Torek Fleet maintenance reports
Updated
A fleet maintenance report answers four questions: what each asset costs to keep running, how much preventive maintenance is late, how long a job takes from the moment it is raised to the moment it is closed, and which documents expire in the coming weeks. None of it is a separate data set — the figures are computed from the records the workshop creates during an ordinary day.
In Torek the manager pack sits on one page: cost per asset, maintenance compliance, work-order cycle time, defect ageing, the most frequent defect categories and document deadlines. The window switches between 3, 6 and 12 months, and every section downloads as CSV for accounting or for an audit file.
Each section answers one management question — repair or replace, postpone a service or not, where to put a mechanic tomorrow.
| Section | What it shows | Decision it supports |
|---|---|---|
| Cost per asset | Parts, labour and total per unit, plus the average per work order | Repair or replace; where the budget goes |
| Maintenance compliance | By asset type: completed on time, completed late, overdue now, upcoming — with the late share and average days overdue | Whether planned maintenance actually happens |
| Work-order cycle time | Created to completed — average, median and the monthly trend | Whether the workshop keeps up; where the queue builds |
| Defect ageing | Open defects in buckets of up to 30, 31–60, 61–90 and over 90 days, plus the oldest ones by name | What to deal with first |
| Defect categories | Defects grouped by the assembly named in the text — brakes, engine, electrics, tyres, hydraulics, transmission and others — with the severity split | Where the same failure keeps coming back |
| Document deadlines | Asset document dates by type: overdue, due in 30 days, due in 31–90 days | Keeping sound machines off the yard for paperwork |
The deadline report invents nothing. It counts the dates that have been entered on the asset record:
Every date lands in one of three buckets — overdue, 30 days left, 31 to 90 days left — measured from today. The list names the asset, the deadline type, the date and the days left, and downloads as CSV.
A practical note: when no dates have been entered, the report says so instead of showing a tidy-looking zero. Filling those dates in is the first thing worth doing during a rollout: it needs no history and no change of habit, and it pays for itself the first time an inspection does not expire unnoticed.
The monthly repair report answers the question the cost section leaves open — what the money was spent on. Repairs are grouped by asset, by type of repair or by the garage that did the work, and each line shows parts, labour, outside-garage invoices, the total and the hours the equipment stood. Tyres or bodywork as a line of their own, or what one garage billed in a month, no longer need a spreadsheet.
Downtime is visible as it happens too: how many units are standing right now, and a morning summary of equipment that has been standing for more than a day. Outside-garage invoices and downtime are recorded when the company has those modules switched on.
What these reports are not: they are not bookkeeping — no invoicing, no VAT returns, no general ledger. Invoices received from outside garages appear only as a repair cost, and cost is shown only to the extent parts, hours and those invoices were recorded. The defect category is an automatic guess from the text, which is why the report also states how large the unclassified share is. Nothing is collected from telematics or GPS devices; every figure comes from what people entered.
Reporting is the last link in a chain. Late maintenance comes out of the schedules kept in preventive maintenance, defect ageing out of the defect log, parts cost out of the records kept in the maintenance module, and the fuel line out of fuel tracking. When those records are created at the machine — on a phone or at a shared workshop kiosk — the manager pack reflects the real day, not what people remembered at month end.
Six sections: cost per asset (parts and labour), preventive-maintenance compliance by asset type, work-order cycle time, defect ageing, the most frequent defect categories, and document deadlines. Alongside them sit separate monthly repair, work-order, purchasing, stock and fuel-variance reports.
Every figure comes from the records the workshop already creates, so nothing has to be typed in a second time for reporting.
The ones entered on the asset record: roadworthiness inspection, insurance, road tax, tachograph inspection, fire-extinguisher check and warranty. A company can keep its own additional dates on the same record, and the report counts them in a separate row.
Deadlines fall into three buckets — already overdue, expiring within 30 days, expiring in 31 to 90 days — and are measured against today, not against the reporting window. An expired inspection stays expired no matter which month the manager is looking at.
Yes. Every section of the manager pack downloads as CSV, the monthly repair report exports to Excel, CSV and PDF, and the work-order, purchasing, stock and fuel-variance reports also export to Excel (XLSX) and PDF. Each file carries a header with the company, the report key and the period, so the numbers can be traced back later.
The monthly fuel write-off document is a separate PDF, for one asset or the whole fleet. Fuel and parts write-offs and supplier invoices can also be exported straight to Rivilė or as a universal XLSX or CSV file.
The manager pack runs over 3, 6 or 12 months — long enough for a trend rather than one month of noise. The summary cards above it switch between the last 7 days, the current month, the last 90 days and the last 12 months.
They do when hours are logged against work orders and the person has an hourly rate. When no hours are recorded, the report says so plainly and shows the parts cost only, instead of quietly presenting a total that is too low.
Yes — the monthly repair report. It groups repairs by asset, by type of repair (mechanical, electrical, tyres, bodywork, planned maintenance, inspection, other) or by the garage that did the work, and shows parts cost, labour cost, outside-garage invoices, the total and downtime hours. It exports to Excel, CSV and PDF.
Yes, when downtime is recorded. The count of units standing right now is always current, and each unit has its downtime history in hours. Administrators and the managers responsible for a unit are told when it stops and when it is working again, and every morning they get a summary of the equipment that has been standing for more than a day.
The reports page works in the browser, on a desktop or a phone. The Android app has no reports screen — it shows the home-screen counters, and the full breakdowns and exports are opened in a browser.
A walkthrough: manager pack, deadlines and exports.
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