Software for bike and e-scooter fleet maintenance: every repair, every bike, every contract

Most use a mix: a bike-shop workshop system such as Bikedesk or Lightspeed for repairs and parts, a micromobility platform such as Joyride or ATOM Mobility for shared fleets, a fleet tool such as Fleetio for preventive maintenance, and spreadsheets for contracts, custody and damage billing. Some run it all on a configurable platform such as Fieldproxy. The test is whether frame number, plate, battery serial, contract, custody and the billing decision sit on one record.

Wear is what normal use does over time: chains, cassettes, brake pads, tires, cables stretching. Customer damage is a single event: a fall that bends the derailleur hanger, a kerb strike on a rim, a broken light, a cut cable. A component failing early under normal use may be a manufacturer warranty claim. Write down the reason and link it to a photo or video timestamp, because that is what the customer will ask for.

Your contract decides. On an operational lease with full service, wear is usually included and customer damage is charged. On a purchase with a maintenance plan, what the plan lists is covered and the rest is charged. On pay per repair, everything is charged. Price each job from the vehicle's contract and a rate card, and let a person decide whether to charge, absorb or give goodwill.

When the repair cannot be finished on the visit: frame or fork damage, motor or controller faults, a battery that will not charge, or a job needing a stand and diagnostics. Most contracts promise the customer a working vehicle quickly, so the mechanic carries a ready spare, swaps it, and takes the broken one to the workshop. Record both vehicles and the times.

Because fines, police inquiries and insurance claims follow the plate. In Germany each e-scooter must carry a valid insurance sticker under the eKFV, tied to the fleet's insurance policy. A custody log by date lets the fleet answer an inquiry by naming the customer who had that scooter, instead of searching job notes.

Manufacturer schedules are a starting point: Tern suggests a first check after 1 month or 200 km and then every 6 months or 1,000 km, or when the Bosch service indicator appears, and more often for cargo bikes carrying heavy loads. Delivery bikes ride far more than that, so many fleets inspect on a much shorter date or distance interval and adjust from their own repair history.

EN 15194 for electrically power assisted cycles (250 W, assistance cut off at 25 km/h), EN ISO 4210 for bicycles, EN 17860 for cargo and carrier cycles, and EN 17128 for personal light electric vehicles such as e-scooters. National rules sit on top, such as Germany's eKFV for e-scooters and the UK's EAPC rules for electric bikes.

Only rental e-scooters in official trial areas, currently due to end in May 2028. Riders need a licence with category Q entitlement, and the operator provides insurance. The scooters are limited to 15.5 mph, 500 W and 55 kg. Riding a privately owned e-scooter on public land is illegal.

Stop using it, do not charge it, and do not carry it in the van. Bosch says damaged batteries must never be transported because their safety cannot be guaranteed, and batteries fall under dangerous goods rules. Quarantine it, record its serial and condition, and arrange a dangerous-goods collection through the manufacturer or a recycler.

Batteries move between frames, fail on their own schedule, are claimed under warranty on their own serial, and from 18 February 2027 each LMT battery placed on the EU market needs a battery passport. Bosch also lets owners mark a battery as stolen, and dealers see the serial when they connect.

Fieldproxy does the setup: vehicles and batteries imported from your list, contract types, the rate card, inspection checklists and the walkaround video work order. Most fleets are live within a day, with unlimited users, so every mechanic and coordinator is included.