Skipped or Rushed PM Tasks Lead to Repeat Repairs and Shortened Component Life

For a medium commercial fleet (50–150 units), inconsistent PM and missed inspection items drive avoidable repeat repairs and early component replacements, adding an estimated $2,000–$4,000 per vehicle annually in extra parts and labor plus lost productivity; across the book of business this can easily reach $50,000–$150,000 per year in avoidable spend and chargebacks, plus lost contracts when performance SLAs are missed. • For a small business with 5–30 vehicles, poor PM tracking can add $1,000–$2,000 per vehicle per year in extra repairs, roadside events, and reduced resale value; this translates to roughly $10,000–$60,000 annually in avoidable parts, labor, and downtime for the owner. • For small fleets, even a few denied warranty claims (e.g., engines, transmissions) can cost $5,000–$15,000 per incident; combined with premature component replacements from skipped PM, this can translate into $10,000–$40,000 per year in avoidable out-of-pocket repairs and higher downtime-related revenue loss.

Collecting service invoices from file folders, email, and photos on phones, then entering dates and mileage into a simple spreadsheet; sometimes calling shops to request duplicate invoices or statements as after-the-fact proof that PM was performed. • Combining department-level logs, spreadsheets, and paper inspection sheets into a master PM tracker, using email and phone to push departments to bring units in, and manually scanning or attaching PDFs of service records as proof of work. • Exporting maintenance and utilization data from rental and shop systems into spreadsheets, sampling VINs for deeper review, and relying on scanned repair orders and technician notes emailed from branches to piece together maintenance histories.