Fleet Maintenance Tracking
Fleet maintenance tracking that keeps the records DOT expects
Schedule preventive maintenance, log repairs, and capture driver vehicle inspection reports for every unit, with the systematic maintenance records required under 49 CFR Part 396 kept together and retained.
Maintenance that's documented, not just done
A roadworthy fleet and a compliant fleet are the same thing only when the maintenance is written down. 49 CFR 396.3 requires a systematic record of the inspection, repair, and maintenance performed on each vehicle, not just that the work happened. TruckFlow keeps a maintenance record per unit so the service history is there when an auditor or an insurer asks for it.
Preventive maintenance schedules
Set preventive maintenance intervals by mileage, hours, or date for each unit, and see what's due and what's overdue. A documented PM program is the foundation of the systematic maintenance 49 CFR 396.3 expects, and the most direct way to reduce the defects found at the roadside.
Repair history
- Per-unit log: every repair recorded against the vehicle it was performed on.
- Parts & work: what was done, when, and by whom.
- Attached documents: invoices and work orders stored with the record.
Driver vehicle inspection reports (DVIRs)
When a driver reports a defect under 49 CFR 396.11, the DVIR and the certification that the defect was repaired are kept with the unit's record. Reported, repaired, certified: the repair trail stays intact so a vehicle is not dispatched on an open defect.
| Unit # | Service | Last Done | Next Due |
|---|---|---|---|
| 001 | PM - A Service | Mar 02, 2026 | Jun 02, 2026 |
| 120 | PM - B Service | Apr 10, 2026 | Oct 10, 2026 |
| 220 | Brake inspection | Jan 18, 2026 | Jun 18, 2026 |
| 305 | PM - B Service | Nov 09, 2025 | Jun 09, 2026 |
What maintenance tracking covers
From PM schedule to certified repair
Preventive maintenance
Schedule PM by mileage, hours, or date per unit, with due and overdue clearly flagged.
Repair history
A complete, per-unit log of repairs with parts, labor, and attached work orders.
DVIRs
Driver vehicle inspection reports under 49 CFR 396.11, with repair certification retained.
Records retention
Systematic maintenance records kept per 49 CFR 396.3, available for audits and insurers.
Service intervals
Track each unit against its schedule so nothing slips between services.
Linked to the unit
Maintenance ties to each vehicle's compliance record, alongside registration and inspections.
FAQ
Fleet maintenance questions
What maintenance records must a trucking company keep?
Under 49 CFR 396.3, motor carriers must keep a systematic record for each vehicle showing identification, the maintenance and repairs performed, and inspection history. These records are generally kept while the vehicle is controlled by the carrier and for six months after.
What is a DVIR?
A driver vehicle inspection report (DVIR) is the report a driver prepares under 49 CFR 396.11 when a defect or deficiency is found that would affect safe operation. Any defect must be repaired, and the certification of repair retained, before the vehicle is dispatched again.
Does preventive maintenance help with DOT compliance?
Yes. A documented preventive maintenance program supports the systematic maintenance requirement of 49 CFR 396.3 and helps reduce out-of-service violations found during roadside inspections. TruckFlow tracks PM schedules and stores the records.
Where do the annual inspections fit?
The annual (periodic) inspection under 49 CFR 396.17 is tracked on each unit's vehicle record. See Vehicle Compliance (in Related solutions below) for registration, insurance, and annual inspection tracking.
Document the maintenance that keeps you compliant
Request a walkthrough built around how your fleet schedules service and tracks repairs.