01
Register the vehicle
Add an asset with a kilometres, miles or hours meter. Create its vehicle profile with a fleet number, VIN or serial number, make and model, responsible driver and receipt currency.
Fleet maintenance software
Keep fuel, vehicle meters and service work together.
Track vehicle identity, fuel receipts, mileage-based service and inspection work in one maintenance workspace.
For small fleets, delivery operations and equipment owners
No card required · plans from $29/month
Where the handoff breaks
A fuel receipt records spend, an odometer records use, and a workshop job records repair. When those records sit in separate spreadsheets, the next service decision depends on someone reconciling them. PreventiveHQ connects the vehicle profile to the same asset record used for maintenance work and service history.
The working customer workflow
02
Record fuel and operating use
Enter the receipt date, litres, total cost and meter reading. The receipt keeps its original currency and the asset meter advances. The application checks existing meter-based maintenance plans for due work.
03
Give the repair a work record
Use asset-linked procedures, work orders and parts records for inspections and service. Keep the observed defect, work performed, actual time and verification together.
04
Review what the totals mean
Review fuel volume and spend for each vehicle. Incorrect receipts can be voided with a reason while their original evidence and service-meter history remain available.
When this fits
Use this workflow when your priority is maintenance execution and a reliable service history for a small fleet. It also fits hour-metered farm machinery and generators that share the same service and fuel record needs.
Current scope
Manual fuel entry and Samsara odometer/engine-runtime imports are supported. Live dispatch maps, route optimization and fuel-card feeds are not part of this connector. Fuel spend is not a complete total-cost-of-ownership calculation, and partial fills do not establish fuel economy.
Verify it against one real workflow
Try the editable vehicle inspection checklist, then install it on a metered asset. In the trial, record a receipt and check that the meter and due service respond as expected.