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How A Truck Fleet Modernized Maintenance Tracking
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One missed maintenance date can cost more than a year of software, and we’ve lived that lesson. We sit down and walk through how our trucking fleet’s maintenance tracking grows up over time, from “keep the receipts and remember the next oil change” to a real system that can survive multiple trucks, flips, and teams spread across the country. If you’ve ever stared at a spreadsheet and thought, “There’s no way this scales,” you’ll feel seen.
We break down the stepping stones: the early manual approach, Dad’s fleet spreadsheet era, the chaos of flipping trucks out of storage units, and why shared notes eventually turn into a mess. Then we get practical about what actually works day to day: Trello boards with templates, checklists, and shared visibility across operations, recruiting, and fleet support. From there, Jerry explains the jump to Fleetio for maintenance, why Smartsheet never clicked for some of us, and how upgrading tiers became an easy decision after a single expensive miss.
The best part is the real-world detail: fuel card integration that updates mileage and stores receipt images within seconds, Fleetio Go on the contractor side, color-coded due items, and an issue-ticket workflow that helps a 24/7 maintenance rotation stay aligned. We also zoom out to the fundamentals that never change, especially tire pressure and tread depth, DOT inspections, and why monthly VIRs catch the little problems before they turn into downtime, roadside bills, or safety risks.
If you’re building a fleet maintenance process, trying to improve preventive maintenance, or shopping for fleet management software, this is a grounded look at what we’ve tried and what we’re still improving. Subscribe for the next part, share this with a fleet owner who loves a good system, and leave a review with the one tool you couldn’t run your operation without.
Email us: [email protected]
Website: www.hyfieldtrucking.com
Interested in joining our team? Email us at info.hyfieldtrucking.com we have open trucks! You must be part of a team. No solo drivers.
Call us at 1-833-493-4353 Option 1
Facebook: The Outer Belt Podcast
Instagram: The_OuterBelt
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By HyfieldTruckingSend us Fan Mail
One missed maintenance date can cost more than a year of software, and we’ve lived that lesson. We sit down and walk through how our trucking fleet’s maintenance tracking grows up over time, from “keep the receipts and remember the next oil change” to a real system that can survive multiple trucks, flips, and teams spread across the country. If you’ve ever stared at a spreadsheet and thought, “There’s no way this scales,” you’ll feel seen.
We break down the stepping stones: the early manual approach, Dad’s fleet spreadsheet era, the chaos of flipping trucks out of storage units, and why shared notes eventually turn into a mess. Then we get practical about what actually works day to day: Trello boards with templates, checklists, and shared visibility across operations, recruiting, and fleet support. From there, Jerry explains the jump to Fleetio for maintenance, why Smartsheet never clicked for some of us, and how upgrading tiers became an easy decision after a single expensive miss.
The best part is the real-world detail: fuel card integration that updates mileage and stores receipt images within seconds, Fleetio Go on the contractor side, color-coded due items, and an issue-ticket workflow that helps a 24/7 maintenance rotation stay aligned. We also zoom out to the fundamentals that never change, especially tire pressure and tread depth, DOT inspections, and why monthly VIRs catch the little problems before they turn into downtime, roadside bills, or safety risks.
If you’re building a fleet maintenance process, trying to improve preventive maintenance, or shopping for fleet management software, this is a grounded look at what we’ve tried and what we’re still improving. Subscribe for the next part, share this with a fleet owner who loves a good system, and leave a review with the one tool you couldn’t run your operation without.
Email us: [email protected]
Website: www.hyfieldtrucking.com
Interested in joining our team? Email us at info.hyfieldtrucking.com we have open trucks! You must be part of a team. No solo drivers.
Call us at 1-833-493-4353 Option 1
Facebook: The Outer Belt Podcast
Instagram: The_OuterBelt