Industry
Energy & Utilities
Maintenance, location and assignment for field fleets spread over wide areas.
Overview
What changes for Energy & Utilities fleets?
Maintenance, location and assignment for field fleets spread over wide areas.
A demo for your fleetA field fleet spread across a wide geography
In energy and infrastructure work, the fleet does not sit in a single garage; crews are spread across cities, lines and sites, and vehicles and equipment keep moving between regions. In this sprawl, the information most easily lost is what is where. vitaFleet lets you define locations such as warehouses, construction sites, garages and service points with an address and coordinates, and assign vehicles and equipment to those locations and to crews. If you draw a boundary around a location, location records are matched to it. Locations appear on the fleet map together with vehicles; which asset is at which site and with whom can be read from the record at any time. Location data updates automatically for vehicles with a GPS connection; connection status is visible on a separate screen.
- Warehouse, construction site and field points defined
- Vehicles and equipment assigned to a place or crew
- Locations and vehicles on the fleet map
A mixed asset base
A field fleet is highly varied: passenger and off-road vehicles, construction machinery, generators, compressors and portable field equipment are all at work at once. All of it lives in one system, each with its own technical fields and maintenance interval. Non-vehicle assets are recorded as equipment with a serial number and get maintenance through calendar-based reminders; vehicles are tracked with plates, mileage and documents. You do not need to chase mobile assets in one spreadsheet and vehicles in another. Small but expensive equipment is also on record through assignments; the question of which crew still has it is answered from the record. Movements such as sending equipment back to the field after a breakdown are traced from service records and assignment history. Keeping locations, crews and vehicles in the same system makes it easier to answer questions that come from the field.
- Generators, compressors and construction machinery as equipment
- Passenger and off-road vehicles as vehicles
- Small equipment is assigned too
Calendar and mileage maintenance
Generators and construction machinery need maintenance on a calendar interval, road vehicles by mileage and months; the remoteness of the site is the main factor that makes this maintenance hard. For equipment, the interval is defined in days, weeks, months or years, and for vehicles mileage and months are defined together. As the due date nears it shows as Upcoming, and once it passes, as Overdue; entering a service record closes the reminder. Tasks on the same maintenance plan are grouped in a service schedule, and when a new vehicle or piece of equipment is added, reminders are set up automatically. Maintenance on a machine at a remote site is not forgotten just because it is out of sight; unplanned site visits and downtime are reduced. Critical spare parts can be kept in stock by location; a part used is deducted from stock on the work order.
- Km and months for vehicles, calendar intervals for equipment
- Service record entry from the field
- Bulk setup through a service schedule
Assignment, handover and accountability
Which crew uses which vehicle and equipment, and when they took it over, is kept through assignments. When a field crew or subcontractor changes, responsibility goes into the record with its history; where an asset is, who has it and whose period it was damaged in does not become a point of dispute. Vehicle assignments are entered with start and end dates; an assignment with an empty end date is considered ongoing. Fine, toll and fuel records are matched to the driver by that date. When a crew changes, the previous assignment must be closed; an overlapping open assignment leaves the match ambiguous, which is why the handover record is kept together with its date. After driver or crew changes, this record also makes it possible to link past fines and damage to the correct period.
- Assignment by crew and person
- Assignment with start and end dates
- Handover history is preserved
Documents, safety and periodic inspection
In energy and infrastructure work, safety checks must be done regularly under the contract. Vehicle inspection, compulsory traffic insurance, comprehensive insurance and emissions deadlines, and for equipment periodic maintenance and calibration, are tracked by deadline; a notification goes out before they expire. Field staff's license, SRC, psychotechnical and medical report deadlines are kept in the person record. You design your own field checklists with photo and signature items and assign them daily, weekly or by km. An item marked as failed turns into a fault and stays followed until it closes; a form not filled in on time is marked overdue, and in an audit the form history serves as evidence. All supplier, service and vehicle documents are stored in the record as files, so nothing needs to be searched for during an audit.
- Vehicle documents and equipment calibration
- Staff document deadlines
- Field checklists and overdue alerts
Cost by site
Maintenance, parts, fuel and labor expenses are grouped by site or project, so each site's and project's fleet cost is read separately. What the fleet line adds to the project budget and which site turns out more expensive than expected can be seen from the record. Expense types are specific to your company; a receipt or invoice photo is stored with the expense. An incoming e-Invoice (Turkey's electronic invoicing system) is imported as an expense or service record with your approval and matched to the supplier by tax ID (VKN). Progress payment and cost analysis are thus fed from a single source: the same record appears in both the site's and the supplier's report, with no manual merging. With saved views, you create tabs that show only the assets of one region or one project.
- Site and project groups
- Receipt and invoice image on the expense
- e-Invoice import with approval
Fuel and charging consumption
For field vehicles, fuel is the most volatile item in operating cost. Each purchase is recorded with date, liters, amount and odometer; L/100 km consumption and cost per km come from these records. A comparison is made against the EPDK (Turkey's energy regulator) dealer sale price on the day of purchase, and fill-ups paid above it are listed as deviations. Fuel purchases are kept with VAT and invoice details; by uploading a UTTS statement (Turkey's fuel-station vehicle recognition system), missing, extra and inconsistent purchases are detected. If you use electric vehicles, charging records are entered with kWh, amount and charging point; kWh/100 km efficiency is measured, and energy cost joins fuel in the same reports. Fuel price deviation, consumption anomalies and missing purchases show which of your field vehicles has a problem. Because each purchase is stored with its VAT rate and invoice number, reconciliation with accounting also runs from the same record.
- L/100 km and cost per km
- Deviation comparison against the EPDK price
- UTTS reconciliation
- Charging record and kWh/100 km
Breakdown, work order and supplier
A vehicle or generator stopped at a remote site holds up the whole crew's work. The field crew reports the breakdown from the mobile app; critical ones are given a priority and converted into a work order. The work order holds the technician or supplier, the planned, unplanned or urgent class, service tasks, labor and parts; a part added from stock is deducted from stock. Which service supplier works in which region is classified in the supplier record, and expenses and service records are linked to it. When the work order closes, the record goes into service history; a recurring fault stands out as a pattern, and the decision for a permanent fix rests on the record. A completed work order moves the maintenance reminder forward, so one record is updated instead of two separate trackers.
- Breakdown reporting from the field
- Service and expenses linked to the supplier
- Service history when the work order closes
Focus areas
What do we cover in this industry?
- Locations, depots, and field sites
- Vehicles, construction machinery, and generators
- Mileage plus months for vehicles, calendar maintenance for equipment
- Assignment by crew and site
- Documents, calibration, and periodic inspections
- Field checklists
- Fuel, charging, and consumption
- Site and project costs
How you get started
From setup to your first report
Define your locations
Record depots, construction sites, and field points with an address and coordinates, and draw a boundary if needed. Location records are matched to the place, and places show up on the map.
Assign your assets
Assign vehicles to drivers and crews with a date range, and assign equipment such as generators to a person or a location. Keep the handover record with its date.
Set up maintenance
For vehicles, define mileage and months together; for equipment, define a day, week, month, or year interval. Apply the same maintenance plan to all assets with a service schedule.
Schedule the checks
Design a field checklist and assign it daily or weekly, and enter document and calibration deadlines. Failed items turn into faults, and overdue ones generate notifications.
Assign costs to the site
Group maintenance, parts, and fuel expenses by site or project, read each site's fleet cost separately, and use it in progress payment analysis.
FAQ
You define depots, construction sites, and field points as locations, and assets are assigned to those locations and to crews. Locations appear on the fleet map alongside vehicles, and location records are matched to a place based on the boundary you draw.
Other industries
Is your fleet in a different industry?
Industry
Logistics & Freight
K-class certificate, inspection, tolls and trip cost for tractors and trailers.
Industry
Staff Transportation
Driver documents and assignment history across the shuttle fleet.
Industry
Student Transportation
Documents, attendants and daily vehicle checks for school buses.
Industry
Construction & Excavation
Calendar-based maintenance and site assignment for heavy equipment.
Industry
Municipal & Public Sector
Mixed fleets, multiple locations and auditable records.
Industry
Retail & Distribution
Consumption and frequent maintenance under heavy city use.
Industry
Manufacturing & Industry
One routine from in-plant forklifts and machinery to the dispatch fleet.
Industry
Car Rental
Rental contracts, km overage, damage and no-claims tiers.
Let's prepare a demo for your Energy & Utilities fleet
We take a few details and get back to you within one business day — no setup fee.