5 Key Features of Fleet Inspection Software!

The North American fleet management software market size is growing and is expected to continue to increase. There is a good reason behind this. Your fleet inspection software helps keep your fleet operations running smoothly.

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Fleet inspection software ensures your fleet runs seamlessly and smoothly. However, many fleet managers are unsure of what they should benefit from using fleet inspection software or what the outcomes and impact of choosing a specific fleet inspection software might be on their entire fleet.

Because there are non-negligible features to look out for when looking for a fleet inspection system for the first time or about to upgrade.

We show you 5 of these unavoidable characteristics.

1. Customizable forms

Your inspection forms depend on the type of vehicles you use in your fleet. For example, the inspection form for a tow truck looks very different than the inspection form for a moving/delivery truck. So, if you are looking for the perfect fleet inspection software, make sure that the software you choose gives you the ability to create customizable inspection forms that suit your current needs. You must be able to:

  • Convert your physical checklists into digital forms that you can easily share with all inspectors and drivers.
  • Edit and duplicate your current forms, especially those already created.

With a fully digital system, your drivers don’t have to use lengthy and complex inspection forms, many of which contain unnecessary and irrelevant information or boxes that they don’t need to check. Instead, you want to use customizable forms where you can just check the boxes you need.

You may also want the ability to customize the default form to associate with your team.

Also crucial is the ability to submit your forms instantly via a cloud-based interface that allows managers to access the inspection document from different locations in real-time.

2. Capacity to take photos

They say a picture is worth a thousand words and this also applies to fleet inspection. Being able to take pictures during fleet inspection can radically and positively make a big difference in the maintenance of your fleet.

Visuals help you take control of inspection integrity with mandatory images proving drivers are inspecting your vehicles and recording the true condition.

Images also provide fleet managers and mechanics with enough profitable and usable data when a driver is struggling to find the perfect words to describe the vehicle’s defect. By being able to take photos, you also increase the likelihood that normally unnoticed defects will be reported.

3. Must be able to submit bugs and work orders and schedule maintenance appointments

The right fleet inspection software can radically change the way you access faults and work orders, ultimately ensuring your drivers and other road users are safe. The system should be able to notify you in real time when your driver reports an error, whether he (the driver) is sitting in the bay doing an inspection or whether he (the driver) is on the road.

In this way, not only do you know in real time what to do in the event of failures that could increase the danger to your drivers and passengers, but you can also appropriately manage the failures of each vehicle and plan maintenance accordingly.

This brings us to the topic of maintenance planning, a very important aspect for every vehicle in your fleet. Certain repairs cannot be planned and are unavoidable. However, much of the regular maintenance of your fleet can be seamlessly planned in advance.

Maintenance reminders in your fleet inspection system can give you a clearer idea of ​​when preventive maintenance is due. This ensures you can reduce unscheduled repairs because you’ve already taken care of maintenance beforehand and ensures your business remains DOT compliant.

On top of all this, your fleet inspection software with maintenance reminders allows you to schedule your mechanics and drivers appropriately and ensure your fleet is in the best possible condition. Because you receive maintenance notifications early enough, you don’t have to worry about last-minute critical maintenance issues. This means your business can keep running more smoothly.

4. Signature Options

In accordance with North American Driver Vehicle Inspection (DVIR) reporting, your fleet mechanics are required to sign off on repaired faults. The signature lets you know your cars are ready and safe to get back on the road. So if you’re looking for fleet inspection software, look for one that allows for e-signatures.

Not only does this allow you to store the data in one convenient place, it also makes it easy to prove compliance or find out which mechanic approved each vehicle. And get a real-time notification once the mechanic completes a repair.

In most cases this is extremely helpful when planning trucks, loads and drivers and offers a high level of convenience.

Aside from that, the FMCSA requires that before putting a vehicle on the road, the driver must:

  • Review the previous driver’s inspection report.
  • Express your satisfaction with the condition of the vehicle and that it is safe to operate.
  • Sign the report if deficiencies or deficiencies were mentioned and rectified by the previous driver vehicle inspection report. This is to ensure that the current driver has reviewed the report and confirmed that the repairs identified in the previous report have been resolved.

Just like the mechanic’s signature, the digital version of such forms offers more convenience for the driver and your fleet as a whole.

To view or review previous DVIRs, drivers can simply review a digital copy of the report and sign off themselves. This ensures that all your records are stored in a single, easily accessible database. So if you need to look up past reports to see who was last opted out of a particular vehicle or to demonstrate compliance, this information is easily accessible.

5. User-friendly manager dashboard

As a fleet manager, you need to have more access to your fleet’s information than anyone else and be able to access it easily and effectively in real-time to properly manage your fleet. So choose a fleet inspection software that has a manager dashboard that makes it easy to look for important information in one place.

The right fleet inspection software manager dashboard should provide:

  • Provide insights into the current state of your fleet.
  • Give you access to data about your entire fleet and also individual vehicles.
  • Collect data in an understandable way.
  • Help you make more informed, better decisions.

You want to go for a manager dashboard that puts all the relevant information at your fingertips in a concise and logical way, while giving you seamless access to more valuable information about specific drivers, mechanics and vehicles.


If you are looking for the right fleet inspection software to help you manage your fleet effectively and seamlessly, you must choose one with the 5 unavoidable features listed in this article.

Talmage Wagstaff

Co-founder and CEO of Redlist. Raised in a construction environment, Talmage has been involved with heavy equipment since childhood. He has degrees and extensive experience in civil, mechanical and industrial engineering. Talmage worked for ExxonMobil for several years as a field engineer, servicing many of the country’s largest industrial manufacturing facilities.

Fleet Inspection Software
Article on fleet inspection software and permission to publish here provided by Dee Gardner. Originally written for Supply Chain Game Changer and published on April 19, 2021.

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