Industry
Construction & Excavation
Calendar-based maintenance and site assignment for heavy equipment.
Overview
What changes for Construction & Excavation fleets?
Calendar-based maintenance and site assignment for heavy equipment.
A demo for your fleetConstruction equipment and vehicles in one system
A job site fleet is not made of one type of vehicle: excavators, loaders, rollers, generators, and compressors on one side; trucks, dump trucks, concrete mixers, and cars on the other. Vehicles are maintained by kilometers and months, equipment by calendar interval; with such different intervals, these assets are often tracked in separate Excel files, or not recorded at all. vitaFleet keeps vehicles in the vehicle list and non-vehicle assets in the equipment list; both fall under the same maintenance, fault, assignment (custody), and cost structure. A generator with no plate and a plated mixer appear side by side in the same report, and the scattered records disappear. Because registration, insurance, and warranty documents sit on every record, you do not need to search for files for a machine in the field; opening a record shows technical details, past jobs, and cost on the same page.
- Equipment and vehicles in separate lists with a shared maintenance and cost structure
- Purchase, identity, technical details, and documents in one record
- Faults and work orders close with the same flow for both asset types
- Even serial-numbered hand tools are recorded through assignment
Calendar-based equipment maintenance
Equipment such as construction machinery is tracked with calendar-based reminders: you define the interval in days, weeks, months, or years; the status becomes Upcoming as the due date approaches and Overdue once it has passed. For oil and filter service, you give an excavator, a loader, or a generator its own interval. Vehicles use kilometers and months together; equipment uses a calendar interval. Equipment reminders generate notifications as the due date approaches and when it passes. Tracking maintenance in the system instead of on a tally sheet helps prevent faults that leave a machine idle on site for days. Because each maintenance is written to the equipment's service record with the date and cost of the work done, the next due date is calculated from that date. So what was done to a machine, and when, rests on records, not on the operator's memory.
- Days, weeks, months or years: a calendar-based due date
- Due date is recalculated when a meter reading is entered
- Notification as the due date approaches and when it passes
- Completed maintenance falls into history as a service record
What is at which site, and who is responsible
In a fleet that constantly moves between job sites, the information most often lost is this: where is this machine right now, and who has it? Assets are assigned (custody) to a person or a place; which site the equipment is at, who it was handed to, and when it was moved can be read from the record. When a site closes, you have the list of assets that stayed in the field, came back, or are missing. Instead of arguing about where the generator went or who took the compressor, you check a dated custody history. When a site manager changes, you simply transfer the assignment to the new person; the machine's past records, maintenance, and expenses stay as they are. The person record also shows on one screen which assets are under whose responsibility.
- Assignment by place and person
- Transfer history between sites with dates
- A group change is written to the vehicle's record, and old costs stay with the old site
Site locations and the fleet map
Depots, garages, job sites, and service points are defined in the Locations list with address and position; equipment can be assigned to a location. If you draw a boundary (geofence) for a job site, location records match against that place and an entry or exit alert can be triggered. If your GPS provider is connected, the live position, speed, and last report time of trucks and dump trucks appear on the Fleet Map together with locations. Location history is not stored; only the last known position is read live from the provider, and the only data saved is kilometers. Reading an equipment item's assigned site in the Locations list together with a vehicle's position on the map makes it quick to check whether a machine is where it should be; searching by plate or name focuses the map directly on that vehicle.
- Job site, depot, and garage as separate location records
- Geofence entry and exit alerts
- Search for a vehicle by plate or name and focus the map on it
Daily checks and field inspections
At most job sites, the machine check at the start of a shift stays on paper, and paper gets lost. An inspection form is built from checkbox, number, text, photo, and signature items and assigned to vehicles on a daily, weekly, monthly, or per-kilometer basis. The operator fills in the form in the field from the mobile app, with photos and a signature; if you put an odometer item on the form, the value entered also updates the vehicle's current odometer. A failed item generates a notification and becomes a fault record with one click. A check not completed on time counts as overdue. A machine that keeps failing the same item points to a maintenance interval that is too long or a need for operator training. Results are stored with who did the check, when, and on which vehicle, so there is no argument over responsibility.
- Form design with items like hydraulics, oil level, and tires
- Field completion with photo and signature
- A failed item becomes a fault with one click
- Vehicles that repeatedly fail the same item appear in the Failed Items list
Fuel, parts, and stock
On a job site, fuel usually comes from a single tank and is distributed to dozens of vehicles and machines; waste shows up not in a single fill-up but in the total. Per-vehicle consumption is calculated from fill-up records; fill-ups that exceed tank capacity, repeat within a short time, or are well above the vehicle's typical consumption are listed in Fuel Anomalies with reasons. You define a critical threshold for spare parts; when stock falls below the threshold, an alert arrives, and parts are deducted from stock as they are used on work orders. Machines do not sit idle waiting for parts, and each part cost is written to the right machine. Purchases flagged as personal on a fill-up record are excluded from the anomaly rules. Because tank capacity is read from the technical specifications on the vehicle form, entering it is enough for the rules to work correctly.
- Actual consumption per vehicle and anomaly list
- Critical stock threshold and alert
- Parts are automatically deducted from stock on work orders
- Purchase orders linked to the supplier
Cost by job site
In construction, a job's profitability often depends on how much machine cost went to which job. Maintenance, parts, fuel, and other expenses are totaled per vehicle and per piece of equipment; vehicles are read by site or project groups. When preparing progress payments, quotes, and cost analysis, you pull a job's machine cost from records, not estimates. Comparing sites shows which one costs the fleet more, and which machine no longer pays for itself. Reports come as standard tables including a VAT (KDV) breakdown, and chart-based analysis by period and subsidiary is also available. Because supplier and service costs are linked to the same record, you can trace a high expense line at a site back to which company and which work order it came from. So cost analysis does not stop at a total figure.
- Cost per vehicle and per piece of equipment
- Site comparison by group
- Standard and chart-based reports
Warranty and replacement decisions
Construction machines are heavy investments; paying for work that is under warranty, or holding on to a machine at the end of its life, is a direct loss. Warranty is entered for a vehicle or part with a start date, end date, and km limit; you get a warning when you open a work order for covered work. Replacement analysis evaluates age, kilometers, accumulated maintenance cost, and estimated resale value together and gives a keep, monitor, or replace recommendation. The decision to dispose of a machine rests on records, not hearsay. With the warranty document attached to the record, proving coverage at the service shop is easier. The replacement recommendation is decision support; in the end, selling or replacing a machine is a management decision, and its rationale is backed by records.
- Warranty tracking limited by km and date
- No paying for work under warranty
- Replacement analysis: keep / monitor / replace
Focus areas
What do we cover in this industry?
- Construction machinery and equipment records
- Calendar-based equipment maintenance
- Assignment by job site
- Job site locations and geofence
- Mobile daily inspection form
- Faults and work orders
- Parts stock and critical thresholds
- Cost by job site
How you get started
From setup to your first report
Enter your assets
Add vehicles to the vehicle list, and generators, compressors, and hand tools to the equipment list. Keep serial numbers, technical details, and documents on the same record; your existing Excel list can be imported in bulk. That way your job sites' full asset inventory is in one place from day one.
Set the calendar interval
Define each piece of equipment's maintenance interval in days, weeks, months, or years. Group machines that follow the same maintenance plan into a service schedule and set up all of their reminders in one move. When a due date gets close, the status changes to Upcoming, and once it passes, to Overdue; you also get a notification.
Define the job site
Add each job site as a location and draw its boundary if needed. Assign equipment to a location or a person; when it moves, enter a new assignment and the old record stays in the history with its date. When a job site closes, the list of assets still on site and those that have returned comes straight from the records.
Start inspections in the field
Design a daily or weekly machine inspection form and assign it. The operator fills it out from the mobile app; a failed item becomes a fault record and is followed up with a work order. Repeatedly failed items are gathered in a separate list, so chronic problems are easy to spot.
Tie cost to the job site
Maintenance, parts, and fuel expenses are collected by vehicle and equipment and read by job site group. When preparing progress payments and bids, pull machine costs from the standard reports, so the figures you use come from records, not estimates.
FAQ
Equipment maintenance is tracked with calendar-based reminders: you define the interval in days, weeks, months, or years. When a due date gets close, the status changes to Upcoming, and once it passes, to Overdue, and a notification is generated; completed maintenance is written to the equipment's history as a service record. When you enter a service record on the equipment, the related reminder is completed and the next due date is recalculated.
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Let's prepare a demo for your Construction & Excavation fleet
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