The short answer: List every vehicle with its VIN, look up the manufacturer's maintenance schedule for that exact make, model, and engine, and record the mileage and date of its last service for each item (oil, tires, brakes, filters, fluids). Then compare current mileage against those intervals every week and book whatever is coming due. The schedule is the easy part; booking the work every time is where most small fleets fall behind. HoneyRuns' AI agent, Riggs, keeps one schedule per vehicle and books the work when it comes due.
Step 1: List your vehicles
For each vehicle: unit number, VIN, year, make, model, engine, and current mileage. If you have telematics, mileage is already there.
Step 2: Use each vehicle's own schedule
Look up the manufacturer's schedule for each VIN, not one generic list for the whole fleet. A 2022 Ford Transit and a 2019 Ram ProMaster have different intervals for oil, transmission fluid, spark plugs, and more. Owner's manuals and manufacturer websites list them.
Most service fleets should use the severe service schedule. Lots of idling, short trips, heavy loads, towing, and dusty roads all count, and most work vans hit at least one.
Step 3: Record the last service for each item
For every item on the schedule, write down the mileage and date it was last done. If you do not know, pull the last invoices from your shops, or treat it as due now and start fresh.
Step 4: Check it every week
Each week, compare current mileage and date against each item's interval. Anything within 10 to 20% of its interval is coming due. Book it now, while you can pick a time that fits the vehicle's jobs.
A simple layout:
| Vehicle | Item | Interval | Last done (mi) | Now (mi) | Due at (mi) | Status |
|---|---|---|---|---|---|---|
| Van 4 | Oil & filter | 5,000 mi / 6 mo | 31,200 | 35,800 | 36,200 | Coming due |
| Van 4 | Tire rotation | 7,500 mi | 30,000 | 35,800 | 37,500 | OK |
Step 5: Book the work, then record it
A schedule nobody acts on does nothing. Book the coming-due items with your shop or mobile mechanic, group items that are close so the vehicle goes in once, and record the service when it is done so the next due date is right.
Common mistakes
- One interval for the whole fleet. It over-services some vehicles and under-services others.
- Mileage only. Low-mileage vehicles still need service on a time basis.
- Trusting the sticker. The sticker tells the driver, not you.
- No owner. The schedule exists, but nobody is responsible for booking from it.
Keeping the schedule running
Riggs keeps track of each vehicle's service intervals. It reads mileage from telematics, tracks completed service, and books coming-due work with your shops around each vehicle's jobs. When the service is done, Riggs records it and the next due date moves forward.
Frequently Asked Questions
Q: How do I create a preventive maintenance schedule for my fleet? A: List each vehicle by VIN, use the manufacturer's maintenance schedule for that exact vehicle (usually the severe-service version), record when each item was last done, and check current mileage against those intervals weekly.
Q: How often should fleet vehicles get preventive maintenance? A: It depends on the vehicle and how it is used. Use each manufacturer's schedule and the severe-service intervals for vans that idle, tow, or make many short trips.
Q: Should a small fleet use maintenance software? A: A spreadsheet works for a handful of vehicles. As the fleet grows, software or an AI agent that reads mileage automatically keeps the schedule accurate with less manual work.
Q: What is the hardest part of a fleet PM program? A: Acting on it. Most fleets know what is due; the gap is booking the work, getting the vehicle there, and recording it every time.
Get Started with HoneyRuns
See what is coming due on every vehicle and let Riggs book the work. Get started.
HoneyRuns gets fleet maintenance done. It watches mileage, intervals, and telematics, books the repair with the shops and vendors you already use, stays on the driver and the shop until the vehicle is back, and logs the completed service in the system you already run. Your team approves repair estimates before work goes ahead. Founded by fleet operators who manage 70 vehicles across three fleets today.