Maintenance Management

Keep your fleet running safely and efficiently with digital maintenance workflows

Replace paper checklists, spreadsheets, and disconnected workshop tools with one digital platform — connecting drivers, fleet managers, and workshop staff across pre-start inspections, fault tracking, service scheduling, work orders, and parts inventory

Start Free Trial

Book a Demo

Free trial available

Full platform access from day one

What You'll Achieve

Green check mark icon inside a rounded white square.

Eliminate maintenance paperwork

with digital pre-start inspections and fault tracking.

Never miss a service

With automated scheduling based on kilometers, engine hours, or days

Respond faster to defects

with integrated fault-to-work-order workflows

Prove compliance instantly

With audit-ready maintenance records and reports

Reduce vehicle downtime

with proactive defect monitoring and parts tracking

Complete Digital Maintenance Solution

Hubfleet's maintenance management system replaces spreadsheets, paper checklists, and disconnected workshop systems with an integrated digital platform that connects drivers, managers, and workshop staff.

Blue steering wheel icon inside a rounded square with layered blue shadows.

For Drivers

Digital pre-start inspections on mobile

Report faults instantly with photos

View vehicle fault history before shifts

Access permits and documents digitally

Icon of a person and a delivery truck representing customer delivery service.

For Fleet Managers

Real-time visibility of all vehicle faults

Service scheduling dashboard shows what's due

Easy work order creation from faults, services, or standalone

Quarterly compliance reports for NHVR audits

Icon showing three stylized people, one in gray in front and two blue outlines behind.

For Workshop Staff

Unified work order system

Digital task checklists

Parts inventory management

Cost tracking by labor, parts, and job

Pre-Start Inspections

Digital Checklists That Actually Get Done

Drivers complete pre-start inspections directly in the Hubfleet mobile app before each shift. Failed items automatically create faults and notify managers—no more lost paper checklists or unreported faults.

The Problem We Solve:

Paper checklists go missing, get filled out after the fact, or sit in the glovebox for weeks. When auditors ask for proof of vehicle checks, you're scrambling through filing cabinets.

With Hubfleet:

Every inspection is time-stamped, geo-located, and stored digitally. Photos provide visual evidence. Failed items trigger immediate action. Auditors can access years of inspection history in seconds.

Key Benefits:

Customizable checklists by vehicle type (trucks, trailers, dollies)
Automatic fault creation when items fail
Photo evidence attached to each inspection
Flexible timing—won't block EWD compliance if delayed
Complete inspection history by vehicle

HVNL reforms Compliance:

Pre-start records demonstrate systematic vehicle safety checks required under SMS Standard 5 (Safety Systems) and support your chain of responsibility obligations.

Fault Management

From Fault Report to Resolution—All in One System

When a driver reports a fault, Hubfleet tracks it through triage, repair, and closure with clear accountability at every stage.

The Problem We Solve:

Faults get reported on whiteboards, in group chats, or verbally in the yard. Workshop staff waste time clarifying what needs fixing. Managers don't know if critical faults have been actioned. Nothing is documented for audits.

With Hubfleet:

Every fault has an owner, a status, and a complete history. Non-critical faults can be monitored with documented reasons (awaiting parts, scheduled for service). Critical faults flow directly into work orders. Email notifications keep everyone informed. Nothing falls through the cracks.

Clear Accountability:

Assign faults to specific staff. Track status from open → monitoring → scheduled → closed. Automatic notifications keep stakeholders informed without constant follow-up.

Smart Documentation:

Pre-configured monitoring and rejection reasons save time while maintaining audit trails. Every status change, assignment, and decision is recorded with timestamps and context.

Work Orders

Combine Services and Repairs in One Job

Create work orders from upcoming services, open faults, or direct entry. Track tasks, parts, labor costs, and completion status in a unified system.

The Problem We Solve:

Workshop staff juggle service schedules, fault lists, and ad-hoc repairs across multiple spreadsheets or notebooks. You can't see total job costs until invoices arrive. Historical data for vehicles is scattered or lost.

With Hubfleet:

One work order can combine a scheduled service plus three open faults. All tasks, parts, and costs tracked in one place. Labor hours × rates calculate automatically. Export to CSV for accounting. Complete job history stored by vehicle forever.

Flexible Creation:

Start from your service schedule, link existing faults, or create ad-hoc work orders for unplanned repairs. Assign mechanics and track progress from start to finish.

Complete Cost Tracking:

Labor, parts, and miscellaneous costs (call-outs, levies) all captured. Automatic totals by service vs. fault repair. Export full cost breakdown for accounting integration.

Service Scheduling

Never Miss Another Service

Set service intervals by kilometers, engine hours, or days—Hubfleet tracks when maintenance is due and alerts you before vehicles become overdue.

The Problem We Solve:

Service schedules live in someone's head, a spreadsheet that's always outdated, or stickers in windscreens. Vehicles go overdue. Warranty claims get rejected. NHVR audits find gaps in service records.

With Hubfleet:

Build service programs (10,000 km A-Service, 500 engine hours, 90-day intervals). Enroll vehicles. The system calculates next service automatically based on odometer and engine hours updated at each pre-start. Dashboard shows what's due this week, overdue vehicles, and upcoming services.

Automated Reminders:

Visual dashboard shows urgency for every vehicle. Filter by "due this week" to plan workshop capacity. Create work orders directly from the schedule with pre-loaded task lists.

Audit Trail Protection:

Service program tasks can't be accidentally deleted—only marked as not applicable with a documented reason. Maintains complete audit trail of what was done or skipped.

Parts & Inventory Management

Track parts usage, costs, and stock levels across your workshop. Automatic stock deduction when parts are used on work orders. Stock levels visible at a glance so you know when to reorder. Complete usage history by vehicle for warranty claims and cost analysis.

The Problem We Solve:

Parts inventory is tracked in notebooks or not at all. You don't know what's in stock without walking to the shelf. Parts costs can't be tied to specific jobs. No way to analyze which vehicles consume the most parts.

With Hubfleet:

Centralized parts catalog with categories, suppliers, and costs. Stock levels update automatically when parts are used on work orders. See at a glance what's in stock and what needs reordering. Complete usage history shows which parts are used most and which vehicles are costing you money.

Cost Visibility:

Every part used on a work order is captured with unit cost and quantity. Roll up costs by vehicle, by job type, or by time period. Identify vehicles that are expensive to maintain and make informed replacement decisions.

Maintenance Reporting

Audit-Ready Reports in Minutes

Generate quarterly maintenance compliance reports for NHVR audits, complete service history by vehicle, and fault resolution metrics—all with a few clicks.

What's Included:

Pre-start completion rates by driver
Faults reported and resolution times
Services completed on time vs. overdue
Work orders closed by mechanic
Total maintenance costs by vehicle or fleet

Export Formats:

PDF for audit submission or CSV for analysis. Run reports monthly or quarterly as needed.

Vehicle History:

Every vehicle maintains complete service and fault history—useful for pre-sale documentation, warranty claims, compliance audits, and fleet replacement planning.

Mobile + Web Platform

Drivers use mobile app

Complete pre-starts, report faults with photos, view vehicle history, access digital permits—all from the same EWD app they're already using for logbook compliance.

Managers use web portal:

Service schedule dashboard, work order management, fault triage, parts inventory, and compliance reporting—optimized for desktop or tablet.

Seamless Integration:

Pre-starts done on mobile create faults visible immediately on web portal. Work orders updated on web trigger notifications to drivers' mobile app. One system, real-time sync.

Integration with Safety Management

Maintenance isn't a standalone tool—it's integrated with your complete Safety Management System.

Maintenance

Blue refresh icon with two circular arrows forming a loop.

Risk Management

Perform risk assessments on faults using a customizable risk matrix. Create items in the risk register based on assessed faults. Track trends to identify systemic risks and measure preventive maintenance effectiveness.

Maintenance

NCRs

Create Non-Conformance Reports from completed or missed pre-start inspections. Track corrective actions through to completion with full evidence chain.

Maintenance

Chain of Responsibility

Track mechanic training records and certifications. Record competency for specialized repairs. Evidence of qualified personnel.

Maintenance

Training

Maintenance records demonstrate due diligence. Pre-start compliance proves driver and operator obligations met. Service history supports "reasonable steps" defense.

Setup Playbook

See How to Build Your SMS in Hubfleet for the step-by-step build path
maintenance management sits in Part 2 (Fleet).

HVNL reforms Compliance Benefits

Hubfleet's maintenance management directly supports multiple HVNL reforms SMS outcome areas:

Risk Management (Outcome Area 2)

Risk assessments on fault reports using customizable risk matrix, NCR creation from pre-start inspections, documented risk evaluation and treatment workflows

People (Outcome Area 3)

Training records for mechanics, competency tracking for specialized repairs, induction documentation

Blue shield icon with a black check mark in the center.

Safety Systems (Outcome Area 5)

Documented maintenance procedures, pre-start checklists, service programs, complete maintenance policy framework

Evidence Generation

Generate compliance reports by vehicle or timeframe. PSOE-ready documentation (Present, Suitable, Operating, Effective). Trend analysis reports showing continuous improvement. Complete audit trail for every decision.

Maintenance Accreditation Under HVNL reforms (Division 3 / SMS Schedule 2)

New under HVNL reforms:

The current NHVAS Maintenance Management module is being replaced by a dedicated Maintenance Accreditation pathway under the new Heavy Vehicle Accreditation (HVA) scheme.

Maintenance Accreditation requires SMS compliance against Schedule 2 of the SMS Standard — covering pre-start inspections, defect management, scheduled maintenance, and vehicle safety systems. It sits alongside General Safety Accreditation (the base tier) and Alternative Compliance Accreditation (for fatigue flexibility).

Who needs Maintenance Accreditation:

Operators who currently hold NHVAS Maintenance Management accreditation

Operators seeking formal recognition of systematic maintenance management

Fleets where vehicle condition is a key safety risk

How Hubfleet supports the transition:

Hubfleet's maintenance module is built around the Schedule 2 requirements from the ground up. Your pre-start inspections, fault tracking, service scheduling, work orders, and parts management already generate the evidence needed for Maintenance Accreditation — including PSOE-ready documentation showing your maintenance systems are Present, Suitable, Operating, and Effective.

Get Started in Days, Not Months

Free guides, tools, and frameworks to start preparing for HVNL today — built by Australian compliance specialists and trusted by 500+ fleets.

Blue binder or folder with three horizontal black lines on the front cover.

HVNL Compliance Guide

What HVNL means for your fleet — explained in plain English

All 5 SMS outcome areas explained
Implementation timeline & milestones
Fleet preparation checklist
Gap assessment framework
Change summary from current HVNL

Read the Guide

HVNL Compliance Toolkit

Free downloadable templates to start preparing today.

Gap analysis template (5 outcome areas)
Pre-audit readiness checklist
SMS implementation tracker
PSOE evidence mapping
Implementation timeline template

Get the Free Toolkit

Audit Preparation Guide

The questions NHVR auditors ask — and where to find your answers.

Common auditor questions by outcome area
Direct answers showing where evidence sits in Hubfleet
PSOE framework explained
Audit-day preparation checklist
Real auditor scenarios

Read the Audit Guide

Want to go deeper?

Browse the full Resources Hub → · HVNL2 Regulatory Analysis →
· Read the blog → · Listen to the Risky Business podcast →

Browse the full Resources Hub

HVNL Regulatory Analysis

Read the blog

Listen to the Risky Business podcast

Frequently asked questions

Do I need to manually enter my fleet details?

Yes. You'll set up your vehicles, service programs, and parts inventory during onboarding. Our team provides guidance to make setup quick and straightforward.

Does it integrate with our existing workshop system (e.g., Gearbox)?

Yes. Hubfleet integrates with Gearbox to share fault data and pre-start failures. Other workshop integrations can be set up on request.

Can mechanics with limited tech skills use this?

Absolutely. Simple, intuitive interface designed for workshop use. Most mechanics are productive within minutes.

What if we only want EWD, not full maintenance?

Start with EWD only ($19 + GST/driver/month) and add maintenance later. However, we recommend the full SMS package ($25 + GST/driver/month) for maximum HVNL reforms compliance benefit.

How does this help with NHVAS Maintenance accreditation?

Hubfleet generates the quarterly compliance reports NHVR requires, tracks pre-start completion rates, and provides auditor access to all records.

Ready to Implement HVNL reforms Maintenance Management?

See how Hubfleet covers pre-start inspections, defect tracking, scheduled maintenance, and PSOE evidence generation in one integrated platform.Maintenance Management — Platform capabilities and pricing HVNL reforms Compliance Toolkit — Free templates and checklists