorded.
In the United States, motor carriers remain responsible for their own regulatory obligations, including driver vehicle inspection reports (DVIR). FreeMaint’s pre-use checks are a maintenance record that feeds repairs, not a DVIR compliance tool, and FreeMaint does not certify any vehicle or company.
One price for the company, not per vehicle
Many fleet tools charge per vehicle per month, so every spare van or extra trailer adds a line to the invoice. FreeMaint is priced per company, flat, in USD: Core is free, Starter is $29, Business is $99 and Enterprise is $299 per month. The fleet module comes with Business whether you run eight vans or eighty trucks, and every plan includes unlimited users. If you later move down a plan, your fleet records stay readable: only adding and editing fleet data needs Business.
Setting up your fleet in FreeMaint
- 1
Add your vehicles
Open Fleet and add each vehicle with its type, fuel and identification. It becomes an asset in the Vehicles category, with its odometer and engine-hours meters attached.
- 2
Enter documents and drivers
Upload the roadworthiness test, insurance and registration with their expiry dates, then record drivers with their licence classes.
- 3
Build the preventive plans
Create plans by kilometres, engine hours or calendar, and enter the current reading so the next service falls due at the right point.
- 4
Stick QR codes and set the pre-use check
Print a QR code for each vehicle and set a checklist to be filled in at each use. Add an odometer item so every check records the reading.
- 5
Run the fleet from the dashboard
Each morning, see which vehicles are off the road, what expires next and which defects are still open, and turn them into work orders.
FreeMaint compared with the usual alternatives
| Criterion | FreeMaint | Spreadsheet and calendar | Standalone fleet tool |
|---|---|---|---|
| Vehicles and fixed equipment | Same system, same work orders, same technicians | Separate files, often one per person | Vehicles only; machines stay elsewhere |
| Services by km or engine hours | Work order created at the threshold | Someone compares odometers with a list | Usually available |
| Document and licence expiry | Alerts 30, 15 and 7 days before | Reminders set by hand | Usually available |
| Pre-use check that finds a defect | Opens a defect that can raise a work order | Paper sheet in the glovebox | Common; the repair often goes to another system |
| GPS tracking and telematics | Not included; keep your tracker | Not included | Often the core of the product |
| Pricing model | Free Core tier; fleet module in Business at $99 per month per company | No licence, high admin time | Often priced per vehicle per month |
Frequently asked questions
Does FreeMaint track vehicles by GPS?
No. FreeMaint is a maintenance and compliance system for fleets, not a tracker: there is no live map of vehicles and no telematics connection. If you use a tracker, keep it for location and trips, and use FreeMaint for services, repairs, inspections, documents and drivers.
Is fleet maintenance priced per vehicle?
No. Every plan is priced per company, in USD, with unlimited users. The fleet module is part of the Business plan at $99 per month, whether the fleet has 5 vehicles or 150. Meter-based preventive maintenance starts on Starter at $29, and the Core tier is free.
Can we schedule services by kilometres and engine hours?
Yes, from the Starter plan. A preventive plan can trigger on distance, on hours, on the calendar or on whichever comes first. Nested service plans, such as 10,000, 20,000 and 40,000 km, are on the Business plan. Distances are in kilometres and fuel in litres.
Does it work for forklifts and construction equipment?
Yes. Forklifts, construction equipment, trailers and buses are built-in vehicle types, alongside cars, vans and trucks. Engine hours suit machines that work on site more than they drive, and a pre-use check by QR scan fits the walk-around done before each shift.
Do drivers need a FreeMaint account?
No. A driver can be recorded with a licence and an expiry date without an email or a password. Drivers who fill in pre-use checks from the mobile app need an account, but users are unlimited on every plan.
How do odometer readings get into FreeMaint?
People enter them at moments that already happen: in the mobile app, in the pre-use check, when closing a work order, or with a fuel entry that includes the odometer. There is no automatic import from a tracker; teams that want one can use the GraphQL API on the Business plan.
Does a pre-use check replace a DVIR or an MOT?
No. A pre-use check records the condition of the vehicle and turns failed items into repairs. Statutory tests such as the MOT, and US carrier obligations such as the DVIR, remain your responsibility. FreeMaint stores the documents and reminds you of the dates.
Related pages
Put your fleet on the same work orders as everything else
Start on the free Core tier with unlimited users and your vehicles as assets, then add meter-based services and the fleet module when you are ready to retire the spreadsheet.
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