Maintenance and work orders
Plan preventive maintenance by miles, engine hours or days, run work orders with parts and labor, track meters and vendors, and see maintenance costs per vehicle.
What the Maintenance page is for
Maintenance keeps each vehicle's preventive maintenance (PM) schedule and service history, and the work orders for repairs and services. It uses the odometer and engine hours the ELD reads from the engine (ECM), plus any readings you enter.
Open it from Drivers & fleet > Equipment > Maintenance.
Note: Maintenance is an optional feature (Maintenance). If you do not see it, contact EZ Logs support to turn it on.
Who can do what
- Owner and Carrier admin: everything (programs, work orders, readings, vendors, parts).
- Support (read-only): sees every tab; write buttons are hidden.
The tabs
| Tab | What it shows |
|---|---|
| Overview | Overdue services, Due soon, Open work orders, Cost this month, and Needs attention (the most urgent services) |
| Schedule | Every vehicle and program with Status, Last done, Next due, Remaining and Current meter |
| Work orders | All work orders with priority, status, assignee or vendor, due date and total |
| Programs | Your PM programs and their intervals |
| Meters | Odometer and engine hours per vehicle, with data-quality warnings |
| Vendors and Parts | Outside shops and your parts catalog |
| Costs | Cost by month, by vehicle, and by vehicle and month |
Schedule statuses are OK, Due soon, Overdue and No history (no service recorded yet).
Set up a PM program
- Open the Programs tab and select Add program.
- Enter the Name and choose the Service type (for example Oil change, PM-A, PM-B, DOT annual inspection, Tire rotation, Brake inspection, DEF system or Custom). Add a Description (optional).
- Under Interval (whichever comes first), set at least one of Every (miles), Every (engine hours) and Every (days).
- Under Due soon, set when the service turns Due soon: Percent left, or an absolute Miles left, Hours left or Days left.
- Under Applies to, choose All active vehicles, Selected vehicles or Vehicles with tags (tags are set on the Vehicles page).
- Keep it Active and select Add program.
Due = last service + interval. For a vehicle with no recorded service yet, record its last service so the schedule has a starting point.
Record a service
On the Schedule tab, select Record service on a row. Enter the Date performed, the Odometer (mi) and Engine hours at the time, and optional notes, then select Record service. The next due date and mileage are counted from this point.
Create and complete a work order
- Select New work order at the top of the page. You can also start one from the Schedule tab (Create work order, with the program filled in) or from a DVIR defect.
- Fill in Vehicle, Title, Description, Priority (Low, Medium, High, Critical), Status, Assigned to, Vendor (outside shop) (or In-house), Due date, Tax rate (%), Odometer at service (mi) and Engine hours at service. Tick the PM services the work order covers.
- Select Create work order.
- On the work order page, add Line items with Labor, Part or Other (quantity or hours, unit cost or rate, taxable) and select Save line items. Totals show labor, parts, other, tax and total.
- Add files under Attachments with Attach file (photos and invoices, up to 5 MB) and notes under Notes and activity.
- Change the status (Open, In progress, Waiting for parts) and select Save details as work goes on.
- When the work is done, select Complete. Enter Completed on, the odometer and engine hours, tick the services performed and select Complete work order. The PM schedule for those services restarts from the completion date and odometer.
Completed and cancelled work orders are final.
Important: Completing a work order linked to DVIR defects does not certify the DVIR. Certify the repair on the inspection report as well (49 CFR 396.11(a)(3)). See Reviewing DVIRs and certifying repairs.
The Overview warns when open DVIR defects have no work order yet.
Meters
The Meters tab shows each vehicle's current odometer and engine hours, whether they come from the ECM or a Manual entry, any ECM offset, and Data quality problems such as an odometer that went backwards or jumped. Select History on a vehicle to see all readings. There you can enter a Manual reading, or Override the ECM value when the engine reports a wrong number, and void wrong entries.
Costs
On the Costs tab, pick the From and To months and optionally a Vehicle to see total, labor, parts, and other and tax costs. Select Export CSV to download them. The Schedule tab also has Export CSV.
Alerts and reports
- With the optional Alerts feature, use the Maintenance due and Work order overdue rules. See Alerts and geofences.
- With the optional Reports feature, the Maintenance costs report shows cost per vehicle and month and overdue services. See Reports.
Related pages
- Reviewing DVIRs and certifying repairs
- Alerts and geofences
- Documents, expiries and driver qualification files (registration and annual inspection documents)