Industry
Agriculture
Calendar-based maintenance, seasonal planning and depot assignment for tractors and farm equipment.
Overview
What changes for Agriculture fleets?
Calendar-based maintenance, seasonal planning and depot assignment for tractors and farm equipment.
A demo for your fleetTractors and equipment together
A farm's inventory is a mix: vehicles that go on public roads such as tractors and pickups; equipment such as trailers, plows, seeders and combine harvesters; irrigation pumps and generators. vitaFleet keeps non-vehicle assets as equipment in their own list and vehicles in the vehicle list; both follow the same maintenance, breakdown, assignment and document routine. Purchase information, serial number and documents sit in a single record. Instead of scattered Excel files, all of the farm's or cooperative's mobile assets appear in one inventory, and small but expensive equipment does not go missing. Because notifications can be attached to date fields such as warranty, insurance and maintenance, keeping the inventory current is not a separate workload; recording becomes a natural part of daily use.
- Vehicle and equipment as separate lists, one shared maintenance routine
- Purchase, identity and documents in a single record
- Small but expensive equipment on record through assignment
Calendar-based seasonal maintenance
Use of equipment such as tractors varies greatly with the season: intense for days at planting and harvest, almost none in winter. Equipment maintenance is tracked with calendar-based reminders: you define the interval in days, weeks, months or years; as the due date nears it moves to Upcoming, and once it passes, to Overdue. If you set up start-of-season and end-of-season maintenance by month, the aging of oil and fluids is caught as well. You see machines with maintenance coming up before the season starts, so a breakdown does not catch you in the middle of harvest. Entering a service record closes the reminder and the next due date is recalculated. You can put items such as oil, filters and greasing into a service schedule in one go and apply it to all tractors.
- Interval in days, weeks, months or years
- Upcoming maintenance before the season in one list
- Service planned ahead for harvest
Field, warehouse and farm: locations and assignment
Equipment does not stay in one place: it may be on a parcel, in a farm warehouse, at the cooperative or with a tenant farmer. You define locations and assign equipment to a location and a person; which machine is where and with whom, and when it was handed over, stays in the record. When a seasonal worker or new employee arrives, responsibility is handed over with a date. At the end of the season, the question of who still has that plow becomes a list, not a search; when damage or a shortage turns up, the record shows who was responsible during which period. The risk of loss is high for small equipment, for example an irrigation pump or a generator. When the serial number and purchase information are entered, the equipment keeps its identity even if its location changes. Thanks to groups and locations, each farm or parcel is followed by filtering for its own assets.
- Assignment by location and person
- Handover history with dates
- End-of-season inventory list
Fuel and transport cost
In farming, diesel is a major expense item. Real consumption per vehicle comes from the fuel records of transport vehicles; Opet and Petrol Ofisi fuel-card integrations turn transactions directly into records, and reconciliation against a UTTS statement (Turkey's fuel-station vehicle recognition system) is possible. The VAT and invoice details of fuel purchases are kept in the record; a comparison is made against the daily EPDK (Turkey's energy regulator) fuel price. Maintenance, parts and tire expenses are gathered in the same record, so you can see which vehicle or piece of equipment costs the farm dearly. Renewal analysis compares keeping a machine with replacing it, using records. The total cost of ownership of a vehicle or piece of equipment is the sum of purchase, maintenance, fuel and parts expenses. Because expenses are entered against the vehicle, it is clear which machine earns its keep and which is expensive. Expense history can be filtered by period; the cost of harvest season and winter season is read separately.
- Real consumption by vehicle
- UTTS and fuel-card reconciliation
- Renewal analysis
Parts and seasonal stock
Running out of spare parts in the middle of harvest is lost work. For frequently replaced parts such as filters, belts, harvester blades and hydraulic hoses, you define stock and a critical threshold; when it falls below the threshold you get an alert. Parts used on a work order are deducted from stock, so at the start of the season, how much of which part to order can be read from the record. Parts are tracked by location: what is in the farm warehouse and what is at the cooperative show separately. A purchase order can be opened with the supplier, and an incoming part is entered as a stock movement. Because part movements are kept in history, how much of which part was used last season is known; you set order quantities by this consumption, not by guesswork. Because the supplier record and orders sit together, it is clear where you bought the same part.
- Alert at the critical threshold
- Stock by location
- Purchase order and supplier record
Documents, insurance and warranty
The inspection and insurance deadlines of agricultural vehicles that go on public roads, along with the warranty coverage and purchase documents of machinery, need regular tracking. Vehicle documents are kept in the record with their deadline and file, and a notification goes out before they expire. Warranty is entered with a km or date limit; when you open a work order for a job covered by warranty, you get a warning, so you do not pay for a repair that is under warranty. The manufacturer's recall campaigns are also matched to the affected vehicles and whether they have been done is tracked. The purchase document, invoice and warranty certificate are attached to the record as PDF or photo; when the delivery date and warranty end are entered, a notification is attached. So the document is not in a drawer but in the machine's record, and when it is asked for in a used-machine sale or an insurance procedure, it comes up in seconds.
- Inspection and insurance deadlines
- Warranty limited by km and date
- Recall campaign tracking
Seasonal worker and driver documents
During harvest the headcount grows, and not everyone can drive the tractor or pickup. Driver license information and time-limited documents are tracked in the person record, and a notification goes out as the end date approaches. Because vehicle assignment is kept with a date range, who used which vehicle during the season is known retroactively. Access can be given to users; the manager follows the whole farm, and the change history shows who updated what. When a seasonal or subcontracted driver arrives, vehicle assignment is made with start and end dates; when the period ends, the assignment closes. When there is a fine or an accident, the record finds the person from the assignment on the date of the event. So a responsibility dispute is settled by the record. Because driver-linked documents stay in the same record, pre-harvest preparation is done from a single list.
- Driver license and document deadlines
- Vehicle assignment with a date range
- Granting access to users
Field breakdown and inspection form
For a machine that breaks down in the field, service is hard to find in the busy season; that is why spotting a breakdown early matters. You define your own pre-departure inspection form: hydraulic oil, tire pressure, hitch pins, lights, greasing. The operator fills in the form on the phone; a failed item opens a fault record and turns into a work order. Labor, parts and the supplier's service invoice are added to the work order, and service history builds up on the machine. Recurring faults on the same machine become concrete records you can use in a replacement decision. Service records capture the work done, parts used and cost; work done outside the authorized service is also linked through the supplier record. The machine's whole history is gathered on one screen and provides concrete grounds for a used-machine sale or a swap decision.
- Pre-departure inspection form for the operator
- Fault, work order and service history
- Supplier service and invoice record
Focus areas
What do we cover in this industry?
- Tractor and farm equipment records
- Calendar-based equipment maintenance
- Seasonal maintenance plan
- Assignment by location and person
- Spare parts stock
- Warranty and document tracking
- Fuel card and UTTS (Turkey's fuel-station vehicle recognition system) reconciliation
- Operator checklist
How you get started
From setup to your first report
Enter your inventory
Record vehicles and equipment in separate lists with group and location details, and add the purchase date, serial number, warranty, and documents. The serial number and purchase date are added to the same record.
Choose the maintenance basis
For vehicles, define mileage and months; for equipment, define a calendar interval (days, weeks, months, or years). The operator can also enter a service record from their phone.
Plan the season
Before the season, check the list for machines with upcoming maintenance and bring them in for service; use a service schedule to apply the same maintenance to similar machines in bulk. A filter can narrow the list to upcoming maintenance only.
Set up your stock
Set thresholds for critical parts like filters, belts, and hoses; they are deducted from stock through work orders, an alert comes when stock drops below the threshold, and an order gets opened. For a part below its threshold, you can open an order with the supplier.
Track costs
Connect your fuel card, total up maintenance and parts expenses by vehicle and equipment, and base the decision to keep or replace a machine on records with renewal analysis. Reports can be exported by vehicle and equipment.
FAQ
Vehicles use mileage and months together; equipment uses a calendar interval. For equipment, the interval is defined in days, weeks, months, or years, and a reminder shows Upcoming as the due date nears and Overdue once it passes. When a service record is entered, the next maintenance due date is recalculated.
Other industries
Is your fleet in a different industry?
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Let's prepare a demo for your Agriculture fleet
We take a few details and get back to you within one business day — no setup fee.