7 Best Fleet Maintenance Software Solutions for 2025

How do businesses keep an entire fleet of trucks or cars operational at any given time? The answer is fleet maintenance software. This digital tool not only works as a fleet management system that stores information about the assets you own, but it also tracks vehicle maintenance, sending reminders when vehicle inspections are due and providing real-time data that helps you stay ahead of breakdowns that result in costly repairs.

While there are several fleet management options from which to choose, these seven are the best if you want to combine fleet asset management and vehicle maintenance into one user-friendly system that your entire team can access from their mobile devices.

What Makes the Best Fleet Maintenance Software?

Fleet maintenance software helps businesses manage upkeep of their vehicles by making it easy to schedule all fleet maintenance tasks, from routine checks to significant repairs. But when comparing different software, it’s helpful to look at how each handles preventive maintenance requests.

Quality fleet maintenance software should allow users to include manufacturer checklists and standard operating procedures directly in preventive maintenance assignments. Plus, the software should be customizable to address the different needs and pain points of your maintenance team. It should also adapt to your specific requirements, whether you manage a small or large fleet, and it helps if the fleet management solution can also integrate seamlessly with other business tools.

Lastly, effective fleet maintenance also relies on software that is scalable, growing with your fleet and adapting to new challenges.

7 Best Fleet Maintenance Software at a Glance

Coast – For Customizable Preventive Maintenance

We’ve said it before, and we’ll say it again: Fleet maintenance software should adapt to your specific needs. Coast offers customizable fields throughout its app, allowing users to manage maintenance operations their way. Users can create work orders, manage asset inventory and schedule preventive maintenance using their company’s internal language with as much or as little detail as needed.

Key Features

• Customizable workflows for tailored maintenance strategies
• Automated preventive maintenance notifications
• User-friendly dashboards highlighting tasks for individual technicians and assets

Coast Pros

• Ability to attach documents, procedures and images to assets and work orders
• In-app communication within work orders through messaging and photo uploads
• Highly adaptable to various fleet maintenance needs

Coast Cons

• Limited integrations with third-party software
• Advanced reporting features are only available with a paid subscription

Pricing

• Free: $0/month. It includes basic features like unlimited messages and cards. However, file uploads are limited to 3 MB, and history is limited to 7 days.
• Starter: $20/user/month. Includes everything in the Free plan, plus custom views, workspace permissions, checklists, QR codes, unlimited file uploads and history.
• Pro: $39/user/month. Includes everything in Starter, plus custom workflow, signature capture, reporting, dashboards, external request forms and prioritized support.
• Enterprise: Custom pricing. It includes everything in Pro, plus enterprise support, custom workflow development, multi-site management tools and reporting and customizable dashboards.

Note: All paid plans offer a seven-day free trial. 

Fleetio – For Asset Cost Tracking

Fleetio offers a complete asset management system for tracking fleet operations and costs. The platform allows users to consolidate vehicle, equipment and tool data in one place. It provides a detailed analysis of individual asset expenses and performance, enabling users to track the total cost of ownership for each vehicle.

Key Features

• Configurable asset inventory for vehicles, equipment and tools
• Detailed asset information, including costs, inspection history and maintenance records
• VIN decoding to gather vehicle specifications automatically
• Fuel management and expense tracking
• Preventive maintenance scheduling and work order management

Fleetio Pros

• Intuitive, user-friendly interface that’s easy to learn and use
• Strong integration capabilities with telematics providers, maintenance shops and fuel card providers
• Mobile app for on-the-go fleet management

Fleetio Cons

• Limited ability to upload pictures to vehicle/equipment descriptions
• Some users report challenges with the initial implementation
• Less customizable than some competitors

Pricing

• Essential: $4/vehicle/month (billed annually) or $5 monthly. Includes up to 100 vehicles, basic maintenance management, limited inspections and up to 2.5 GB of document storage.
• Professional: $7/vehicle/month (billed annually). Adds features like up to 100 vehicle groups, limited work orders, 25 GB document storage and API access with up to 50 requests per minute.
• Premium: $10/vehicle/month (billed annually). Offers unlimited vehicle groups and subgroups, full maintenance management, advanced work orders, 250 GB storage and unlimited API access.

AUTOsist – For Vehicle Service Reminders

AUTOsist provides fleet maintenance software designed to simplify vehicle management. It offers work order management, preventive maintenance scheduling and mobile app access. It’s especially known for helping businesses keep track of service reminders and streamline maintenance tasks. 

Key Features

• Maintenance tracking and reminders
• Fuel management
• GPS tracking integration
• Mobile app for both Apple and Android devices
• Inspection checklists

AUTOsist Pros

• User-friendly interface and intuitive design
• Excellent customer service and quick response to requests
• Effective mobile app for managing fleets
• Efficient organization of vehicle data, including fuel costs and inspections
• Customizable spreadsheets for personalized data management

AUTOsist Cons

• Mobile apps can be buggy at times
• Some users find it difficult to eliminate unnecessary default fields
• The filter function doesn’t always order assets correctly
• Correcting data entry mistakes can be cumbersome

Pricing 

• Maintenance Package: $5 per asset/month (billed annually) or $6 monthly. It includes unlimited users, maintenance reminders, preventive maintenance work orders and real-time odometer syncs.
• Maintenance Package + GPS: $27 per asset/month (billed annually) or $30 monthly. Adds GPS hardware, tracking with geofencing and driving behavior metrics.
• Maintenance Package + GPS + Safety Cameras: $54 per asset/month (billed annually) or $60 monthly. It features dual-facing HD safety cameras, a live camera feed and AI telematics.

eMaint – For Comprehensive Reporting

eMaint helps businesses streamline maintenance operations across various industries and is known for its extensive reporting capabilities. The platform supports work order assignments, asset management and preventive maintenance scheduling. Users can track and monitor fleets of any size, making it versatile for different needs. And its reporting features allow detailed data analysis, helping managers create custom charts and graphs. 

Key Features

• Extensive range of customizable reports
• Work order management
• Inventory management
• Asset tracking and hierarchies
• Interactive Plans tool for visualizing maintenance data

eMaint Pros

• User-friendly interface
• Strong reporting and analytics capabilities
• Highly rated customer support
• Cloud-based systems are accessible from anywhere
• Multisite, multicurrency and multilingual support

eMaint Cons

• Labor-intensive customization and data-entry processes
• A learning curve for new users
• Limited formatting options for some features
• Some users report difficulties with customizing work orders and purchase orders

Pricing

• Team: $69 per user/month. Includes work order management, preventive maintenance scheduling and basic reporting tools.
• Professional: $85 per user/month. Adds advanced reporting features, inventory management and customizable dashboards.
• Enterprise: Custom pricing is available. Offers unlimited users, API access and dedicated account management for large-scale operations.

Limble CMMS – For Maintenance Scheduling

Limble CMMS excels in maintenance scheduling, offering intuitive tools for creating, tracking and prioritizing work orders efficiently. Its mobile and desktop design look and act similarly, making it easy for team communication between those working in an office and those out in the field.

Key Features

• Easy-to-use work order management system
• Preventive maintenance scheduling
• Asset tracking and optimization

Limble CMMS Pros

• Straightforward implementation process
• Proactive and helpful customer support
• Real-time work order tracking
• User-friendly interface

Limble CMMS Cons

• Frequent login issues, causing wasted time reloading work orders
• Some users find setting up maintenance intervals challenging, especially for hour meter readings
• Limited customization options for specific industry needs

Pricing

• Basic: Free. Provides unlimited work orders with images, real-time communication and four active recurring work orders. Includes one month of advanced analytics and unlimited assets.
• Standard: $28 per user/month (billed annually) or $33 monthly. It offers everything in the basic plan, plus unlimited recurring work orders and three work orders with attached procedures.
• Premium+: $69 per user/month (billed annually) or $79 monthly. Adds unlimited work orders with attached procedures, advanced analytics and parts inventory management. Features vendor management, time tracking, API access and a dedicated success manager.
• Enterprise: Custom quote. Includes Premium+, in addition to custom escalation notifications, roles and approval processes, multi-location tools, AI-powered checks and ERP integrations.

UpKeep – For Seamless Integrations

UpKeep distinguishes itself by seamlessly integrating with various GPS and IoT products, providing a complete overview of fleet maintenance operations. Its third-party integrations are helpful for organizations that already use certain software solutions as part of their daily workflow.

Key Features

• Real-time vehicle location syncing
• Automated work order generation based on GPS data and vehicle diagnostics
• Analytics and reporting features for data-driven decision-making

UpKeep Pros

• Offers easy integrations with IoT sensors for real-time monitoring and automated maintenance triggers
• Some integrations, like with Azuga, are offered at no additional cost

UpKeep Cons

• Limited customization options for organizations with specific needs
• Comprehensive features can be overwhelming for new users
• Some users report occasional technical issues

Pricing

• Lite: $20 per user/month. It includes unlimited, recurring work orders, custom tasks and 24/7 support. It is perfect for teams tracking assets and creating basic preventive maintenance schedules.
• Starter: $45 per user/month. Includes the Lite plan, plus preventive maintenance optimization, custom checklists, inventory management and 30-day analytics. Ideal for teams needing visibility into machine status and manpower.
• Professional: $75 per user/month. Offers multiple inventory lines, signature capture, customizable request portals and advanced analytics. Suitable for departments leveraging intelligence for growth.
• Business+: Custom pricing is available. Features workflow automation, downtime tracking, purchase order management and multisite support. Designed for organizations managing multiple locations.

Whip Around – For Compliance Management

Whip Around offers similar asset and maintenance management features as the other software solutions on this list. But it also specializes in compliance management, offering DOT-compliant forms that are easily accessible through its mobile app.

Key Features

• Mobile-friendly DOT-compliance forms for easy data access
• Detailed equipment tracking and checklists
• Preventative maintenance scheduling
• E-signature tool for job sign-offs

Whip Around Pros

• User-friendly dashboard for drivers
• Responsive and helpful customer service
• Easy setup and onboarding process
• Customizable inspection forms

Whip Around Cons

• Lacks easily accessible location information
• No fuel management feature
• Some users report that the app occasionally fails to record inspections (mentioned as a “known bug”)

Pricing

• Basic: Free. It allows the management of up to one asset with features like fuel management, defect management and inspection compliance. It is ideal for small teams needing basic fleet maintenance.
• Standard: $5 per asset/month. Supports up to 250 assets, including asset profiles, teams, customized forms and dashboards. Suitable for growing businesses needing more in-depth management tools.
• Pro: $10 per asset/month. Provides maintenance schedules, service history, cost tracking and vendor management. Designed for businesses requiring detailed fleet maintenance oversight.
• FixedUnlimited: Custom pricing. It offers unlimited assets and users with dynamic reporting and API access, which is perfect for large organizations needing extensive fleet maintenance capabilities.

Make Fleet Maintenance Easy With Coast

From cost tracking with Fleetio to compliance management with Whip Around, the market offers a wide range of fleet maintenance solutions. However, Coast stands out with its incredible customization options. 

Unlike competitors with limited features, Coast adapts to your specific needs, whether you’re managing a small fleet or a large operation. With its user-friendly interface, flexible workflows and all-around functionality, the software is a top hoice for fleet maintenance management. Experience the difference with Coast’s free trial today.