Fleet service scheduler
Services by kilometres, engine hours or date per unit, with due lists and automatic reminders.
Diesel mechanic software: fleet servicing & job cards
Diesel mechanics: every fleet unit serviced on time. More spanners, less spreadsheet.
Fleet services live in a spreadsheet nobody updates. Job history sits in a filing cabinet. Parts get ordered when the truck's already on the hoist and the fleet manager rings three times a day asking if it's done. We build fleet servicing, job card, parts and breakdown systems for diesel workshops that all talk to each other, then we host them and look after them.
Looking for diesel workshop software that keeps fleet customers happy?
A diesel workshop lives and dies on its fleet accounts. Transport companies, earthmovers, councils, farmers and mine contractors all want the same thing: their gear back fast, serviced on time and a paper trail that stands up to an audit. Meanwhile the workshop is juggling service intervals by kilometres, engine hours and dates, chasing purchase order numbers and waiting on back-ordered parts.
Wollopit builds custom diesel workshop software around how your shop actually runs. Services come due on their own from odometer and hour readings. Every unit has its full history in one place. Parts are on the shelf before the truck rolls in. Techs log time and photos on a tablet instead of a greasy job card. Fleet managers book in and download records from their own portal. We connect the tools you already like, replace the ones holding you back and look after the lot on our own servers.
01The problems
What we hear from diesel mechanics
Does your diesel workshop have these problems? Here's how we'd fix them.
Most diesel workshops we talk to have brilliant techs and a front office running on spreadsheets, whiteboards and the boss's memory. It holds up until a big fleet customer asks for every service record from the last two years.
- The problemFleet services slip through the cracksIntervals by kilometres, hours and dates sit in a spreadsheet that's only as current as the last time someone updated it.How we fix itService schedules per unit by km, engine hours or date, with due-soon lists and automatic reminders to the fleet manager.
- The problemHistory lives in a filing cabinetA truck comes back with the same fault and nobody can find what was done to it last time.How we fix itFull job history per unit by rego, VIN or fleet number, searchable in seconds with notes, parts and photos.
- The problemParts ordered too lateThe truck's on the hoist before anyone realises the filters and belts aren't in. It sits there for two days.How we fix itParts lists pulled from the service type at booking, with supplier orders raised before the vehicle arrives.
- The problemFleet managers ringing all dayIs it done yet? What did you find? Can you send last year's records? The phone never stops.How we fix itA fleet portal where managers see status, approve extra work, book units in and download history themselves.
- The problemPaper job cards and lost hoursTechs scribble times on a card that's half covered in oil. Half the labour never makes it onto the invoice.How we fix itDigital job cards on a tablet with clock on and off per job, checklists, photos and parts used.
- The problemBreakdowns run off a mobile phoneThe 2am call-out gets taken by whoever answers, written on a scrap of paper and invoiced weeks later. Or never.How we fix itBreakdown jobs logged, dispatched to the on-call tech and tracked from call to invoice.
- The problemBig repairs are slow to quoteAn engine rebuild or gearbox job takes a day to price. By then the customer has rung someone else.How we fix itQuote templates for common jobs with parts and labour, photos attached and approval by link.
- The problemInvoices rejected without a POFleet clients knock back invoices with no order number or the wrong cost centre. Payment drags another month.How we fix itPO numbers and cost centres captured at booking, checked before invoicing and sent straight to Xero or MYOB.
- The problemCompliance records scatteredNHVAS maintenance records, defect clearances and inspection reports are spread across folders and inboxes.How we fix itMaintenance and defect records stored per unit, ready to hand over for audits and inspections.
- The problemField service on site with no systemTechs out servicing loaders and generators on site come back with notes in their head and parts in the ute.How we fix itA mobile app for field techs that works offline, with job sheets, hour readings, photos and sign-off on site.
02What we build
Solutions
What we build for diesel mechanics. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Vehicle & plant history
Every job, part, reading and photo recorded per truck, trailer, tractor or machine.
Digital job cards
Tablet job cards with checklists, clock on and off, photos and parts used.
Workshop planner
Hoists, bays and techs on one board so you can see who's on what and what's next.
Parts ordering & stock
Parts pulled from service kits at booking, supplier orders raised early and stock levels kept honest.
Fleet customer portal
Managers see what's due, book units in, approve extra work and download records.
Breakdown dispatch
Call-outs logged, sent to the on-call tech and tracked through to invoice.
Field service app
Offline job sheets for site work with hour readings, photos and customer sign-off.
Repair quoting
Templates for common jobs, parts and labour priced fast and approved by link.
Invoicing with POs
Order numbers and cost centres checked before invoices go to Xero or MYOB.
Compliance records
Maintenance logs, defect clearances and inspection reports filed per unit for audits.
A website that gets the call
Fast on mobile, with breakdown contact up front, built to rank for 'diesel mechanic near me'.
03The systems
The big ones
Your whole diesel workshop, on one system.
These are the systems diesel workshops ask us about most. Each one works on its own. They get properly clever when they're joined up.
Fleet servicing
Every unit comes due on its own.
Each truck, trailer and machine gets its own service plan by kilometres, engine hours or date. Readings come in from job cards, the fleet portal or telematics so the due list is always current and the fleet manager gets a reminder before anything goes overdue.
- Intervals by km, hours or date
- A, B and C service types
- Due-soon and overdue lists
- Readings from telematics where available
- Automatic reminders to fleet managers
- Multi-site fleets in one account
- Trailers and plant alongside trucks
- Service kits linked to each plan
- Book due units in bulk
- Overdue reports per customer
Job cards & workshop
Job cards that don't end up in the bin.
Techs open the job on a tablet, follow the checklist, clock their time and snap photos of what they find. The front office sees progress live and every hour and part flows straight onto the invoice.
- Tablet job cards per unit
- Service checklists by job type
- Clock on and off per job
- Photos and notes on findings
- Parts used logged as you go
- Extra work flagged for approval
- Hoist and bay planner
- Tech workload at a glance
- Job status shown to the office
- Labour and parts straight to invoice
Parts & stock
Parts on the shelf before the truck rolls in.
When a service is booked the parts list comes from the service kit for that unit. Missing stock turns into a supplier order the same day so nothing sits on the hoist waiting for a filter.
- Service kits per make and model
- Parts reserved at booking
- Supplier orders raised automatically
- Back-order tracking with ETAs
- Stock levels and reorder points
- Core returns and warranty parts
- Parts used matched to invoices
- Supplier price updates
Fleet portal
Fleet managers stop ringing.
Your fleet customers get their own login to see what's due, what's in the workshop and what's been done. They approve quotes, book units in and download service records for their own audits without picking up the phone.
- Live job status per unit
- Upcoming services and overdue list
- Book units in online
- Approve quotes and extra work
- Download service history
- Maintenance records for audits
- PO numbers entered at booking
- Multiple managers per fleet
- Invoices and statements
Breakdowns & field service
The 2am call-out, logged and billed.
Breakdown calls go into the system wherever they're taken and land on the on-call tech's phone with location and unit details. Field techs work offline on site and their job sheets, readings and sign-off sync when they're back in range.
- Breakdown jobs logged in seconds
- Sent to the on-call tech
- Location and unit history on the phone
- Offline job sheets for remote sites
- Hour readings and photos on site
- Customer sign-off on the screen
- After-hours rates applied
- Call-out to invoice in one flow
04How it changes
Before and after
A fleet service week, wolloped.
Here's how a busy fleet week could change. Every diesel workshop is different, so we map yours first.
Before
- Dig through the spreadsheet to see who's due
- Ring the fleet manager to book trucks in
- Filters aren't in when the truck arrives
- Techs write hours on an oily job card
- Hunt the filing cabinet for last year's work
- Invoice bounces back with no PO number
After
- Due list builds itself from km and hour readings
- Fleet manager books units in through the portal
- Parts were ordered the day it was booked
- Techs clock time and photos on a tablet
- Full unit history comes up in seconds
- PO checked at booking and the invoice lands in Xero
05Services
Everything under one roof
Software, websites and systems for diesel mechanics.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for diesel mechanics
Built around how your diesel workshop actually runs: fleet service scheduler, vehicle & plant history and the admin in between, in one system you own.
Websites for diesel mechanics
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Diesel workshop system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for diesel mechanics
Digital job cards and workshop planner: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Xero, MYOB and QuickBooks so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your diesel workshop, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside workshop platforms you're happy with or replace the ones holding you back.
- Xero
- MYOB
- QuickBooks
- Stripe
- Square
- Mechanic Desk
- Workshop Software
- Fleetio
- Teletrac Navman
- Geotab
- Webfleet
- MTData
- NHVR Portal
- Google Business Profile
- Twilio SMS
- Google Calendar
- Microsoft 365
- Deputy
- Employment Hero
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your diesel workshop: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We spend time in the workshop, on the phones and with your fleet paperwork, then work out what's actually slowing you down.
- 02
Archi-tech
We plan it before writing code: your units, service intervals, parts, job cards, fleet accounts, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before the next big fleet service run.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things diesel mechanics ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can it schedule services by engine hours as well as kilometres?
Yes. Each unit can have intervals by kilometres, engine hours, date or a mix. Readings come from job cards, the fleet portal or telematics where the customer has it.
Can fleet managers book services themselves?
Yes. Fleet managers can see what's due and book vehicles in through their portal. They can approve quotes and download service history too.
Can it pull readings from our customers' telematics?
Often, yes. Platforms like Teletrac Navman, Geotab, Webfleet and MTData have ways to share odometer and hour data. We'll check what each fleet uses and connect what we can.
Will it help with NHVAS and maintenance audits?
It keeps maintenance records, defect clearances and inspection reports per unit so you or your customer can pull them out for an audit. It doesn't replace your accreditation obligations, it just makes the records easy to find.
Do our field techs need signal on site?
No. The field service app works offline and syncs job sheets, photos and readings when the tech is back in range.
We already use workshop software. Do we have to switch?
No. If Mechanic Desk, Workshop Software or another platform is doing its job, we build around it: the fleet portal, scheduling, breakdowns and parts on top. If it's holding you back, we'll show you what replacing it would involve before anything changes.
How much does a diesel workshop system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like a service scheduler or breakdown log can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most diesel mechanics we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a diesel workshop problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.