Truck Maintenance Software for Small Fleets
Track maintenance records for every truck.
Truck maintenance software for small fleets. Keep service history, inspections, repair details and supporting documents organized by vehicle.
See plans and start your trial →Build a service history someone else can follow
| Field | Useful entry | Avoid |
|---|---|---|
| Unit identifier | Your consistent fleet unit ID | Different nicknames for the same truck |
| Date | Actual date the work occurred | The invoice upload date used as the service date |
| Work performed | A description of the service or repair | A generic note saying fixed |
| Evidence | Retrievable work order or invoice | A document reference nobody can open |
For the illustrative lamp repair, the history should let you find the unit, work date, repair description and supporting document. Record another unresolved issue separately instead of treating the invoice as completion of every task.
Turn repair paperwork into a usable history
A paid invoice is not much help if nobody can tell which truck it belongs to. Ledger Road gives you a vehicle-centered place for maintenance entries and supporting records. The aim is simple: find the work performed, its date and the evidence without rebuilding the story from email.
Start with a consistent vehicle identifier
Use the same unit identifier across your service entries, inspection records and documents. Add a meaningful description of the work. If an outside shop did the repair, keep the work order or invoice with the record. Consistent identifiers make a small fleet’s history easier to use as more trucks are added.
Connect inspections to the work they create
An inspection may identify a problem that becomes a maintenance task. Retain the report and the correction evidence so a later reviewer can follow both sides. A service entry without the original context may leave someone asking why the repair was needed or whether it addressed the reported issue.
Example: reviewing Truck 14
Before answering a request for Truck 14’s records, open its service history, locate the relevant dates and inspect the supporting documents. Check that the unit identifiers match and that the description explains the work. A record marked complete should have evidence you can retrieve, not just a note that someone remembers the repair.
Choose this for records and follow-up
Ledger Road is a compliance-record system for trucking fleets. It is not presented as a shop-management system, parts warehouse, telematics platform or repair diagnosis tool. If you need a purchasing or inventory workflow, assess that separately. This page concerns organizing the maintenance evidence your fleet creates.
Move beyond the spreadsheet when you need to
The free maintenance log is a useful starting point for a simple fleet. When records need to sit alongside driver files, inspections and audit preparation, compare the software plans. Keep the history you already have and establish a consistent way to record future work.
Your intervals, by date or by miles
Set service intervals by date or by odometer reading, per unit. Work is recorded against the schedule that called for it, so you can show both the plan and that you kept to it. Overdue service surfaces in the app before somebody notices it at the roadside.
One annual inspection clock per unit
A tractor, a trailer and a dolly are three separate annual inspections, and each gets its own clock. Trailers and dollies are tracked without being billed. Each inspection record is kept with the unit it belongs to.
Roadside corrections tracked to the deadline
When an officer writes you up, the correction is tracked against the deadline from the day of the inspection. Repairs are tied to the violation that prompted them, and the signed certification is kept with the record.
Warnings before an inspection lapses
Annual inspections get the same ninety, sixty and thirty day warnings as driver documents, sent to whoever keeps the files, and Monday's summary lists the trucks due an inspection that week.
Before you choose
Can this replace a parts-inventory system?
No. This workflow concerns maintenance records and supporting evidence. Parts purchasing, inventory quantities and shop scheduling should be assessed separately.
What should we transfer from an existing spreadsheet?
Preserve unit identifiers, actual dates, meaningful service descriptions and references to supporting documents. Resolve unclear entries while the people who handled the work can still explain them.
Who sets the service intervals?
You do. The federal rules require systematic inspection, repair and maintenance without setting a single interval, so Ledger Road follows the schedule you choose, by date or mileage.
Do trailers count toward our plan?
Trailers and dollies carry their own inspection clocks but are never billed.
Can I bring my existing trucks over?
Yes. Import units from a spreadsheet; every row is checked first and duplicate VINs are caught before they're created.