How to Choose Fleet Maintenance Software
Keeping a fleet of construction vehicles up and running can be a huge challenge. If your fleet has grown from just a few vehicles to dozens or more, it's time to look at purchasing fleet maintenance software.
Whether it's referred to as commercial maintenance management software (CMMS), enterprise asset management (EAM), or preventative maintenance (PM) software, these software solutions can save money through routine maintenance, improve workflow through intuitive scheduling, and provide in-depth reporting that gives you a full, yet concise snapshot of your entire fleet. All of these combine to help keep your vehicles on the road at the lowest cost possible.
Here's how to find the best platform for your fleet.
Evaluating fleet maintenance software
It's easy to get overwhelmed by extensive feature lists and flashy demos. Before you start talking to providers, make sure you have a solid idea of what's most important to you:
- The right-sized package. One of the first points you should discuss with potential vendors is the size of your current fleet and your plans for expansion. If you're managing 40 or 50 vehicles, don't waste your money on an enterprise-grade system designed to support fleets of thousands of vehicles and dozens or hundreds of technicians.
- Ease of use. The best way to compare management software on ease-of-use is to try it yourself. Go through all the basic steps required to enter a ticket, create reports, and add new equipment - are the steps intuitive? Is help available?
- Reporting. There are two considerations here: first, make sure the standard reports provide all the basic information you need. Then find out how easy it is to customize the reports to your liking.
- ASP or in-house. Smaller companies, or those with few in-house IT resources, may be better off choosing an application service provider (ASP) that takes care of running the servers and software. Running the software in-house can provide lower TCO but requires more from your IT staff.
Choosing a dealer
Make sure you spend some time evaluating the software publisher or dealer in addition to the software itself. You'll want to choose a company that will be around for years to come to support the software and continue to upgrade it - so look for a dealer with longevity and a proven commitment to the fleet management business.
What you'll pay
Fleet management software is broken into two different categories: software as a service (SaaS) and client-server (installed on your local computers). Of the two, SaaS platforms provide some of the most cutting edge features based on mobile technology, enabling users to report in real-time on issues related to maintenance tracking.
For SaaS, you pay per vehicle tracked, with most packages starting around 10 vehicles and jumping up in groups of 25 thereafter. Pricing starts around $20 for 10 vehicles with additional levels that cost:
- $40 for 25 vehicles
- $70 for 50 vehicles
- $120 for 100 vehicles
- $200 for 250 vehicles
- With even higher denominations priced accordingly.
The cost for in-house or client-server options is based on the number of users (or licenses) required and the type or version of the software selected - often available in standard, deluxe, and premium packages. For fleet management software, ranging from a single user to unlimited users, expect to pay the following:
- Standard - $450 to $4,000
- Deluxe - $650 to $5,000
- Premium - $1,000 to $7,000
What you can save
By some estimates, fleet maintenance platforms more than pay for themselves in as little as 6 to 9 months through routine maintenance that keeps your vehicles operating at peak efficiency and delaying replacement purchases. In doing so, some companies have reportedly saved more than $10,000 annually in fuel costs alone and nearly $20,000 in delayed purchasing costs.
The best way to make sure you work with a high-quality vendor is to use BuyerZone's free price quote service. You just provide some basic information on your needs, and we'll connect you with up to six specially-selected vendors that can provide the best system for you.
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