Your TMS can barely dispatch. Ours runs your shop too.
A truck in the bay doesn’t haul freight, and we’ve run enough trucking companies to know it. So here’s what other TMSs give you for maintenance. PCS’s is little more than a collection of spreadsheets. Alvys chose not to build its own. In their words, “to do it right would take time.” So to run maintenance on Alvys, you need an account with another company, the same way a lot of TMSs send you to QuickBooks for your accounting.
ProBuilt Maintenance is built into ProBuilt TMS, in the same system and the same database as dispatch, accounting and compliance.
A motion graphic: a truck drawn in light runs down a road, its odometer counting up beside its service schedule: PM Service B every 25,000 miles, brakes every 50,000, transmission every 150,000 and the annual inspection every 12 months. At 425,000 miles PM Service B comes due on truck 2111, and the truck stops in the bay at the Houston Shop, your own shop. Work order 1186 gets PM Service B and its whole kit of parts out of Parts Inventory, is finished and locked, and its 868.43 posts to 45000 Truck Maintenance Expense. The truck goes back on the road. Then truck 2106’s brakes come due at 350,000 miles, and the brake job goes out to a diesel shop, Gulf Coast Diesel Repair, on work order 1184, with the shop’s address and phone. Dispatch’s truck list shows 2106 in red while it’s in the shop. The job, 2,785.26, is finished, locked and posted, and the truck goes back on the road.
The shop.
8.6% rise in carriers’ repair and maintenance costs in 2025, second only to tolls.
And the average truck got older. ProBuilt Maintenance keeps every work order, part and preventive maintenance service in the same system as dispatch, accounting and compliance.
Source: American Transportation Research Institute, Operational Costs of Trucking, 2026
01Your fleet.
Every make. Every model. Every service schedule.
ProBuilt Maintenance is a complete vehicle management system. For every semi-truck and trailer built since 2015, it already knows the make, the model and the service schedule. For trucks, it also knows the engine and how much oil it holds, and it adjusts the schedule to the oil you run, whether that’s conventional, blend or full synthetic.
Add your driver vehicle inspection reports (DVIRs), warranties and service history, plus every date that matters, from registration renewals to the transport refrigeration unit (TRU) dates on your reefers, and your whole fleet is in one place.
Pick a unit. Or let it switch on its own.
- Make and model
- Engine and oil capacity
- Service schedule
DOT
IFTA
In Service: 1/12/2024
Odometer: 412,860
DOT
California
In Service: 2/14/2023
3 filesSAVECANCELMaintenance
PM Service AEvery 12,500 miles
PM Service BEvery 25,000 miles
PM Service CEvery 100,000 miles
Trailer InspEvery 12 months
Reefer TRU PMEvery 6 months
Compliance
Updates Required
Truck 2117Renewal Due01/01/27
Truck 2117Inspection Due05/03/27
Trailer 5312TRU Insp Due03/15/27
Trailer 5312Inspection Due04/09/27
Renewal and inspection dates live on the unit, and on the Compliance calendar.
02Work orders.
Your shop. Their shop. The side of the road.
Most trucking companies do nearly all of their preventive maintenance (PM) in their own shop, because that’s where the volume is. A truck gets an oil change every 15,000 miles or so, but the engine comes out maybe once in 600,000. The heavy work usually goes out to a dealer or a heavy-duty shop, unless your shop is big enough to handle it. And when a truck breaks down a long way from home, it gets fixed wherever it is.
Your shop.Nearly every PM, done in your own bay. 
Their shop.The heavy work, at a dealer or a heavy-duty shop. 
The side of the road.Fixed wherever the truck breaks down.
Other shop software is built only for work done in your own bay. ProBuilt Maintenance is built for the way trucking really works. PMs in your shop, heavy work at a vendor and repairs on the road are all work orders on the same board, and they all go into the same unit history. And because it’s ProBuilt, you can open as many of them as you like, side by side, in one browser tab.
Their shop. Your records.
Run the work order. Or let it switch on its own.
Maintenance
Working
1184Truck 2106 · Gulf Coast Diesel Repair
1185Truck 2127 · Gulf Coast Diesel Repair
1186Truck 2111 · Houston Shop
1187Truck 2119 · Alamo Tire & Service Center
8120 Clinton Dr
Houston, TX 77029
PH: 713-555-0187
Parts & Services
| + | Service Code | Description | Services | Parts | Total | ||||||||||||||||||||||||||||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| − | Svc Brakes | Inspect and service brake system components | 1,160.00 | 1,233.50 | 2,393.50 | ||||||||||||||||||||||||||||||||||||||||
| |||||||||||||||||||||||||||||||||||||||||||||
| + | Diag | Brake system diagnostic & road test | 290.00 | 0.00 | 290.00 | ||||||||||||||||||||||||||||||||||||||||
- Status
- Working
- Services
- 1,450.00
- Parts
- 1,233.50
- Sales Tax
- 101.76
- Total
- 2,785.26
Input: 9/28/26 4:10 PMBy: ReyesEdited: 10/02/26 4:40 PMBy: ReyesLock: Finished
Maintenance
Maintenance history
Brake jobWO 1184 · Gulf Coast Diesel Repair10/02/26
PM Service AHouston Shop08/26/26
PM Service BHouston Shop07/21/26
This brake job went out to a diesel shop. The shop’s address, phone and email came onto the work order automatically, along with the services and the parts.
- A board for trucks. A board for trailers.Each with its own work orders, every one with estimated and actual dates.
- History builds itself.Every finished job adds to the unit’s maintenance history. Search it by unit, by vendor or by status in seconds.
- Do it again? Copy it.Need the same job again? Copy the work order instead of starting over.
03Parts.
Strict, accurate inventory control.
Parts disappear from truck shops, and everybody in this business knows it. Strict control starts with knowing exactly what you have.
ProBuilt’s parts inventory shows every part on one line. You see how many are on hand, how many have gone out and how many are on order, along with how many you require on the shelf, your reorder quantity and how many you need to buy right now. Parts go out on work orders, tied to a unit, so you always know which truck a part went on.
Read the shelf. Or let it run on its own.
Maintenance
Truck 2111 · PM Service B
Houston Shop
| Part Code | Qty |
|---|---|
| ENG-OIL | 11 GAL |
| ENG-OIL-FLTR | 1 EA |
| FUEL-FLTR-PRI | 1 EA |
| FUEL-FLTR-SEC | 1 EA |
| Part Code | Description | Category | Unit | On-Hand | Sold | Ordered | Required | Reorder | Need |
|---|---|---|---|---|---|---|---|---|---|
| ENG-OIL | Engine Oil 15W-40 | ENGINE | GAL | 165.00 | 340.00 | 0.00 | 110.00 | 55.00 | 0.00 |
| ENG-OIL-FLTR | Engine Oil Filter | ENGINE | EA | 4.00 | 26.00 | 0.00 | 10.00 | 5.00 | 6.00 |
| FUEL-FLTR-PRI | Primary Fuel Filter | FUEL | EA | 3.00 | 19.00 | 0.00 | 10.00 | 5.00 | 7.00 |
| FUEL-FLTR-SEC | Secondary Fuel Filter | FUEL | EA | 5.00 | 17.00 | 0.00 | 10.00 | 5.00 | 5.00 |
| BRAKE-CHAMBER | Brake Chamber, Type 30/30 | BRAKE | EA | 14.00 | 12.00 | 0.00 | 8.00 | 4.00 | 0.00 |
| BRAKE-DRUM | Brake Drum | BRAKE | EA | 6.00 | 4.00 | 0.00 | 4.00 | 2.00 | 0.00 |
| BRAKE-SHOE | Brake Shoe/Lining Kit | BRAKE | EA | 2.00 | 10.00 | 4.00 | 8.00 | 4.00 | 2.00 |
| SLACK-ADJ | Automatic Slack Adjuster | BRAKE | EA | 10.00 | 8.00 | 0.00 | 8.00 | 4.00 | 0.00 |
| TRANS-FLUID | Transmission Fluid | TRANS | GAL | 58.00 | 44.00 | 0.00 | 40.00 | 20.00 | 0.00 |
9
Cost
55 GAL18.40275 GAL17.60
55 GAL18.10275 GAL17.30
55 GAL18.75275 GAL17.90
First, what you have: on hand, gone out and on order.
04Accounting.
The shop closes the job. Accounting already has it.
Your shop vendors come from the same vendor list accounting already pays, with their terms, ACH and default expense account on file.
Finish a work order and the parts, labor and outside vendor charges post to the right accounts in ProBuilt Accounting, and your inventory value updates on its own. Nobody enters anything twice, and nobody spends month-end making two systems agree.
Close a job. Or let it run on its own.
Accounting
TermsNet 30
PaymentsACH
Expense Account45000 Truck Maintenance Expense
Maintenance
Truck 2111 · PM Service B
Houston Shop
Working868.43
8120 Clinton Dr
Houston, TX 77029
PH: 713-555-0187
Parts & Services
| + | Service Code | Description | Services | Parts | Total |
|---|---|---|---|---|---|
| + | Svc Trans | Transmission service, fluid, filter & pan gasket | 980.00 | 864.25 | 1,844.25 |
| + | Diag | Road test & leak inspection | 140.00 | 0.00 | 140.00 |
- Status
- Finished
- Services
- 1,120.00
- Parts
- 864.25
- Sales Tax
- 71.30
- Total
- 2,055.55
Input: 9/21/26 2:35 PMBy: ReyesEdited: 9/23/26 3:05 PMBy: ReyesLock: Finished
Accounting
Gulf Coast Diesel RepairBill 20448 · WO 1183 · due 10/24/262,055.55
Lone Star Truck & TrailerWO 11801,236.40
Bayou City Truck PartsINV 88214412.60
Maintenance
Inventory value47,986.35
PM Service B kit · 6 parts out
Accounting
45000 Truck Maintenance Expense
Houston ShopWO 1186 · truck 2111 · PM Service B868.43
Gulf Coast Diesel RepairWO 1183 · truck 2117 · transmission2,055.55
Lone Star Truck & TrailerWO 1180 · truck 21091,236.40
Gulf Coast Diesel Repair is on the vendor list accounting already pays, with its terms, ACH and expense account.
05Compliance.
It’s not just maintenance. It’s compliance.
When a driver writes up a defect on a DVIR, the Department of Transportation (DOT) requires the maintenance department to certify the repair before that truck goes back out, and it requires the driver to sign off on the repair too. Other systems just create a work order. ProBuilt work orders prove you’re compliant. The DVIR attaches to the work order, the shop signs off there, and the driver signs off in Mobile TMS, right from the phone.
Follow a defect. Or let it run on its own.
06Preventive maintenance.
PMs and inspections. Built in.
PM Service A, B and C come pre-programmed in ProBuilt, from the basic oil and filter service up to major preventive maintenance, and so do the annual DOT inspections for your trucks and trailers. Each one already knows how often it comes due, so you don’t have to build a PM program from scratch.
Build a PM. Or let it run on its own.
| Service Code | Description | Interval | Frequency | Compl |
|---|---|---|---|---|
| PM Service A | Oil & filter change, chassis lube, basic inspection | Miles | 12,500 | |
| PM Service B | PM A plus expanded inspections | Miles | 25,000 | |
| PM Service C | Major preventive maintenance | Miles | 100,000 | |
| Svc Brakes | Inspect and service brake system components | Miles | 50,000 | |
| Svc Trans | Transmission service | Miles | 150,000 | |
| Svc Cooling | Cooling system service, coolant & filter | Months | 24 | |
| DOT Annual | Annual DOT inspection | Months | 12 | |
| Trailer Insp | Trailer DOT inspection | Months | 12 | |
| Reefer TRU PM | Reefer unit preventive maintenance | Months | 6 |
9
Maintenance
| Part Code | On-Hand |
|---|---|
| ENG-OIL | 165.00 |
| ENG-OIL-FLTR | 4.00 |
| FUEL-FLTR-PRI | 3.00 |
| FUEL-FLTR-SEC | 5.00 |
Compliance
Updates Required
Truck 2106DOT Annual · Inspection Due11/04/26
Trailer 5312Trailer Insp · Inspection Due04/09/27
Truck 2104DOT Annual · Inspection Due03/02/27
Parts & Services
| + | Service Code | Description | Services | Parts | Total | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| − | PM Service B | PM A plus expanded inspections · 6.5 HR | 487.50 | 351.90 | 839.40 | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||
| |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
- Status
- Working
- Services
- 487.50
- Parts
- 351.90
- Sales Tax
- 29.03
- Total
- 868.43
Input: 9/30/26 8:20 AMBy: ReyesEdited: 10/02/26 11:15 AMBy: ReyesLock: Finished
PM Service A, B and C come pre-programmed, each one knowing how often it comes due.
The DOT annual vehicle inspection report is right there in ProBuilt when a unit’s annual inspection comes due. Every component is on one form, with OK, needs repair and repaired columns, ready to print.
DOT Annual Vehicle
Inspection Report
Vehicle components inspected
| OK | Needs repair | Repaired | Item | OK | Needs repair | Repaired | Item |
|---|---|---|---|---|---|---|---|
| 1. Brake system | 8. Suspension | ||||||
| 2. Coupling devices | 9. Frame | ||||||
| 3. Exhaust system | 10. Tires | ||||||
| 4. Fuel system | 11. Wheels and rims | ||||||
| 5. Lighting devices | 12. Windshield glazing | ||||||
| 6. Safety loading | 13. Windshield wipers | ||||||
| 7. Steering mechanism |
07One system.
The shop knows. So does everybody else.
Upcoming inspections and registration renewals show on the Compliance calendar, where your safety people already look. Dispatch sees the same trucks live on the map, and the ones that need attention show in red on the truck list. Nobody has to walk out to the shop to ask.
Watch it work.
The whole shop, start to finish.
The ProBuilt Maintenance overview walks through the whole module in under five minutes, from the unit forms and the work order board to preventive maintenance, parts and the books.
Watch the first minute and a half, then tell us who’s watching to see the rest. One form opens every overview on the site.