Bespoke Web Apps for Transport & Fleet: Vehicle Histories, Defects, Maintenance and Compliance in One System

Fleet operators rely on good records: walkaround checks, defects, maintenance history and proof of compliance. Many SMEs still manage this through paper defect sheets, separate workshop logs and spreadsheets. The data exists, but it’s hard to trust and difficult to report on. A bespoke web app brings inspections, defects, maintenance and vehicle history into one reliable system—backed by a tuned SQL Server database.

Why Fleet Teams Outgrow Paper and Disconnected Tools

• Defects are reported inconsistently and follow-ups are hard to track
• Maintenance history sits in separate systems or workshop diaries
• Compliance evidence is scattered across emails, folders and spreadsheets
• Management reporting becomes manual and time-consuming
• It’s difficult to answer “is this vehicle safe and compliant right now?”

What a Bespoke Fleet Web App Typically Includes

1) Vehicle & Asset Register

• Vehicles, trailers and key assets with full life history
• Key documents stored against each vehicle (certificates, inspections, evidence)
• Usage and cost visibility where relevant

2) Walkaround Checks & Defect Management

• Configurable checklists per vehicle type
• Defect categorisation (minor/major) and required actions
• Clear workflow from defect raised → allocated → resolved → closed
• Audit trail of who reported, who signed off and when

3) Maintenance Planning & Workshop Tracking

• Planned maintenance schedules and reminders
• Reactive jobs triggered by defects or faults
• Workshop status tracking (booked/in progress/waiting parts/completed)
• Parts usage and repeat-fault visibility (optional)

4) Journey / Duty / Route Recording (when needed)

Some operators also need visibility on journeys, duties or route activity. A bespoke system can integrate with what you already use (ticketing, telematics, scheduling), or provide lightweight tracking if you’re currently relying on manual logs.

5) Compliance Reporting

• Dashboards showing what’s due and what’s overdue
• Evidence packs ready for audits and internal reviews
• Reporting by vehicle, depot, driver or time period

Where Bespoke Beats Generic Fleet Platforms

• Workflows and checklists that match your exact operation
• Integrations with your existing systems rather than “rip and replace”
• Control over data retention, hosting and security
• Performance tuning for your reporting needs

Try Asking…

• “Which vehicles have outstanding defects right now?”
• “What maintenance is due in the next 14 days?”
• “Show the full history for this vehicle, including defects and repairs.”
• “Generate a compliance summary for this month.”

If fleet records feel fragmented, a bespoke web app can give you confidence in your data and remove a lot of admin overhead.

Email: ab@newma.co.uk
Phone: +44 7967 219288