Fleet & Maintenance

The Fleet & Maintenance module is available on Starter plans and above. It provides tools for managing vehicle maintenance, tracking fuel consumption, scheduling preventive service, administering maintenance contracts, and ensuring compliance with Nigerian vehicle regulations.

Creating Maintenance Requests

When a vehicle develops a fault or requires servicing, any user can create a maintenance request.

1. Navigate to Fleet → New Maintenance Request.
2. Select the vehicle from the registered fleet list.
3. Describe the fault or required service in the description field.
4. Set the priority level (Urgent, High, Medium, or Low).
5. Enter the estimated cost for the repair or service.
6. Optionally attach photos or documents showing the issue.
7. Submit the request for approval.

Approval & Technician Assignment

Maintenance requests follow an approval chain similar to purchase requests before a technician is assigned.

• •After manager approval, the request is assigned to a technician (internal or external vendor).
• •The technician receives a notification with the vehicle details and fault description.
• •Once the work is completed, the technician or fleet coordinator marks the request as complete.
• •The completed request enters the finance disbursement queue for payment processing.

SLA Configuration

Service Level Agreements define the expected response and resolution times for maintenance requests based on their priority level. SLAs help ensure that critical vehicle issues are addressed promptly.

• •Response deadline — the maximum time before an approver or technician acknowledges the request.
• •Resolution deadline — the maximum time for the maintenance work to be completed.
• •SLA breaches are flagged in the dashboard and notifications are sent to the responsible parties.
• •SLA settings are configured per organisation from the Fleet Settings page.

Service Schedules

Service schedules allow you to set up recurring preventive maintenance for your fleet vehicles. Instead of waiting for a breakdown, you can proactively schedule routine servicing.

• •Create a schedule for each vehicle specifying the service type (e.g., oil change, tyre rotation, full service).
• •Set the recurrence interval — by time (e.g., every 3 months) or mileage (e.g., every 10,000 km).
• •The system automatically generates a maintenance request when the next service date arrives.
• •View all upcoming scheduled services from the Fleet calendar view.

Fuel Logs

Fuel logs track every fuelling event for your fleet vehicles. This data is used to calculate fuel efficiency and identify unusual consumption patterns.

• •Vehicle — select the vehicle that was fuelled.
• •Litres — the quantity of fuel purchased.
• •Cost per litre — the unit price at the filling station.
• •Total cost — automatically calculated from litres and cost per litre.
• •Mileage — the odometer reading at the time of fuelling.
• •Receipt — upload the fuel receipt for record-keeping.

Fuel logs feed into the fleet analytics dashboard, which shows cost-per-kilometre trends, monthly fuel expenditure, and vehicle-by-vehicle comparisons.

Maintenance Contracts

Maintenance contracts track agreements with external service providers who perform regular maintenance or emergency repairs on your fleet.

• •Vendor — the service provider or workshop.
• •Start date and end date — the contract validity period.
• •Coverage — what the contract covers (e.g., engine, electrical, bodywork, full vehicle).
• •Cost — the total contract value or monthly retainer amount.
• •Linked vehicles — which fleet vehicles are covered under the contract.
• •Expiry alerts — notifications are sent before the contract expires so you can negotiate renewals.

Cost Reports & Fleet Analytics

The fleet analytics dashboard brings together maintenance costs, fuel expenditure, and compliance status into a single view.

• •Total maintenance cost — aggregate spending on repairs and servicing across the fleet.
• •Cost by vehicle — per-vehicle breakdown to identify high-cost assets.
• •Fuel expenditure — monthly and annual fuel spending with trend lines.
• •Cost per kilometre — calculated from fuel logs and mileage data for each vehicle.
• •SLA compliance rate — percentage of maintenance requests resolved within SLA deadlines.
• •Upcoming service schedules — a list of vehicles due for scheduled maintenance.

Nigerian Vehicle Compliance Documents

Every fleet vehicle in Nigeria requires a set of compliance documents that must be kept current. Deskpadi tracks each document type with its expiry date and sends sweep alerts before documents expire.

Expiry Tracking & Sweep Alerts

• •Each compliance document has an expiry date recorded in the system.
• •A daily sweep checks all vehicle documents and flags those expiring within 30 days.
• •Notifications are sent to the fleet coordinator and relevant Department Head when a document is approaching expiry.
• •Expired documents are highlighted in red on the vehicle profile and in fleet reports.
• •Upload renewed documents directly to the vehicle record to clear the expiry alert.