Maintaining a well-functioning and maximizing fleet utilization is crucial for the success of a trucking company, especially during these challenging times. To stay ahead, carriers must effectively manage their truck maintenance schedule, contain their truck maintenance cost per mile, and implement a robust truck preventive maintenance program.  

In 2023, the best way to achieve this is by leveraging semi-truck maintenance software. In this article, we’ll explore the top semi-truck maintenance software on the market, with a special focus on EnvioHQ, which offers a perfect balance of simplicity and advanced features to always be in sync with the pulse of your fleet. 

The Importance of Truck Maintenance 

Creating a Truck Maintenance Schedule 

A truck maintenance schedule is a systematic plan outlining the regular inspections, repairs, and replacements necessary to keep a truck running efficiently, safely, and with minimal downtime. This schedule is crucial for fleet managers and truck owners to ensure their vehicles remain in optimal condition, prolong their lifespan, and adhere to safety regulations. 

A comprehensive truck maintenance schedule can typically be created based on the following categories: 

Time-based maintenance 

Time-based maintenance tasks are performed at regular intervals, such as every month or every few months, depending on the manufacturer’s recommendations and the truck’s specific usage. Examples of time-based maintenance include oil and filter changes, coolant flushes, and lubrication of chassis components. 

Mileage-based maintenance 

Mileage-based maintenance tasks are performed after the truck has traveled a certain number of miles. These tasks can include tire rotations and alignments, brake system inspections, and replacement of wear-and-tear components like belts and hoses. The mileage intervals for these tasks may vary depending on the type of truck, its usage, and the manufacturer’s guidelines. 

Performance-based maintenance 

Performance-based maintenance tasks are carried out when specific performance indicators show signs of wear or potential issues. For example, a truck may require suspension work if it starts to demonstrate uneven tire wear or handling issues. Regular diagnostic checks and inspections can help identify these performance-related concerns and address them before they escalate. 

Seasonal maintenance 

Trucks operating in regions with varying seasonal conditions may require additional maintenance tasks to prepare for and adapt to changing weather patterns. Examples of seasonal maintenance include inspecting and maintaining the heating and air conditioning systems, checking the coolant’s freeze point, and ensuring the proper function of wiper blades and washer fluid systems. 

Unscheduled maintenance 

Unscheduled maintenance refers to any repairs or replacements that arise due to unexpected breakdowns or accidents. While unscheduled maintenance is typically not part of a regular maintenance schedule, it’s essential to address these issues promptly to minimize downtime and potential safety risks. 

Record-keeping and documentation 

A vital aspect of a truck maintenance schedule is maintaining accurate records of all completed maintenance tasks, inspections, and repairs. Documentation helps track the truck’s maintenance history, identify trends, and ensure compliance with regulatory requirements. 

By adhering to a comprehensive maintenance schedule, fleet managers and truck owners can ensure the longevity and reliability of their vehicles. 

Truck Preventive Maintenance 

Implementing a truck preventive maintenance program is essential for reducing the risk of mechanical breakdowns, improving safety, and prolonging the lifespan of your vehicles. This involves creating a truck preventive maintenance checklist, which is usually in a PDF or Excel format, that outlines all necessary tasks and inspections to be carried out at regular intervals. TMS software like EnvioHQ is working on securing integration partners that will soon allow drivers and fleet managers to perform these checks using their phone or a tablet and properly document historical data of each inspection event.  

Truck preventive maintenance is a proactive approach to maintaining and servicing trucks, aiming to identify and address potential issues before they become major problems. By following a structured preventive maintenance plan, fleet managers and truck owners can reduce downtime, improve vehicle performance, and extend the life cycle of their trucks. 

A well-rounded preventive maintenance plan should cover various aspects of the vehicle, including the engine, transmission, drivetrain, suspension, brakes, tires, and electrical systems. Here are some essential components of a truck preventive maintenance plan: 

Regular inspections 

Periodic visual and hands-on inspections are critical for identifying wear, damage, or potential issues with various truck components. Inspections may include checking fluid levels, looking for leaks or cracks, examining belts and hoses, evaluating tire condition, and assessing the function of lights and other electrical systems. 

Fluid and filter replacement 

Changing fluids and oil, fuel and air filters at recommended intervals is essential for maintaining optimal engine performance and preventing damage. Aside from motor oil and filter, this process includes changing, transmission and drivetrain fluid, coolant, and hydraulic fluids. Keeping up with these changes helps to minimize wear on internal components and reduce the risk of breakdowns. 


Proper lubrication of the truck’s moving parts, such as chassis components, suspension, and drivetrain, helps to reduce friction, minimize wear, and extend the life of these components. Regular lubrication intervals should be established based on the manufacturer’s recommendations and the truck’s specific usage. 

Brake system maintenance 

Regular brake system maintenance is crucial for ensuring the safety of the truck and its occupants. This includes inspecting brake pads and drums, checking brake fluid and hub levels, and evaluating the condition of brake lines, hoses, and other components. Regular brake maintenance helps to maintain optimal stopping performance and prevent premature wear or damage. 

Tire maintenance 

Tire maintenance is critical for ensuring safe and efficient operation of the truck. This includes regular tire pressure and thread depth checks, tire rotations, and alignments. Proper tire maintenance helps to maximize tire life, improve fuel efficiency, and reduce the risk of tire-related accidents. 

Electrical system maintenance 

Maintaining the truck’s electrical system is essential for optimal performance and preventing potential electrical failures. This includes checking the condition and charge of the battery, inspecting wiring and connections, and ensuring the proper function of lights, sensors, and other electrical components on truck and trailer. 

Following manufacturer recommendations 

Each truck make and model may have specific maintenance recommendations from the manufacturer. Adhering to these guidelines helps to ensure the best possible performance and lifespan for the truck, while also maintaining any applicable warranties. EnvioHQ is equipped with over 500 different service tasks that can help you annotate every service event for any type of heavy-duty vehicle in your fleet.  

The Role of Semi-Truck Maintenance Software 

Truck maintenance software streamlines the management of maintenance tasks, offering tools to track maintenance logs, generate checklists, and monitor costs for each unit, helping fleet managers make informed decisions about their operations. 

Semi-truck maintenance software plays a crucial role in streamlining the management of a truck fleet’s maintenance activities. It helps fleet managers and truck owners stay organized, on schedule, and proactive in addressing maintenance needs. EnvioHQ stands out as a leading maintenance software solution, offering numerous benefits that make it the ideal choice for managing truck maintenance tasks. Here are some of the benefits of using a TMS with a maintenance module like EnvioHQ:  

Centralized Data Management 

EnvioHQ provides a centralized platform for tracking all maintenance-related information. It consolidates data from different sources, making it easier for fleet managers to access and analyze information about their trucks. With EnvioHQ, you can easily track the maintenance history of each truck, upload receipts, and keep detailed records of all maintenance activities. 

Customizable Maintenance Schedules 

EnvioHQ enables you to create customized maintenance schedules for each truck, taking into account the manufacturer’s recommendations and the specific needs of your fleet. By automating the scheduling process, EnvioHQ ensures that no maintenance task is overlooked and helps you avoid costly breakdowns and downtime. 

Automated Alerts and Notifications 

EnvioHQ’s automated alert system notifies fleet managers and drivers about upcoming maintenance tasks, preventive measures, and annual DOT inspection expiration dates. This feature ensures that your trucks stay in compliance with industry regulations and operate at peak performance levels. 

Comprehensive Maintenance Checklists 

EnvioHQ offers customizable maintenance checklists for various types of truck components, including preventive maintenance, inspections, and repairs. These checklists help standardize maintenance procedures, ensuring that all necessary steps are taken to address potential issues and maintain optimal truck performance. 

Cost Analysis and Reporting 

EnvioHQ provides detailed cost analysis and reporting tools, allowing you to track your maintenance expenses per mile and per truck. With this data, managers can make informed decisions about their maintenance strategies, identify areas for improvement, and optimize their fleet’s overall efficiency. 

Simplified Fleet Management 

EnvioHQ’s user-friendly interface and intuitive design make it easy for both experienced and novice users to navigate and manage their truck maintenance activities. The platform’s simplicity allows fleet managers to focus on what’s important – ensuring their trucks are well-maintained and operating efficiently. 

EnvioHQ offers a powerful, comprehensive solution for managing semi-truck maintenance activities. By streamlining data management, automating scheduling and notifications, and providing detailed cost analysis, EnvioHQ helps fleet managers optimize their maintenance strategies, reduce downtime, and improve overall fleet efficiency. 


How do I keep track of my truck maintenance? 

Truck maintenance software like EnvioHQ helps you keep track of all maintenance tasks and schedules, ensuring you never miss a preventive maintenance task or annual DOT inspection. Keeping track of your truck maintenance is also essential to ensure the efficiency and longevity of your vehicles. EnvioHQ is a powerful maintenance software that allows you to effectively manage all aspects of truck maintenance.  

With EnvioHQ, you can create customizable maintenance schedules, set automated alerts and notifications for upcoming tasks, maintain detailed maintenance logs, and access comprehensive maintenance history with the ability to upload receipts.  

By using EnvioHQ, you will have a centralized platform to manage your truck maintenance activities, ensuring that your fleet stays in top condition and operates smoothly. 

What is preventive maintenance software? 

Preventive maintenance software assists in the management and scheduling of routine maintenance tasks for vehicles, ensuring that they are performed in a timely manner to prevent breakdowns and costly repairs. This type of software, such as EnvioHQ, enables users to create and follow customized maintenance schedules, set automated reminders, and monitor the overall health of their trucks. Preventive maintenance software helps reduce vehicle downtime, lowers maintenance costs, and increases fleet efficiency by addressing potential issues before they escalate into significant problems. 

What are the elements of preventive maintenance? 

Preventive maintenance involves a combination of elements designed to maintain the optimal performance of trucks and prolong their lifespan. Key elements of preventive maintenance include: 

  • Regularly scheduled maintenance tasks, such as oil changes, filter replacements, and fluid checks. 
  • Periodic inspections, including visual checks for wear and tear, leaks, and damage. 
  • Lubrication of moving parts to reduce friction and wear. 
  • Replacement of worn or damaged components, such as belts, hoses, and brake pads. 
  • Tire maintenance, including proper inflation, rotation, and alignment. 
  • Electrical system checks, including battery, starter, and alternator tests. 
  • Cooling system maintenance to prevent overheating and ensure optimal engine performance. 

EnvioHQ streamlines these preventive maintenance elements by providing customizable maintenance schedules, comprehensive checklists, and automated alerts to ensure your fleet stays in peak condition. 

What is basic maintenance for a truck? 

Basic maintenance for a truck involves a series of tasks aimed at preserving the vehicle’s functionality, safety, and efficiency. Some fundamental maintenance tasks include: 

  • Regular oil and filter changes to ensure proper lubrication and reduce engine wear. 
  • Inspection and replacement of air filters to maintain optimal engine performance. 
  • Checking and topping off fluid levels, such as coolant, brake fluid, and power steering fluid. 
  • Tire maintenance, including regular rotation, alignment, and maintaining proper inflation levels. 
  • Brake system inspection and maintenance, including brake pad and rotor checks. 
  • Regularly inspecting belts and hoses for wear and tear and replacing them as needed. 
  • Battery maintenance, including cleaning terminals and ensuring the battery is securely fastened. 

By using EnvioHQ, you can effortlessly manage these basic maintenance tasks for your trucks, ensuring that your fleet operates efficiently and safely. 

What is included in a truck PM? 

A truck Preventive Maintenance (PM) service typically includes the following tasks: 

  • Oil and filter changes 
  • Inspection and replacement of air filters, fuel filters, and cabin filters 
  • Lubrication of chassis and driveline components 
  • Checking and adjusting tire pressure, as well as tire rotations and alignments 
  • Inspection of the brake system, including pads, rotors, and brake fluid levels 
  • Checking and topping off all fluid levels (e.g., coolant, transmission fluid, power steering fluid) 
  • Inspection of belts, hoses, and other wear-and-tear components 
  • Visual inspection for leaks, damage, or other potential issues 
  • Updating maintenance logs and records 


In 2023, the best semi-truck maintenance software is EnvioHQ. Its simplicity, combined with a detailed list of service tasks, makes it an invaluable tool for fleet managers seeking to optimize their operations and reduce costs.  

By utilizing EnvioHQ and implementing a robust truck preventive maintenance program, trucking companies can ensure the longevity of their fleet and maintain a competitive edge in the trucking industry. 

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