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 Assets → 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 perform inspections directly from the UpKeep mobile app.
Steps:
Open the UpKeep mobile app
Tap Inspections
Select the vehicle
Complete the inspection checklist
Add photos or comments if needed
Submit the inspection
Inspection results are saved automatically and visible to managers and technicians.
Preventive Maintenance Scheduling
How to Schedule Preventive Maintenance by Usage
UpKeep Fleet supports preventive maintenance based on how vehicles are actually used.
Steps:
In the UpKeep web app, open a vehicle record
Select Preventive Maintenance
Choose mileage, engine hours, or time-based triggers
Assign tasks and frequencies
Save the schedule
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 Assets → Vehicles
Select a vehicle to open to review its full history: inspections, work orders, parts, and labor
To create a new work order:
Click Create Work Order from the vehicle record
Add tasks, assign technicians, and set priority
Technicians complete the work order as normal (labor, parts, notes)
Once closed, the work order is automatically added to the vehicle’s history
The work order is already populated with the vehicle, recall details, and recommended remedy. Just assign a technician, set a due date, and you’re done. The entire process is tracked, ensuring a complete audit trail for compliance.