Mobile, fleet and heavy service
Service measured in hours, billed to a fleet
An excavator does not have odometer readings and a fleet customer does not pay per visit. Both need to be first-class, not something you work around.
- Customer Gagnon Excavation, 30 units
- Unit Excavator, heavy equipment
- Hour meter 4,860 Hrs
- Last service 4,510 Hrs
- Found, deferred Hydraulic hose, follow-up set
- Line type Part, with core charge
- Stage Awaiting parts
The work order check-in takes kilometres or miles. Hours go on the unit's own mileage log and on the inspection.
What gets in the way
Sound familiar?
- Service intervals run on engine hours, and your software only understands kilometres.
- One customer owns thirty units and wants them reported as thirty units.
- Downtime costs the customer more than the repair does.
One unit, from the yard gate to the invoice
Service is measured in hours and billed to a fleet. Here is what MecanoPro does at each step.
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The yard gate
A machine is a vehicle too
Heavy trucks, heavy equipment and trailers are vehicle types in their own right, so the unit has a record with its type, its photos and its history rather than a line in a notes field.
- Mileage is recorded in kilometres, miles or engine hours, so an hour-metered machine keeps a real service history.
- Heavy trucks and trailers have a sub-type field, and a make or model that is not on the list can be typed in.
- Decode VIN works for heavy trucks. It does not work for heavy equipment or trailers, so those are entered by hand.
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The check-in
Hours go on the unit, not on the check-in
Check In opens the work order with the concern, a key tag, the advisor, the bay and the promised date. The hour meter goes in where hours are recorded: on the unit's mileage log, and on the odometer line of an inspection.
- The Mileage In on a work order takes kilometres or miles only. That is a real limit, and the page says so rather than hide it.
- Mileage history lists each reading and when it was taken, and the vehicle's current figure only ever moves forward.
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Preventive
The service inspection you actually do Growth and up
Build a preventive-maintenance form, field by field, with Yes/No lines, quality ratings from green to red, text boxes and the odometer in hours. Each line takes up to five photos, and the finished inspection prints as a PDF.
- A form you change later never alters inspections already completed.
- The odometer unit on an inspection is Km, Mi or Hrs, and what you enter goes into the unit's mileage history.
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The parts
Parts, cores and work sent out
Each part moves from Needed to Ordered, Received and Installed, with its own purchase and PO number. A line can carry a core charge, and work you send to another shop is a Sublet line.
- Downtime costs the customer more than the repair, so the work order shows Awaiting Parts the moment every part is on order, and the job holder gets an alert when one arrives.
- Declined or deferred work keeps a follow-up date, and Quote Again turns it into a new quote.
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The fleet
One customer owns thirty units and wants thirty units reported
Every unit hangs off one customer record, with its own history, its own photos and its own invoices. Analytics shows revenue per vehicle, vehicles by age and by mileage, and which units have gone quiet.
- Active means an appointment in the last twelve months, dormant is beyond that, and one-click lists show units with no VIN, year, mileage, plate or photo.
- A card the customer has saved with you can be charged by someone with the right to process Stripe payments.
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The invoice
Billed to an account, and chased with numbers
Invoices go out by email and text, and what is outstanding is tracked with how long it has been. With Accounting, aged receivables sort each debt into Current, 1-30, 31-60, 61-90 and 90+ days, by customer.
- Receivables and payables are read from the books, so they agree with the balance sheet.
The parts of MecanoPro this shop uses
Each one is a real module, and each is explained on its own page.
Where it stops and you start
Heavy iron has its own units and its own accounts. Here is what MecanoPro leaves to you.
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Hours are recorded, not scheduled
MecanoPro keeps the hours at every visit and shows the history. It does not work out that a unit is due for service at a given hour reading, and it has no machine telemetry. The next service is a conversation, or a follow-up date you set.
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The work order takes kilometres or miles
Engine hours live on the vehicle's mileage log and on an inspection. A work order's own Mileage In and Mileage Out are Km or Mi.
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The accounts need the Accounting add-on
Aged receivables, statements and the ledger are part of Accounting, which is included with Pro and Elite. Without it, you still have invoices and payment tracking.
See it on your own jobs
Book thirty minutes and we will walk through it on your own work orders. No pressure and nothing to sign.
See it running on your own work orders
Thirty minutes, at a time that suits the shop. We load a few of your real jobs in and you tell us where it would break.