Service Records
The Service Records page is your central log for all maintenance and repair work performed on your fleet vehicles. Keeping accurate service records helps you stay on top of vehicle health, control maintenance costs, and demonstrate compliance during audits.
Note: The Service Records feature requires the Maintenance module to be activated for your account. If you do not see this option in your navigation menu, contact your administrator or RouteMate support to enable it.
Viewing Service and Maintenance Records
Section titled “Viewing Service and Maintenance Records”How to view service records:
Section titled “How to view service records:”- Navigate to Maintenance and then Service Records.
- You will see a list of all recorded maintenance activities across your fleet, sorted by date with the most recent entries at the top.
- Use the filters to narrow the list by:
- Vehicle — View records for a specific vehicle.
- Date range — Focus on a particular time period.
- Maintenance type — Filter by the type of work performed.
- Click on any record to open its full details.
Tip: You can also access service records for a specific vehicle directly from that vehicle’s detail page under Units > Vehicles.
Service Record Details
Section titled “Service Record Details”Each service record contains the following information:
- Vehicle — The vehicle the service was performed on.
- Service type — The category of maintenance or repair (see below).
- Date — When the service was performed.
- Description — A detailed explanation of the work that was done.
- Cost — The total cost of the service, including parts and labor.
- Odometer reading — The vehicle’s mileage at the time of service.
- Performed by — The mechanic, shop, or service provider who did the work.
- Notes and attachments — Any additional documentation, receipts, or photos.
Maintenance Types
Section titled “Maintenance Types”RouteMate supports a comprehensive set of maintenance categories to cover virtually any type of work done on a commercial vehicle. Categories include but are not limited to:
| Category | Examples |
|---|---|
| Engine | Engine repair, rebuild, tune-up |
| Oil and Fluids | Oil change, coolant flush, transmission fluid |
| Brakes | Brake pads, rotors, brake adjustment |
| Tires | Tire replacement, rotation, alignment, balancing |
| Electrical | Battery, alternator, starter, wiring |
| Filters | Air filter, fuel filter, cabin filter, oil filter |
| Exhaust and Emissions | DPF cleaning, catalytic converter, EGR valve |
| Transmission | Transmission repair, clutch replacement |
| Suspension and Steering | Shocks, struts, tie rods, wheel bearings |
| Bodywork | Body repair, paint, windshield, mirrors |
| HVAC | Heating, air conditioning, defroster |
| Lighting | Headlights, taillights, marker lights, reflectors |
| Fuel System | Fuel pump, injectors, fuel lines |
| Cooling System | Radiator, water pump, thermostat, hoses |
| Safety Equipment | Fire extinguisher, reflective triangles, first aid kit |
| Inspection | DOT inspection, annual inspection, state inspection |
| General | Miscellaneous maintenance and preventive care |
With over 45 specific maintenance categories available, you can classify each service record precisely for accurate reporting and analysis.
Adding New Service Records
Section titled “Adding New Service Records”How to add a service record:
Section titled “How to add a service record:”- Navigate to Maintenance and then Service.
- Click Add Repair (or the + button).
- Fill in the required information:
- Select the vehicle.
- Choose the repair type.
- Enter the date the service was performed.
- Provide a description of the work.
- Enter the cost if known.
- Add any optional details such as odometer reading, service provider, or attachments.
- Click Save to create the record.
Tip: Record maintenance as soon as it is completed. The more timely and detailed your service records are, the better you can predict future maintenance needs and control costs.