Available With: UpKeep CMMS subscription
What Is UpKeep Fleet?
UpKeep Fleet extends UpKeep’s core maintenance workflows to commercial vehicles. Instead of tracking vehicles in spreadsheets or separate fleet tools, Fleet allows you to manage vehicles as purpose-built assets—complete with VIN data, digital inspections, and usage-based maintenance.
How UpKeep Fleet Works
UpKeep Fleet uses the same workflows you already know in UpKeep—enhanced with vehicle-specific features. With UpKeep Fleet, you can:
Add vehicles quickly using VIN lookup
Replace paper DVIRs with digital inspections
Schedule maintenance by mileage or engine hours
Track all vehicle work in one system
Manage vehicles and equipment together in UpKeep
Setting Up Your Fleet
UpKeep Fleet enables fleet operators to track and manage every step of their operations, from vehicle data capture to maintenance execution. See step-by-step instructions below on how to get you and your team up and running in the Fleet system.
Vehicle Setup
How to Add Vehicles Using VIN Lookup
You can create vehicles in UpKeep Fleet using a VIN to automatically populate vehicle details.
Steps:
In the UpKeep web app, go to Fleet > Vehicles
Select Add Vehicle
Enter the VIN
Review the auto-populated vehicle details
Save the vehicle
Once added, the vehicle is ready for inspections, maintenance, and work orders.
Digital Vehicle Inspection Reports (DVIRs)
How to Complete Digital Vehicle Inspection (DVIRs)
Drivers will complete inspections directly from the UpKeep mobile app (coming soon).
Step 1: Create an Inspection Template
In the UpKeep web app, navigate to Inspections from the left-hand menu.
Click Add Inspection.
Use UpKeep’s AI Checklist Builder to generate your inspection form.
Enter a prompt describing the inspection you need.
Example prompt:
Create a DOT-compliant daily pre-trip inspection checklist for a construction fleet operating Class 7–8 diesel trucks.
The AI will generate a structured checklist that you can review and customize as needed. You can also create inspections from scratch or upload existing ones.
Step 2: Assign Vehicles
Once your inspection template is finalized:
Assign the relevant fleet vehicles to the checklist.
Drivers assigned to those vehicles will complete the inspection from the mobile app.
Preventive Maintenance Scheduling
How to Schedule Preventive Maintenance by Usage
UpKeep Fleet supports preventive maintenance based on how vehicles are actually used.
Steps:
To schedule preventive or conditional maintenance for vehicles:
Log in to the UpKeep web app
Go to Preventive Maintenance
Click Create PM
Build your preventive or condition-based maintenance following standard PM best practices
Use mileage, engine hours, or time-based triggers as needed
In the Asset field, select the Fleet vehicle(s) you want to assign the PM to
Save the PM
Once created, the PM schedule will appear in the vehicle’s asset record, along with its full maintenance history.
UpKeep automatically creates work orders when maintenance is due.
Work Order Management
View Work Orders & Vehicle History
Connect work orders directly to vehicles, creating a complete, audit-ready maintenance history.
Steps:
In the UpKeep web app, go to Fleet > Vehicles
Select a vehicle to open to review its full history like recalls, inspections and work orders
To create a new work order:
Click Create Work Order from the vehicle record
Complete the work order fields including tasks, assign technicians, priority
Technicians complete the work order as normal (labor, parts, notes)
Once closed, the work order is automatically added to the vehicle’s history
