End-to-end workflow
Run a fleet preventive-maintenance cycle
Use this workflow for a fleet vehicle whose maintenance becomes due from time, mileage, engine hours or a combined rule.
Written by the VMOTEK Product Team · Updated August 14, 2026
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1. Confirm roles and prerequisites
Run this workflow with named users and representative test data before using it with a customer. An owner or manager configures the policy; operational staff execute only the actions their role and shop access permit. Confirm the active shop in the header before creating a transaction because appointments, work orders, inventory movements, purchasing and invoices retain that location.
- Fleet/service manager: reviews due demand and customer rules.
- Advisor: prepares the service request, obtains fleet approval and coordinates the performing shop.
- Technician: records service and actual usage evidence; billing staff handles per-visit or consolidated invoicing.
- Create the fleet customer, contacts, portal access/billing mode, vehicles and verified usage readings.
- Assign published service menus and active reminder rules with last-service evidence.
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2. Execute the workflow from beginning to end
Follow the sequence below in order. Continue from the record already created instead of recreating the customer, vehicle, estimate, appointment or work order. At every handoff, reopen the destination record and confirm its source relationship, shop, status and amounts before proceeding.
- Fleet Ops → review Due/Overdue reminders; open the vehicle and verify unit, VIN, current date/mileage/hours and calculated trigger.
- Convert the selected reminder into one draft/reviewable work order; confirm a duplicate work order was not already created.
- Select performing shop and service package, price scope and obtain the fleet's configured approval/PO reference.
- Schedule or dispatch the unit, confirm parts availability and execute the authorized work with technician evidence.
- Complete the work order and record actual service date, odometer and/or engine hours used to close the reminder.
- Create the invoice. Route it per visit or into the eligible consolidated billing cycle exactly once.
- Reopen the reminder/vehicle and verify the next due date, mileage or engine-hour point advanced from completed evidence.
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3. Test the blocked and exception paths
A workflow is not ready merely because its normal path succeeds. Repeat the test using the conditions below. VMOTEK should explain why an action is unavailable, retain the existing record and prevent duplicate, stale, unauthorized or physically impossible activity. Do not bypass a business control by creating an unrelated replacement record.
- Repeated conversion of the same due occurrence must not create duplicate work orders.
- Missing or decreasing usage readings require review rather than a fabricated maintenance state.
- Unauthorized fleet scope or missing required PO must remain blocked.
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4. Verify records, inventory and financial effects
Open the related records after execution and reconcile them. The customer and vehicle remain company-wide identities, while the appointment, estimate, work order, inventory activity, purchase or transfer, invoice and payment retain the responsible shop. Status labels are operational evidence—not substitutes for checking quantities, totals and source links.
- Reminder, vehicle, approval, work order, service evidence and invoice retain the same fleet/customer context.
- The completed occurrence remains history while a new next-due point is calculated.
- Consolidated billing includes each eligible invoice once and preserves source invoices.
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5. Confirm customer communication
Use the customer's permitted contact channel and preserve delivery status. A sent message does not equal approval, payment or receipt. Continue only from the authoritative decision or transaction status. Email and SMS availability depends on the shop's connected providers, customer contact data and consent settings.
- Notify fleet contacts of due/overdue service, approval request and completion through permitted channels/portal.
- Do not expose another fleet customer's vehicles, documents or shop relationships.
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6. Completion checklist
The journey is complete only when the final business outcome and the expected audit trail agree. Record any failed check, correct configuration or source data, and rerun the scenario from a clean test record.
- Exactly one work order exists for the due occurrence.
- Next PM cycle advances from real completed usage evidence.
- Fleet portal/billing and cross-shop reports show the correct unit, shop and amount.
Related product areas
Understand the capability behind the task
Continue to the applicable platform page for workflow behavior, role differences and connected operating consequences.
Ready to move forward?
Need help with your configuration?
Existing customers should use in-product support for account-aware assistance. Evaluation teams can contact us to discuss requirements.