Think Fleet Maintenance Software is Just for the Big Guys? Think Again!
Small organizations with 25 to 50 pieces of equipment often overlook the true cost of managing their fleet. Once your fleet surpasses 20 units, it becomes a logistical headache, even for the most meticulous managers.
Let’s Break It Down:
Company A and Company B both manage 25 units of heavy equipment. Each unit requires monthly visits to the shop for major repairs, oil and fluid top-ups, and scheduled maintenance. Labor costs average $30 per hour for administrative staff and mechanics, with both companies spending $100,000 annually on parts.
Company A's Old-School Approach:
Uses handwritten, photocopied work orders.
Mechanics jot down basic info like unit number, driver, date, and parts.
Once maintenance is done, the work order gets photocopied, entered into a spreadsheet, and sent to accounts payable.
Time spent:
5 minutes creating and noting down work orders.
5 minutes entering data, photocopying, processing purchases, and filing.
5 minutes searching for past records, often months later.
Misses 2% of parts covered under warranty because they don't track warranties.
Annual Cost for Company A: $4,100 just to manage maintenance and repairs, with a high risk of errors and omissions due to multiple data handling.
Company B's Smart Solution: Fleet Harmony Online Fleet Maintenance Software:
Spends just 2 minutes entering a work order, including mechanic notes.
2 minutes processing purchases and filing.
If using Sage accounting, Fleet Harmony's Sage-compatible invoices cut this time in half.
Instant search capabilities for past records.
Tracks part warranties by unit, virtually eliminating missed warranty claims.
Annual Cost for Company B: Under $1,500 including the cost of Fleet Harmony, with significantly reduced chances for errors and omissions due to centralized information.
The Bottom Line:
You’re never too small to save big! Smaller organizations have the most to gain from fleet maintenance software. Losses are harder to absorb when you’re small, and fleet maintenance is just one part of your job.
If you're juggling between 25 and 50 pieces of equipment with handwritten work orders, notepads, sticky notes, and spreadsheets, it's time to switch to Fleet Harmony cloud fleet maintenance software.
Got unique needs beyond fleet management? We’ve got you covered. Fleet Harmony specializes in bespoke software design for the web and Windows.
Make the smart move. Choose Fleet Harmony.
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