Swifto ERPFleet ManagementMaintenance & oil changes
FR ENAR
User Manual Fleet Management module Version 1.0 · Stable

Maintenance & oil changes manual

Manage the fleet's maintenance: corrective maintenance (repair) and preventive maintenance (scheduled service), and mileage-tracked oil changes. Swifto calculates the remaining km before the next due date and alerts in time.

2
Maintenance types
km
Mileage-tracked oil change
3
Alert levels
2
Request types
1

Overview

Maintenance covers a vehicle's maintenance jobs and oil changes. A maintenance job can be corrective (work following a breakdown) or preventive (scheduled service, dedicated sub-menu). The oil change is tracked by mileage: from the odometer reading and the configured interval, Swifto calculates the remaining km and triggers an alert as it approaches.

Business goal

  • Plan preventive maintenance
  • Track repairs and their cost
  • Calculate the remaining km before an oil change
  • Anticipate vehicle downtime

Target audience

  • Fleet manager — plans and approves service jobs
  • Drivers — submit requests
  • Accounting — maintenance costs

Linked to the vehicle

Each maintenance job/oil change is linked to a vehicle and to a garage supplier. The entered odometer reading feeds the mileage log.

2

Access and navigation

Menu Fleet management → Maintenance, Preventive maintenance and Oil changes. Maintenance/oil change requests have their own entries (depending on the profile).

Swifto ERP — Fleet Management menu
Global dashboard
Fleet management
Vehicles
Curative maintenance
Preventive maintenance
Oil change
Maintenance requests
Request for oil change
Fuels
Settings
GPS Tracking
Need help? Click here...
The list of maintenance records or oil changes opens on the right.
3

Maintenance list

The list shows, per vehicle, the maintenance job's title, the garage supplier, the period (start / end) and the amount excl. tax.

Fleet management › Maintenance
Curative maintenance
New Search
Curative maintenance⇅Registration⇅Supplier⇅Start⇅End⇅Subtotal⇅Action(s)
80,000 km service205 TUN 8842GARAGE EL FELLAH12/05/202613/05/2026480.000TND
Brake pad replacement123 TUN 4567AUTO SERVICE MEGRINE28/04/202628/04/2026220.000TND
Electronic diagnostics89 TUN 2031GARAGE EL FELLAH03/04/202604/04/202695.000TND

List columns

ColumnDescription
MaintenanceTitle of the service job (inspection, repair…).
Plate numberVehicle concerned.
SupplierGarage / provider that performed the service.
Start / EndVehicle downtime period.
Amount excl. taxCost of the service (excluding tax).
4

Corrective vs preventive

Swifto distinguishes two kinds of maintenance, managed in separate lists.

Corrective maintenance

One-off service job (breakdown, repair). Entry of the garage supplier, the period and the amount excl. tax.

Preventive maintenance

Scheduled service (Preventive maintenance sub-menu) with a planned date and an alert before the due date.

Preventive maintenance anticipates downtime: its dedicated list and alerts make it possible to schedule services without a service interruption.

5

Create a maintenance record

Click New. Select the vehicle, the garage supplier, the title, the period, the odometer reading and the amount.

New maintenance record
Maintenance record
205 TUN 8842
80,000 km service
GARAGE EL FELLAH
80,120
12/05/2026
13/05/2026
Preventive
480.000

Enter the odometer reading

The dashboard km at the time of the service feeds the mileage log and makes the calculation of the next oil changes more reliable.

6

Oil change list

The oil change is tracked by mileage: odometer reading at the time of the oil change, configured interval and remaining km calculated automatically.

Fleet management › Oil changes
Oil change
New Search
Date⇅Registration number⇅Supplier⇅Km Dashboard⇅Oil change km⇅Remaining km⇅Action(s)
12/05/2026205 TUN 8842GARAGE EL FELLAH80,12010,0001,880
02/04/2026123 TUN 4567AUTO SERVICE MEGRINE108,50010,0006,120

Oil change list columns

ColumnDescription
DateDate of the oil change.
Plate numberVehicle concerned.
SupplierGarage / provider.
Dashboard kmOdometer reading at the time of the oil change.
Oil change kmConfigured interval (e.g. 10,000 km).
Remaining kmKilometers remaining before the next oil change — basis for the alert.
Amount excl. taxCost of the service.
7

Remaining km & alerts

The remaining km = oil change interval − kilometers driven since the last one. It is shown in the list and turns red when it becomes critical.

Remaining km = Oil change km (interval) − (Current dashboard km − Dashboard km at last oil change)

Comfortable

High remaining km — no action needed

To watch

Low remaining km — schedule it

Critical

Shown in red — oil change due

Update the odometer reading at every fill-up (Fuel sub-module): the fresher the mileage, the more accurate the "remaining km".

8

Service requests

Depending on the configuration, drivers can submit requests (maintenance or oil change) that the fleet manager approves and turns into an actual service job.

Maintenance request

Pending approval

The driver reports a need for repair; the fleet manager approves it and creates the maintenance record.

Oil change request

Pending approval

Issued as the km due date approaches; approved and then converted into an oil change.

The Requests entries only appear if they are enabled in the company's privilege profile.

9

Lifecycle (workflow)

flowchart LR
  A([Driver request]):::s --> B{Fleet manager approval}:::p
  B -->|maintenance| C[Corrective/preventive maintenance]:::p
  B -->|oil change| D[Oil change]:::p
  C --> E[(Cost + km)]:::st
  D --> F([Remaining km recalculated]):::ok
  F -.->|critical threshold| G([Oil change alert]):::ko
  classDef p fill:#E0F2FE,stroke:#0EA5E9,color:#075985;
  classDef s fill:#F5F3FF,stroke:#8B5CF6,color:#5B21B6;
  classDef st fill:#FEF3C7,stroke:#F59E0B,color:#92400E;
  classDef ok fill:#D1FAE5,stroke:#10B981,color:#065F46;
  classDef ko fill:#FEE2E2,stroke:#EF4444,color:#991B1B;
10

Business rules

Mileage-based oil change — Swifto calculates the remaining km and alerts when it becomes critical. The interval (oil change km) is configurable.

Anticipated preventive maintenance — scheduled services have a dedicated list and alerts before the planned date.

Reliable odometer readings — every km entry (maintenance, oil change, fill-up) feeds the shared mileage log.

Approval required — a driver's request only becomes a service job after the fleet manager's approval.

11

Roles & permissions

ActionFleet managerDriverAccountantAdmin
View✅✅✅✅
Enter maintenance / oil change✅—✅✅
Submit a request✅✅—✅
Approve a request✅——✅
Delete———✅

Indicative matrix — depends on the profiles defined in your company.

12

Usage scenarios

Preventive service at 80,000 km

The 205 TUN 8842 reaches 80,120 km. A preventive service is recorded (GARAGE EL FELLAH, 480 TND); the next oil change is recalculated and its remaining km resets to full.

Repair following a breakdown

The driver submits a maintenance request (braking). The fleet manager approves it, creates the corrective maintenance record (brake pad replacement, 220 TND) and closes the service job.

13

FAQ & Tips

The remaining km looks wrong?

Check the odometer reading of the last oil change and the current km: the calculation depends on up-to-date mileage (entered at fill-ups/maintenance jobs).

Preventive or corrective?

An unplanned repair = corrective. A scheduled service (by date or km) = preventive, in its dedicated list.

Tip — one supplier per garage

Link each service job to its garage supplier: you will get a reliable maintenance cost per vehicle and per provider.

Swifto

Swifto ERP · Fleet Management module · User Manual v1.0

Maintenance & oil changes — Overview · Home