Feature · Preventive maintenance
Preventive maintenance scheduling that fits how your fleet actually runs.
Time, meter, or threshold — combine any of them. VMRS-coded task library. First-class support for multi-meter assets — reefers, excavators, PTO units, plows.
app.fleetservice365.com/assets/TRK-42/service-reminders
TRK-42 · Freightliner Cascadia · w/ Carrier Vector reefer
asset_id · ast_8b2f · 4 meters
Odometer
84,217
mi
Engine Hours
4,521
hr
Reefer Unit
8,734
hr
PTO Hours
1,205
hr
Service reminders
4 rules · 1 overdue · 1 due soon
Valid
Due soon
Overdue
Oil & filter change
VMRS · 013-001-001
Meter
Odometer
every 5,000 mi
Due soon
Air filter replacement
VMRS · 042-002-007
Meter
Engine Hours
every 500 hr
Valid
Reefer drive belt
VMRS · 091-014-022
Meter
Reefer Unit
every 500 hr
Overdue
Annual DOT inspection
VMRS · 014-001-001
Time
—
every 365 d
Valid
Log completion auto-fills meter readings · closes the reminder
3-tier due-soon fallback active
What's broken today
PM scheduling tools that don't fit anything past a sedan.
01
One-meter assets are a myth.
A reefer tractor has two engines. An excavator has three hour meters that drive three different PMs. SMB tools collapse this into a single odometer field — and your reefer PMs end up in a spreadsheet next to the actual product.
02
Threshold or interval? Most tools don’t tell you the difference.
Set “100,000” as a threshold on an odometer and you’ve configured a permanently-overdue reminder. The product should teach you which rule to use — not just hand you a checkbox and walk away.
03
VMRS exists for a reason.
Enterprise tools ship hierarchical maintenance codes because they drive real diagnostics and service-history reporting. SMB tools flatten the standard into a list of free-text strings, and your roll-ups die with it.
What's behind it
Schedule it. Track it. Close it from the same screen.
Service Tasks is the library; Service Reminders is the engine; Meters is the foundation. Every PM is anchored to a task template and a target meter — the same shape the API returns and the AI assistant queries.
Service Tasks library
Tenant-wide VMRS-coded templates. Arbitrary-depth subtasks, parts + labor estimates, warranty period, GL code, capitalized flag.
/maintenance/tasks
Service Reminders
Per-asset rules. Time + meter + threshold strategies stack on the same reminder. No "pick one and live with it."
/assets/{id}/reminders
First-class asset meters
Unlimited named meters per asset. Odometer, Engine Hours, Reefer, Hydraulic, PTO, Plow — each PM rule targets the right one.
/assets/{id}/meters
VMRS seed · auto-installed
~10 categories, ~30 systems, ~80 assemblies pre-installed on every new tenant. Edit, fork, extend — but never start blank.
/maintenance/vmrs
Three-tier due-soon
Per-reminder override → tenant default → coarse status. Reminders flip valid → due_soon → overdue with a chip you can sort and filter.
/admin/maintenance-defaults
One-click Log Completion
Opens the Service Entry form pre-filled with the asset, task, and current meter readings. Save closes the reminder — no double entry.
/service-entries/new?from=reminder
VMRS seed · sample
~80 assemblies pre-installed — every one editable, forkable, extendable.
011-000
Air intake
013-001
Lubrication
013-002
Timing
014-001
DOT inspection
042-002
Filters
050-007
Brake system
062-012
Tires
071-005
Electrical
091-014
Refrigeration
103-002
Hydraulics
141-008
Plow assembly
160-001
PTO
Deep dive · 01
Shipped
VMRS-style hierarchical codes, in the SMB tier.
Three levels: Category → System → Assembly. Mirrors the VMRS standard used in commercial trucking and industrial fleets. Only enterprise tools — RTA, Dossier, Chevin — ship this. SMB tools collapse it into a flat list of strings.
- Pre-seeded on every new tenant. ~10 categories, ~30 systems, ~80 assemblies installed the moment you sign up.
013-001-001is “Oil & filter change” out of the box — no setup hour. - Arbitrary-depth subtasks per template. “Replace oil filter” can have its own children: inspect O-ring, torque to 14 ft-lb, log to HAZMAT register. Checklists nest as deep as the technician needs.
- Parts and labor estimates baked in. A template can link parts from inventory with quantities, and quote labor hours at your shop rate. Work orders inherit the estimate.
- Warranty period + mileage thresholds. “12 months or 25,000 miles, whichever comes first” — captured on the template, evaluated against the asset's meter at completion. Warranty claims stop being archaeological.
- GL code + capitalized flag on every template. Accounting hooks for service-entry posting. AP doesn't have to guess whether a transmission rebuild is R&M expense or capitalized as an asset improvement.
- Real fleet managers recognize the depth. The first time someone with an RTA or Dossier background sees the tree, they stop asking whether you're “just another Fleetio.”
Service tasks · library
011-000
Air intake
6
013-000
Engine
14
013-001
Lubrication system
4
013-001-001
Oil & filter change
013-001-002
Oil pan gasket
013-001-003
Oil cooler
013-002
Timing components
3
014-000
Inspections
8
042-000
Filters
5
091-000
Refrigeration unit
9
Selected template
013-001-001
Oil & filter change
Category Engine · System Lubrication · Assembly
Subtasks · arbitrary depth
Drain oil & dispose per HAZMAT log
Replace oil filter
Inspect filter housing O-ring
Torque to 14 ft-lb
Refill 13 qt 15W-40 CK-4
Reset oil-life monitor
Parts & labor
$87.40 · 0.75 hr
3 parts pre-linked
Warranty
12 mo · 25,000 mi
whichever first
GL code
6420 · R&M expense
accounting hook
Capitalized
Off
expensed in period
New service reminder
TRK-42 · reefer tractor
4 meters available
Service task
091-014-022
Reefer drive belt
VMRS · 091-014-022
Schedule strategy · combine any
Time-based
every N days
Meter-based
every N units
Threshold
when value < X
Target meter
per-asset, unlimited
Odometer
current · 84,217 mi · tractor
Engine Hours
current · 4,521 hr · tractor
Reefer Unit
current · 8,734 hr · refrigeration
PTO Hours
current · 1,205 hr · auxiliary
Interval
500
hr
on Reefer Unit
Next due
9,234 hr · Reefer
≈ 6 wk at current usage
Reefer PMs roll up to Reefer Unit, not the tractor odometer.
Deep dive · 02
Shipped
Multi-meter PM scheduling, done right.
Pick which meter each rule runs against. A reefer tractor runs on four — and every PM lives on the right one. Reefer PMs never get lost in tractor mileage rollups, and an excavator's hydraulic-pump PM never fires off engine hours.
- Unlimited named meters per asset.
Odometer,Engine Hours,Reefer Unit,Hydraulic Pump,PTO,Plow Hours— or anything you name yourself. -
Worked example · a reefer tractor.
- · Oil change every 5,000 mi on
Odometer - · Air filter every 500 hr on
Engine Hours - · Reefer belt every 500 hr on
Reefer Unit - · PTO inspection every 250 hr on
PTO
- · Oil change every 5,000 mi on
- Threshold rules for non-time, non-meter values. Battery SoH below 80%, brake-pad wear below 3 mm, tire tread below 4/32" — the same Service Reminders surface, on a value that isn't time and isn't a meter tick.
- Stack strategies on one reminder. “Annual safety and every 25,000 miles, whichever comes first.” Time and meter on the same rule; first one trips the chip.
Worked example
The 100,000-mile timing belt.
Say you need to replace a timing belt at 100,000 miles. In an SMB tool that only exposes a “threshold” field, here's what happens — and how FS365 handles the same intent.
The SMB-tool trap
Meter ≥ 100,000
Set “100,000” as a threshold on the odometer.
odometer: 102,438 mi
rule: when odometer ≥ 100,000
status: overdue · forever
rule: when odometer ≥ 100,000
status: overdue · forever
A monotonic meter only crosses 100,000 once and never goes back. The reminder fires once — then sits at overdue for the next 400,000 miles.
FS365 · one-time meter target
One-time @ 100,000
Set a meter target with fires once at 100,000 mi.
odometer: 102,438 mi
rule: one-time at 100,000 mi
status: completed · closed
rule: one-time at 100,000 mi
status: completed · closed
The reminder fires once when the meter crosses 100,000. Log completion closes it. No phantom overdue, no permanent red chip in your dashboard.
The product teaches you which rule to use. Pick “Threshold” on a monotonic meter and FS365 surfaces an inline hint: “This meter only crosses {value} once. Did you mean a one-time meter target?” No checkbox sprawl, no permanently-overdue dashboard.
Compare
Fleet Service 365 vs. AUTOsist.
Where PM scheduling diverges — and why the difference matters once you put more than a pickup on the line.
| Capability | Fleet Service 365 | AUTOsist |
|---|---|---|
| Time + meter + threshold (any combination) | ✓ | Time + meter only |
| Multi-meter per asset | ✓ | Single odometer |
| VMRS-style hierarchical codes | ✓ | Flat task list |
| Arbitrary-depth subtasks on templates | ✓ | ✗ |
| Warranty period + mileage on templates | ✓ | ✗ |
| Log Completion auto-opens Service Entry | ✓ | Separate flow |
| Threshold rules for SoH · brake wear · tread | ✓ | ✗ |
See full comparison →
Comparison based on publicly listed AUTOsist capabilities as of May 2026.
Use cases
Three fleets, three meter shapes, one PM engine.
Logistics · multi-meter
Frosty Logistics’ 40 reefer tractors.
Tractor PMs run on the Odometer. Reefer PMs run on the Reefer Unit hour meter. The spreadsheet retires. Reefer belts get changed when they’re actually worn — not when the tractor hits a mileage band.
School district · time + meter
Winterizing 80 buses.
Time-based annual safety inspection on every bus. Meter-based brake PM on the high-mileage routes. Threshold-based tire-tread alert below 4/32". One reminder per bus, three strategies stacked.
Construction · hour meters
A contractor with mixed yellow iron.
Excavator hydraulic-pump PM on Hydraulic Pump hours. Swing-bearing greasing on Engine Hours. Undercarriage inspection on Track Hours. Three different PMs on the same excavator, on three different meters — never collide.
FAQ
Questions we hear a lot.
What’s the difference between a meter-interval rule and a threshold rule?
A meter-interval rule fires every N units on a meter — “every 5,000 miles.” Once you complete it, the next due is current + N. A threshold rule fires when a value crosses a line and stays past it — “battery SoH below 80%.” Thresholds are for non-monotonic values that can recover (state of health, brake wear after a pad swap). On a monotonic meter like an odometer, a threshold creates a permanently-overdue reminder — FS365 nudges you toward a one-time meter target instead.
Can I set a one-time alert for a timing belt at exactly 100,000 miles?
Yes — use a one-time meter target. The reminder arms at 100,000 mi on the Odometer, fires once when the meter crosses, and closes automatically when you log completion. It never re-arms and never sits at “overdue forever” the way a poorly-configured threshold does.
How does Log Completion close out a reminder?
Clicking Log Completion on a reminder opens the Service Entry form pre-filled with the asset, the linked task, and current meter readings. When you save, the entry posts to service history, the meter readings update, and the reminder snaps forward to its next due — current + interval. No double entry, no “did I close that reminder?”
Can I have multiple PMs on the same asset that use different meters?
Yes — that’s the whole point. A reefer tractor runs four meters: Odometer, Engine Hours, Reefer Unit, PTO Hours. Each PM rule targets a specific meter. Reefer-side PMs roll up on Reefer Unit hours and never leak into the tractor’s mileage band.
Do I have to set up VMRS codes from scratch?
No. A curated seed of ~10 categories, ~30 systems, and ~80 assemblies is installed on every new tenant. You start with “Oil & filter change” already wired to code 013-001-001. Edit the labels, add your own subtasks, fork templates — whatever fits the shop. Just never start blank.
Can I import my existing PM schedules from Fleetio or Samsara?
Yes. CSV import maps Fleetio’s Service Reminders, Samsara’s Vehicle Maintenance, AUTOsist’s reminders, and a generic spreadsheet shape onto Service Reminders + Service Tasks. The importer matches task names to VMRS codes where it can, leaves the rest unmapped for your review, and round-trips through the same JSON spec the API uses.
Does the system warn me when a PM is approaching, not just when it’s overdue?
Yes — the three-tier due-soon fallback. Set a “due soon” window on the reminder (e.g. 200 mi out, or 7 days out), or fall back to the tenant default, or fall back to a coarse status. Reminders flip valid → due_soon → overdue, each with a sort-and-filterable chip on every list page.
More to explore
Related features.
Every meter, your way. Every PM, on the right one.
14-day free trial. No credit card. Sample tenant pre-loaded with a reefer tractor, an excavator, and a school bus — three different meter shapes, three different PM strategies.