Fix It Before It Breaks.Spend Less Doing It.
Reactive maintenance costs 3-5x more than preventive. T-ERP's maintenance engine schedules services based on actual usage, predicts failures before they happen, and tracks every part, every cost, every hour. Your workshop becomes a profit centre, not a cost centre.
Key Numbers
The Problem
What we see in the field
Vehicles break down on the road, not in the workshop
No service schedule, no early warning. Breakdowns happen at the worst possible time and cost 3-5x more to fix than planned maintenance.
You have no idea what maintenance actually costs per vehicle
Workshop costs go into a general account. You cannot tell which vehicles are money pits until it is too late.
Parts go missing and warranties expire unclaimed
No stock system, no warranty register. You buy parts you already have and pay for repairs that should be covered.
T-ERP solves all of this.
How It Works
Maintenance in T-ERP
A detailed look at every capability in this department and how the system handles it.
Work Orders
Full lifecycle from request to completion with parts, labour, and audit trail.
Any staff member can raise a maintenance request from the ERP or mobile app. Workshop managers review requests and convert them to work orders, allocating parts, labour hours, and external suppliers as needed.
Work orders move through a defined workflow: Requested, Approved, In Progress, Awaiting Parts, Completed, Closed. Every status change is logged with a timestamp and the user who made it.
The complete audit trail from initial request to final sign-off is stored against the asset record. Every repair, every part, every cost - permanently linked to the vehicle.
Work Order Flow
Preventive Maintenance Plans
Scheduled services based on time intervals or meter readings.
Define maintenance plans for each vehicle type: 10,000 km service, 3-month inspection, annual roadworthy. T-ERP monitors actual meter readings from telematics and creates work orders automatically when a service is due.
Service due alerts appear on the fleet dashboard and are sent to the workshop manager and the relevant driver. Vehicles are never sent out on a trip when they are overdue for service.
Multiple triggers can be combined: a service is due at 10,000 km OR 3 months, whichever comes first. The system handles the logic automatically.
Maintenance Triggers
- Kilometre-based intervals
- Time-based intervals
- Engine hours
- Combined triggers
- Seasonal schedules
- Manufacturer recommendations
Predictive Maintenance AI
Machine learning analyses failure patterns to predict when assets will need service.
T-ERP's predictive maintenance engine analyses historical failure data across your fleet to identify patterns. If a specific engine component tends to fail at 85,000 km on a particular vehicle model, the system flags it before it happens.
Telematics data feeds the prediction model: unusual vibration patterns, temperature spikes, and performance degradation are early indicators of impending failure. The system surfaces these as predictive alerts.
Predictions are ranked by confidence and urgency. Workshop managers see a prioritised list of vehicles that are likely to need attention in the next 30 days, allowing proactive scheduling.
Predictive Impact
Parts & Inventory
Full stock integration with auto-reorder and parts allocation.
The parts store is fully integrated with the maintenance module. When a work order is created, parts are requested from stock. The system checks availability, reserves the parts, and updates stock levels in real time.
Minimum stock levels trigger automatic purchase requisitions when parts run low. You never run out of critical spares. Procurement is driven by actual consumption data, not guesswork.
Parts are costed to the work order at actual purchase price. The total cost of every repair - parts, labour, and external services - is calculated automatically and posted to the vehicle P&L.
Parts Management
- Stock on hand
- Reserved for work orders
- On order from suppliers
- Minimum reorder levels
- Cost per part history
- Supplier lead times
Warranty Tracking
Register warranties, track expiry, and link claims to work orders.
Every part and component with a warranty is registered in T-ERP with the supplier, warranty period, and terms. When a work order is raised for a failure, the system checks if any affected parts are still under warranty.
Warranty claims are raised directly from the work order. The claim is linked to the original purchase order, the warranty terms, and the failure description. No more searching through filing cabinets.
Warranty recovery tracking shows you how much you have claimed back from suppliers and how much is outstanding. Stop leaving money on the table.
Warranty Recovery
Cost Analysis
Maintenance cost per asset, per kilometre, and failure code analysis.
The maintenance cost dashboard shows total spend per vehicle, cost per kilometre, and cost breakdown by category (tyres, engine, brakes, electrical) for any date range. Identify your most expensive assets instantly.
Failure code analysis groups work orders by failure type across the fleet. If brake failures are spiking, you see it as a trend before it becomes a safety issue.
Budget vs actual reporting shows maintenance spend against the planned budget by vehicle, by category, and by workshop. Know when you are overspending before the month ends.
Cost Reports
- Cost per vehicle
- Cost per kilometre
- Failure code analysis
- Budget vs actual
- Supplier cost comparison
- Workshop efficiency
End-to-End Workflow
How Maintenance flows through T-ERP
Service Due Alert
System detects vehicle approaching service interval. Alert sent to workshop manager.
Work Order Created
Workshop manager creates work order. Parts reserved from stock. Labour allocated.
Work Executed
Technician completes the work. Parts consumed. Labour hours logged.
Quality Sign-Off
Workshop manager inspects and signs off. Vehicle cleared for return to service.
Costs Posted
Total cost calculated and posted to vehicle P&L and general ledger automatically.
Service Due Alert
System detects vehicle approaching service interval. Alert sent to workshop manager.
Work Order Created
Workshop manager creates work order. Parts reserved from stock. Labour allocated.
Work Executed
Technician completes the work. Parts consumed. Labour hours logged.
Quality Sign-Off
Workshop manager inspects and signs off. Vehicle cleared for return to service.
Costs Posted
Total cost calculated and posted to vehicle P&L and general ledger automatically.
Platform Integration
How Maintenance connects to the rest of T-ERP
Every department in T-ERP shares a single database. Data flows automatically - no manual transfers, no reconciliation.
Asset profiles and meter readings drive maintenance schedules
Work order costs post automatically to the general ledger
Maintenance records feed vehicle fitness and roadworthiness compliance
Predictive AI analyses failure patterns and generates proactive alerts
Operational Guides
Maintenance Guides
3 in-depth guides for operators
Preventive vs Reactive Maintenance: The True Cost for SA Fleets
Reactive maintenance - fixing things after they break - costs far more than preventing failures in the first place. This guide breaks down the real numbers for South African fleet operators.
- The Real Cost of Reactive Maintenance
- What Is Preventive Maintenance?
- Calculating Your Maintenance Cost Per Kilometre
- +3 more sections
Work Order Management: Running an Efficient Workshop
A well-run workshop depends on clear work orders, accurate parts tracking, and complete audit trails. This guide explains how to manage workshop operations effectively.
- What Is a Work Order?
- The Work Order Lifecycle
- Parts and Labour Allocation
- +3 more sections
Maintenance Cost Analysis: Finding the Money Pits in Your Fleet
Some vehicles cost far more to maintain than others. This guide explains how to analyse maintenance costs by asset, identify problem vehicles, and make data-driven replacement decisions.
- Why Maintenance Cost Analysis Matters
- Cost Per Asset vs Cost Per Kilometre
- Failure Code Analysis
- +3 more sections
Latest Insights
Maintenance Insights
News, analysis, and commentary
Preventive Maintenance Fleet SA: Practical Technology Guide
SA fleet operators can cut maintenance costs 30% with preventive programmes. Learn how SMR tracking and modern systems reduce breakdowns and improve compliance.
Preventive Maintenance for SA Fleets: What to Look for in a System
Argility's mining fleet deployment signals a market shift. Here is what SA fleet operators need in a preventive maintenance system to cut costs and meet RTMS requirements.
The True Cost of a Single Unplanned Breakdown in a Tipper Fleet
Most fleet managers focus on the repair bill. But the real cost of an unplanned breakdown - lost revenue, driver downtime, customer penalties, and knock-on scheduling chaos - is far higher than the invoice.
One Platform
Explore the full T-ERP platform
Ready to transform your maintenance operations?
See exactly how T-ERP handles maintenance for your specific operation. Book a free demo and we will walk you through it.