Track Landscaping Fleet Maintenance
Automatically track maintenance schedules, service history, and repairs for your landscaping fleet. Monitor vehicle health, schedule preventive maintenance, and reduce equipment downtime with intelligent tracking.
When
Scheduled Maintenance Due
Then
Maintenance Alert and Service Log Created
8 hours per week
Time Saved
35% less equipment downtime
ROI Impact
Automated fleet maintenance tracking monitors service intervals, equipment hours, and mileage to automatically schedule preventive maintenance, send alerts, and maintain complete service histories for landscaping vehicles and equipment. This reduces downtime, extends equipment life, and eliminates missed maintenance through intelligent scheduling and digital record-keeping.
How This Automation Works
Scheduled Maintenance Due → Maintenance Alert and Service Log Created
Equipment Data Collection
The system captures equipment details including make, model, purchase date, engine hours, mileage, and maintenance history. Each asset receives a unique identifier and custom maintenance schedule based on manufacturer recommendations and usage patterns.
Maintenance Schedule Configuration
Set up preventive maintenance intervals for each equipment type based on hours, mileage, or calendar dates. Configure service tasks like oil changes every 50 hours, blade sharpening every 100 hours, or annual inspections to match manufacturer specifications and operational requirements.
Automatic Monitoring and Alerts
The system continuously monitors equipment usage through hour meters, GPS mileage tracking, or manual updates. When maintenance thresholds approach, automatic alerts notify fleet managers and technicians 7-14 days in advance to schedule service during optimal times.
Work Order Generation
Upon reaching maintenance thresholds, the system automatically generates detailed work orders specifying required services, parts needed, estimated time, and assigned technician. Work orders integrate with scheduling systems to allocate appropriate resources and shop time.
Service Documentation and Logging
Technicians record completed maintenance including services performed, parts used, labor hours, costs, and any issues discovered. Photos and notes are attached to create comprehensive service records that follow each piece of equipment throughout its lifecycle.
Analytics and Reporting
The system generates maintenance reports showing cost per equipment, maintenance frequency, recurring issues, and total fleet health. Analytics identify high-maintenance assets, optimize service intervals, and inform equipment replacement decisions based on repair cost trends.
How It Works
Managing maintenance for multiple trucks, mowers, and equipment is challenging for landscaping businesses. This automated tracking system monitors service intervals, logs repairs, sends maintenance alerts, and maintains complete service records for your entire fleet. The system tracks engine hours, mileage, scheduled services, and parts inventory while automatically notifying your team when maintenance is due. By digitizing maintenance logs and automating scheduling, you eliminate missed services, extend equipment lifespan, and keep your crews productive. The system integrates with your existing fleet management tools to provide real-time visibility into vehicle health, maintenance costs, and service history—helping you make data-driven decisions about repairs versus replacements while ensuring regulatory compliance and reducing unexpected breakdowns during critical landscaping seasons.
The Trigger
The system automatically monitors equipment hours, mileage, calendar dates, and manufacturer-recommended service intervals. When a vehicle or piece of equipment reaches a maintenance threshold—such as oil change intervals, blade sharpening schedules, or annual inspections—the trigger activates to initiate the tracking process.
The Action
The system automatically creates a maintenance work order, logs the service requirement in your tracking database, sends notifications to fleet managers and technicians, updates maintenance schedules, and records all service details including costs, parts used, and technician notes for comprehensive fleet history tracking.
Common Use Cases in Landscaping
- Track maintenance schedules for commercial mowing fleets with 20+ zero-turn mowers operating across multiple properties daily
- Monitor service intervals for landscape construction equipment including excavators, skid steers, and dump trucks used on hardscape projects
- Manage preventive maintenance for seasonal equipment like aerators and overseeders to ensure readiness during peak demand periods
- Coordinate maintenance schedules across multiple branch locations with centralized fleet visibility and service history
- Document all service records for equipment under warranty to ensure claims are properly supported with maintenance history
- Track blade sharpening cycles for mowing equipment to maintain cut quality and reduce fuel consumption from dull blades
- Monitor truck fleet maintenance including oil changes, tire rotations, and DOT inspections for landscaping service vehicles
- Schedule winter equipment preparation and spring readiness checks to minimize downtime during seasonal transitions
- Maintain compliance records for commercial driver licenses, vehicle registrations, and safety inspections across entire fleet
Results You Can Expect
Reduce Equipment Downtime
Preventive maintenance scheduling prevents unexpected equipment failures during peak landscaping season. Advance notifications ensure service happens during slow periods, keeping crews productive when demand is highest.
Extend Equipment Lifespan
Regular, timely maintenance significantly extends the operational life of expensive landscaping equipment. Proper servicing reduces wear, prevents major failures, and maximizes return on equipment investments.
Lower Maintenance Costs
Preventive maintenance costs significantly less than emergency repairs. The system identifies maintenance patterns and problem equipment early, allowing proactive replacement decisions before expensive failures occur.
Complete Service History
Digital maintenance logs provide complete service history for warranty claims, resale value documentation, and regulatory compliance. Easily access any equipment's entire maintenance record instantly from any device.
Improved Safety Compliance
Automated tracking ensures all required safety inspections, certifications, and regulatory compliance checks happen on schedule. Maintain OSHA compliance and reduce liability with documented inspection records.
Better Fleet Utilization
Real-time visibility into equipment availability and health enables better job scheduling and equipment allocation. Know exactly which equipment is available, in service, or needs attention to optimize crew assignments.
Frequently Asked Questions About This Automation
The system monitors equipment hours, mileage, and calendar dates for each vehicle and piece of equipment. When maintenance thresholds are reached based on manufacturer recommendations or custom intervals, it automatically creates work orders, sends notifications to your team, and logs all service details including costs and parts used for complete maintenance history tracking.
Set Up Automated Maintenance Tracking in Minutes
Stop doing manual work that software can handle. Fieldproxy makes it easy to set up this automation and dozens more - no coding required. Our AI builder helps you customize everything to match your exact business process.
Related Automations
View all landscaping automationsAutomatically Track and Optimize Fuel Costs Across Your Landscaping Fleet
Eliminate manual fuel logging and gain real-time visibility into fuel consumption across all landscaping vehicles. This system automatically captures fuel purchases, tracks usage patterns, and identifies cost-saving opportunities to reduce fleet operating expenses.
Route optimized - send all customer ETAs
Automatically send accurate arrival windows to all customers on a landscaping crew route after daily optimization.
Automate Aeration and Overseeding Scheduling for Consistent Lawn Care Service Delivery
Streamline your aeration and overseeding operations with automated scheduling, customer notifications, and crew dispatch systems that ensure optimal timing and complete coverage for every lawn care appointment.
Generate Weekly Landscaping Revenue Report Automatically
Automatically compile weekly revenue data from your landscaping business operations into comprehensive reports, eliminating manual data entry and providing instant insights into income streams, project profitability, and seasonal trends.