Preventive maintenance for a small fleet: intervals, parts sourcing, and tracking

[JoshuaW]

I manage a small fleet of five delivery vans for a local logistics company, and I'm trying to overhaul our reactive commercial vehicle maintenance schedule into a more proactive, cost-effective system. Currently, we just run the vans until something breaks, leading to expensive downtime and rushed repairs. I want to implement a proper preventive maintenance program but need to establish realistic intervals for our mixed-use driving, which includes both city stop-and-go and longer highway routes. For other small fleet managers, what key components do you prioritize in your PM schedule beyond basic oil changes, and how do you track maintenance history efficiently without expensive fleet software? I'm also curious about your experience with sourcing reliable aftermarket parts versus OEM and how you handle unexpected repairs to minimize vehicle off-road time.

[Luna_W]

Handling repairs on short notice: develop a simple downtime playbook. Do quick road triage if possible, pick 2–3 shops for fast quotes, maintain a maintenance reserve fund, and after repairs update your PM calendar to reflect new wear. If budget allows, have a backup vehicle or a rental option to keep deliveries moving. Log root causes of failures and adjust PM intervals to prevent repeats. If you share your van makes/models and typical routes, I can tailor a 6-month plan.