Preventive Maintenance Scheduler

The problem this kills

You found out the truck was overdue for service the same way everyone does: it broke down on the side of the highway, or a roadside inspector wrote it up and your CSA score took the hit. Somewhere in a spreadsheet there was a row that said this PM was due 3,000 miles ago, but nobody was watching that row.

Preventive maintenance lives or dies on one boring question asked every single day: which trucks are due, by mileage or by time, whichever comes first? When that question is answered by a person scrolling a spreadsheet between phone calls, it eventually doesn't get answered. Trucks slip past their intervals. Small jobs become roadside failures. Inspectors find the things you should have found in the bay.

This tool answers that question for you, every day, and then drafts the work orders so the only thing left for a human to do is the part a human should actually do: look at the list and approve it.

What you'll build

A private web app for your fleet team that:

• Holds your vehicle list, your PM-type templates (e.g. "A-Service every 25,000 mi or 6 months," "DOT annual every 12 months"), and your service history.
• Takes in odometer readings and dates - typed in, or imported from a CSV / Google Sheet your telematics or fuel system already produces.
• Computes due / overdue status the right way: triggered by mileage OR time, whichever comes first.
• Drafts work orders for everything that's due, grouped by truck, with the PM template's task list pre-filled.
• Puts a hard approval gate in front of dispatch: the fleet manager reviews the drafts and only approved work orders get scheduled.
• Sends email reminders for upcoming and overdue PMs, and keeps a full history of what was done and when.

What's inside the Implementation Plan

The plan is a single file you paste into Claude Code (a free AI coding assistant). It walks the AI through building the whole tool, step by step, with a ready-to-copy prompt at the end of each step.

Crucially, the plan opens by interviewing you about your fleet - it does not assume you run your shop like everyone else. It asks how you name your trucks and units, what your real PM intervals and templates are, where your odometer readings come from, who approves work orders, and the messy exceptions (loaner units, seasonal equipment, engine-hour meters instead of odometers). Then it reads a short tailored spec back to you, you give a thumbs-up, and only then does it build. You get a tool shaped around your fleet, not a generic template you have to bend yourself into.

Inside you'll find: the discovery interview, the data model, the due/overdue math, the work-order drafting screen, the approval workflow, the reminder emails, and a verification checklist so you know it actually works.

The governance it includes (this is the point)

This isn't a toy. The plan builds in the controls that make an internal tool safe to actually use:

• Login so only your team can get in.
• Row-level security so each company only ever sees its own fleet.
• A complete audit trail - who created, edited, or approved every work order, and when.
• A hard human-in-the-loop approval gate - the tool drafts the PM work orders, but a person reviews and approves before anything is scheduled or dispatched to the shop.
• Duplicate guards so the same PM can't be drafted twice for the same truck (dedupe on vehicle + PM type + interval).

Who it's for

Fleet managers and maintenance coordinators who are tired of being the human spreadsheet alarm. If you run anywhere from a handful of trucks to a few hundred, and PM scheduling currently lives in your head and a tab in Excel, this is for you. You don't need to be a developer - you need your vehicle list, your intervals, and an afternoon or two.

You've got this - paste the first prompt and let the interview tailor the build to your fleet.