Stop chasing spreadsheets for service history
Maintenance as a system, not a scramble
Start with work orders and cost tracking. Add parts, vendors, and inspections as you grow.
Work orders
Create, assign, track through to completion. Full job history in one place, tied to the right asset.
Parts inventory
Stock levels, reorder points, vendor history. Know what you have and what each part costs.
Vendor directory
Suppliers with contact, pricing, lead times, and service history. Tied directly to work orders.
Cost visibility
Fuel, parts, labour, and expenses per vehicle. Monthly trends per asset surface high-cost vehicles.
Assign, track, complete. Nothing lost between the yard and the workshop.
Create a work order with an asset, status, schedule, cost estimate, and description. Assign to a team member in Yipii. Attach photos from inspection defects. Link parts used and vendor invoices. The full job history stays with the vehicle record forever.
- Work orders with status, schedule, and cost
- Assignments, handovers, and progress notes
- Photos and defect details carry from inspections
- Complete history on every asset
Included with Yipii Mobility, the operations product you can run on its own or alongside Yipii IoT. One subscription covers everything in the app, so no feature here is sold separately. What Yipii Mobility includes
From defect to work order, nothing gets forgotten
A driver comes back from a run to Mrieħel and mentions a brake squeal on the way out. On most fleets that sits in his head until someone remembers it. In Yipii it becomes an issue against that vehicle, with a photo on it, before he finishes the shift.
- 1
The defect gets captured
A failed inspection item raises an issue on its own and brings the inspector photo, comment and severity across with it. Drivers raise issues from the app on the vehicles assigned to them, anyone can raise one from the dashboard, and automation rules raise them from background checks. Yipii fills in the reporter, the date and the source.
- 2
It gets a priority and a status
Every issue carries a priority of low, medium, high or critical, and a status of open, in progress, resolved or "won't fix". The count of critical issues still open sits on the dashboard, so a brake fault does not sink underneath forty cosmetic scratches.
- 3
It becomes a work order
Promoting an issue creates the work order with the asset, the corrective type, the description and the priority already filled in. Parts come off inventory, labour hours log against the job, and estimated cost sits beside actual. The issue stays open until you resolve it: closing the repair does not close it for you, because someone still has to confirm the fault has gone.
Tasks for the jobs that are not repairs
Not every job is a defect. A compliance check before a route goes out, a driver report that needs a phone call back: those are tasks. Title, description, assignee, due date, and an estimate in hours if you want one. There are no parts or labour lines behind a task, because there is nothing to cost.
Type them as general, maintenance, inspection, compliance or follow-up, and set a priority of low, medium, high or urgent. On hold is the status for a task waiting on somebody else, which keeps it off the active board without losing it.
- Table viewSearchable, sortable, with filter chips to narrow the list down.
- Kanban boardFive columns, one per status. Drag a card across and the status moves with it.
Statuses, permissions and the full field list are written out in the issues guide and the tasks guide in the Yipii Mobility docs.
Set the service interval once, across the whole fleet
Forty vans on a 10,000 km oil change means forty separate countdowns, and the one that slips is always the van that spent a fortnight off the road. A fleet service plan is that rule written once. Pick the interval, pick what it covers, and Yipii creates a real schedule on every vehicle in scope, each counting down against its own odometer.
Plans, applied across a group
Set the interval in kilometres or in days, weeks, months or years, then point the plan at a single asset, an asset group (the usual choice) or the whole account. Six templates are ready to use: oil and filter change, tyre rotation, brake inspection, annual roadworthiness (VRT), air conditioning service and major service. Every covered vehicle then reads as overdue, due soon, on track or paused.
Kits, applied to a work order
A service kit is the parts and the labour for one job bundled together: the filter, the oil, the quantities, and the labour line with its default hours and rate. Apply the kit in the parts and labour tab of a work order and the whole bundle drops in at once. Prices copy across at the moment you apply it, so a price change in inventory next month leaves a closed job alone. Editing a kit later does not reach back into work orders that already used it.
Tasks, defined once and reused
Underneath both sits the task library: oil change, brake pads, filters, battery service, each with a category, default labour hours, a default hourly rate and the parts it usually takes. We ship a starter set you can read but not edit, and your own tasks sit alongside it. Name a task on a plan and completing that work order resets the countdown.
Kits pull from the same shelf as everything else, so check parts and inventory levels before you build one. Intervals, templates and the full field list are written out in the fleet service plans guide and the service kits guide.
Know what you have. Know what it cost. Reorder before you run out.
Parts inventory with categories, stock levels, storage locations, and unit costs. Reorder alerts when stock drops below your threshold. Costs roll up per vehicle so the monthly trend per asset is obvious at a glance.
- Inventory with stock, location, and reorder points
- Automatic alerts when stock drops below threshold
- Cost per vehicle, per month, per category
- Fuel logs and operational expenses per asset
A central directory your team actually uses
Each vendor with name, type (maintenance, parts, fuel, towing, inspection, repair), contact details, lead times, and notes. Attach the right vendor to the right work order so your team always knows who to call. Vendor history per asset shows who did what.
- Vendor directory with contact and type
- Vendor tied to specific work orders
- Lead times and service history per vendor
- Compare vendors by cost and response time
Warranties and recalls, tracked against the asset
A gearbox goes at 92,000 km on a van you bought three years ago. Whether that repair lands on your budget or the manufacturer's comes down to whether anybody remembers the extended warranty and can find the paperwork before the job is booked in.
Cover on the vehicle and on the part
Record a warranty against the whole vehicle or against one component: an engine, a gearbox, a set of tyres. There are five types: manufacturer, extended, dealer, third party and service contract. Cover ends at whichever comes first, the expiry date or the mileage cap, and the mileage side updates daily from the odometer. Days left and kilometres left both sit on the warranty page, beside what you have claimed and what is still available.
Reminders at 90, 60, 30 and 7 days
Email goes out at each of those four points before a warranty expires, and again when mileage comes within 10% of the cap. Anything expiring inside 30 days shows on the dashboard. That schedule is fixed, so if you want different timings, build them as rules in Automations.
Claims start inside the work order
Raise the work order for the affected asset or part and any live cover surfaces on it as a banner, before anyone pays out of pocket for a repair the manufacturer owes. Enter the claim amount and it counts against the maximum on the policy, with the deductible taken per claim. Once claims pass that cap, the warranty reads as exhausted. The supplier side of the same job sits in purchase orders and vendors.
Recalls, matched to the vehicles you own
You enter a recall from the manufacturer notice or the NHTSA campaign, then match it to your fleet by VIN, by make, model and year, or by picking the assets by hand. Each one carries a severity of low, medium, high or critical, and a status of active, in progress, closed or superseded. Drivers see a badge on their assigned vehicle in the app, with no email by default. Entry is manual: nothing pulls recalls in for you yet, and automatic NHTSA import is on the roadmap without a date on it.
Roadworthiness dates and the rest of the paperwork live in document and licence expiry tracking. Coverage types, claim caps and the matching rules are set out in the warranties guide and the recalls guide.
Frequently asked
Put the dates on the vehicle, not in someone's head. Each asset in Yipii carries its service schedule and its documents, and anything with an expiry or due date raises a reminder before it passes, so a VRT test or a service interval becomes a diary item instead of a surprise. When the work happens, it is logged as a work order against the same vehicle, so next year you also know what was done and what it cost.
Work orders, issues, tasks, inspections, parts inventory, fuel logs, expenses, and vendor management, all tied to each asset. Single place to track what happened, what it cost, and what needs attention next. A defect found on an inspection becomes an issue, and an issue you decide to act on becomes a work order, so the run from discovery to repair stays in one system. Most fleets start with work orders and cost tracking, then add parts and vendor management as they grow.
An issue is a defect reported against an asset: a fluid leak spotted on a walk-around, a brake squeal a driver flagged, an inspection item that came back as a fail. A work order is committed maintenance with scheduled time, allocated parts, labour and expected cost. Issues sit upstream of work orders. You triage them by priority, and the ones worth acting on get promoted to a work order with the asset, type, description and priority copied across. Issues can be resolved without ever becoming a work order.
Yes. Tasks cover work outside the maintenance pipeline: a vendor follow-up, a compliance check before a route goes out, a driver report that needs a phone call. Each task has a title, description, type, assignee, due date and an optional estimate in hours, with no parts or labour costed behind it. Work them as a sortable table or as a Kanban board with five columns: open, in progress, on hold, completed and cancelled. Cards sort themselves by priority, then due date, so the urgent ones rise to the top of a column on their own.
Work orders are assigned to internal users in Yipii, so your team owns the workflow end to end. Many fleets use this for accountability even when outside contractors perform the work. The assigned user is responsible for tracking the job; contractors are linked via the vendor directory.
Fuel logs and expenses are entered manually for now, with clean fields that keep entries consistent across the fleet. Because they tie to the vehicle directly, reporting stays accurate and searchable. Automatic fuel imports from card providers are on the roadmap.
Central directory of vendors with name, type (maintenance, parts, fuel, towing, inspection, repair), contact details, and notes. Vendors reference directly inside work orders, so the right provider attaches to the job. Common types: maintenance, parts supplier, fuel, insurance, towing, inspection, repair.
Yes. Fuel purchases, repair invoices, parts, and operational expenses all tie to each vehicle. Cost trends by vehicle, team, or time period show what each vehicle costs to run month after month. Identify high-cost vehicles early for maintenance prioritisation, budgeting, and replacement decisions.
Yes. Service reminders trigger by time or mileage (where odometer data comes in from Yipii IoT). DTC fault codes from OBD devices surface in the maintenance view automatically. Yipster AI can look up DTCs and create work orders from a conversation.