An oil change missed by 4,000 km costs more than every telematics licence you pay for. Wialon already knows the distance each vehicle has covered and the hours each engine has run, so it already holds the answer to what is overdue. Getting that answer out of it in a form a workshop can act on is the part that takes time.
Maintenance, our fleet maintenance app for Wialon, is now released and listed on the Wialon Marketplace. It turns those counters into a schedule: an Intervals tab for recurring service reminders and a Services tab for a log of the work performed. Both write back into Wialon, so there is no second database to keep in sync.
Five things that make this release different
- Due and Overdue without depending on notifications. The app recalculates every interval against live odometer and engine-hour values each time it opens, so you see what is late even if no notification ever fired.
- Mass creation of service intervals. One dialog applies an interval to the whole fleet in a single batch — not fifty repetitions of the same form.
- File attachments stored in Disketta. Invoices, inspection sheets and photos live in the unit’s own file storage in Wialon, next to the vehicle they belong to.
- Service records are stored forever in the unit. The history is written on the unit itself, so it does not expire with a report period and it travels with the vehicle.
- It is free. Maintenance is listed on the Wialon Marketplace at no charge.
Service intervals by mileage, engine hours or days
An interval is one rule, such as “Oil change every 10,000 km” or “Inspection every 365 days”, and you can set it on three axes at once:
- By mileage, a distance in kilometres.
- By engine hours, for machines where running hours matter more than distance.
- By days, for inspections, insurance and anything tied to the calendar.
Turn on one axis, two or all three. The vehicle is measured against every axis you enabled and the one closest to its limit decides the status. That is what makes a mixed fleet workable: a van reaches its oil change by kilometres, an excavator reaches the same service by engine hours, and both use one interval.
Each axis also takes a warning window, which is how far ahead you want to know. Warn 500 km before, or 14 days before, or 20 engine hours before.
How Maintenance decides what is due or overdue
Every vehicle-and-interval pair is one row with one of three statuses:
- OK, not yet inside the warning window.
- Due, inside the window, time to book it.
- Overdue, the interval passed with no service recorded.
Four cards above the table count the fleet: total intervals, and how many are OK, Due and Overdue. Most days that top row is the only thing you need to read.
Status is recalculated against live odometer and engine-hour values each time the page opens, not stored and left to drift. The Next due column shows the remaining figure per axis with its sign, so +9,684 km / -12 d reads as plenty of kilometres left but twelve days late on the calendar rule. Sort by that column and the worst vehicles rise to the top.
Apply one interval to the whole fleet
Creating an interval takes one dialog. Name it, choose the axes and frequencies, set the advance notice, pick the units. Maintenance creates it on every selected unit in a single batch instead of making you repeat the form fifty times, and reports back if any unit was skipped because it had reached Wialon’s interval limit.
For a single unit you can also record the last service, its odometer, engine hours and date, so the first “next due” is correct instead of counting from today. Apply the same interval across many units and each one starts from its own current values.
Filter the table by vehicle, interval name or status, and export what is left to Excel, PDF or CSV. The PDF is a landscape sheet with the same four summary cards at the top, which is usually what a workshop or an owner wants to see.
Log the service that was actually done
An interval says what should happen. The Services tab records what did.
Registering a service captures the unit, the date, the odometer and engine-hour readings at the time, and optionally the interval it belongs to. Link it and that interval’s countdown resets from the service values automatically. Leave it unlinked for one-off repairs and damage.
Parts, labour, cost and invoices in one record
A service record holds the detail that makes it worth keeping:
- Parts with name, quantity and unit cost.
- Labour with description, hours and rate.
- A running total across every line.
- Location and comment.
- Attachments: the invoice, the inspection sheet, photos of the damage.
The Services table lists date, unit, service name, odometer and engine hours, cost and attachment count, filtered by vehicle, service name and date range. Summary cards show the number of services and the total cost for the period, which is how a maintenance log becomes a cost-per-vehicle answer.
Open a record for the full detail, the line items and the files, plus a PDF export that embeds the attached images and invoice pages into the document. That file is what goes to an accountant, a leasing company or a buyer.
Everything stays in your Wialon account
If you already run Wialon, this matters more than any feature above. Maintenance does not keep a private copy of your maintenance data:
- Intervals are Wialon’s own service intervals, created and updated through the Wialon API. Open the unit in Wialon and they are there.
- A registered service is written as a native Wialon maintenance event on the unit.
- Parts, labour, cost and comments are stored on the unit itself, so the history travels with the vehicle.
- Attachments live in that unit’s own file storage in Wialon.
Counters come from the same live feed as everything else in the app, so the odometer in Maintenance is the same one Wialon reports. Intervals created in Wialon’s own interface appear here too and can be managed from either side.
Wialon maintenance FAQ
Does this replace Wialon’s service intervals?
No, it uses them. Maintenance reads and writes Wialon’s native service intervals, so an interval created here is visible in Wialon and vice versa.
Can I track machines with no odometer?
Yes. Engine hours and calendar days work on their own, so equipment that reports running hours but no useful mileage is scheduled the same way as a van.
What happens when a vehicle is serviced?
Register the service against the interval. Maintenance moves the interval’s baseline to the odometer, engine hours and date of that service, so the next due figure counts from the work you actually did.
Does Maintenance send email reminders?
Everything is in your Wialon account, so Wialon’s own notifications for service intervals keep working. Maintenance’s job is speed: the summary cards, the sortable Next due column and the exports show what is due in seconds, without digging through unit by unit.
Where are the invoices stored?
In the unit’s own file storage inside your Wialon account, under a folder for that service. Nothing is held in a separate store.
Getting started
There is no separate account. Open maintenance.theassettrack.com and connect with your Wialon account or token. It is free.
What should service look like for you?
The full feature breakdown is on the Maintenance product page. If there is a rule, a cost breakdown or a reminder you want in the Maintenance app, send us a note and we will build it together.
