Fleet servicing softwareEvery vehicle in the fleet, with its own history
Fleet customers are where a workshop's paperwork piles up. In MechOS each vehicle keeps its own history and service reminder, the account gets its own terms and statements, and contract work can bill itself on a schedule.
One customer, many vehicles
Each vehicle keeps its own history
A fleet customer can have as many vehicles as they run, and each one keeps its own record: every earlier visit, newest first, with the odometer and the work done.
A service reminder for every vehicle
Set the reminder on the invoice and it goes out on its date, by email or text, one for each vehicle. Reminders are off until you switch them on, so nothing reaches a customer until you choose.
A QR sticker on each windscreen
Each vehicle can have a service record page and a QR sticker. Whoever scans it sees the finished jobs and the next service due, and never prices, totals or the customer’s details.
Billing that suits an account
Their own payment terms
Give a fleet or trade customer on account their own terms of 7, 14 or 30 days.
Statements and what's owed
Print or email a statement of one customer’s invoices, payments and balance, and see everything owed at 30, 60 and 90 days and over.
Contract work that bills itself
Set up a recurring invoice for a service contract, weekly through to yearly, and have it emailed to the customer when it’s raised if you want it to be.
Approval from whoever signs off
The estimate goes by link to whoever approves the work. They approve it or decline it on their phone, and their answer is recorded with the time.
Your own vans and gear
The workshop’s own vehicles and equipment have a register of their own. Rego shows a warning inside 60 days of expiry, each vehicle keeps a list of running costs, drivers record the odometer from their phone with a photo of the dash, and equipment carries its expiry or next service date, like a hoist inspection or test and tag.
What you get
- Unlimited vehicles, each with its own history
- The odometer recorded at every visit
- One service reminder per vehicle, sent by date
- A QR service record for each vehicle
- Account terms of 7, 14 or 30 days
- Statements and aged receivables
- Recurring invoices, weekly to yearly
- Estimates approved from a link
- Vehicles imported from your old system
- Your own vans' rego, costs and odometer
Questions about fleet work
Is this software for running our own fleet?
No. MechOS is workshop software. It looks after the vehicles you service, and keeps your own vans’ rego, running costs and odometer readings, but it has no in-vehicle trackers, logbooks or fuel cards.
Can a fleet customer pay on account?
Yes. Give them their own payment terms, send them a statement, and switch on overdue reminders if you want them.
Can we bring the fleet’s vehicles across?
Yes. Import clients and vehicles from a CSV or Excel file with any column names, free, as often as you like. If you need a hand with your first upload, we’ll help at no charge.
Do reminders go out by kilometres?
Reminders are sent by date. The odometer is recorded at every visit, but a reading doesn’t trigger a reminder.
How-to guides
- Set up service and follow-up remindersSwitch reminders on, then set one on the invoice — the next service, or a follow-up like brakes or tyres. MechOS emails or texts the customer for you.
- Service record pages and QR stickersGive every car a page with its service history and next service, opened from a QR sticker on the windscreen.
- Set up your workshop: the checklistEverything to set up before your first job, in order: about half an hour, plus card payments, which take a few days.
- Generate reports and BAS figuresParts vs labour, technician productivity, aged receivables, and the quarterly GST and BAS figures your accountant wants.
- Send an estimate and convert it to an invoiceQuote the job, get the customer's approval, turn it into the final invoice.
- Import clients and vehicles from a CSVBring your existing customer list over from your old system in one upload.
- Fleet vehicles, equipment and expiry datesRegister your own vans and workshop equipment so nothing expires without someone noticing.
See it on your own jobs
Everything on this page is included at the founding price — $99 a month, locked for as long as you stay. Fourteen days free, no card, and you can bring your existing customers and history across.