How do I assign users and admins?

To add users to your account, you can click on any vehicle of your choice, then click on the “User Assignments” icon located in the top right area. Once your on the user assignments dashboard, you can assign users by the entire Garage, folders(if you have folders setup), or by a specific vehicle. You can select the “Assignments” button either on the Garage, Folder or on the vehicle itself and click on “Add New Assignment”. This will allow you to enter in the email of the user you want to assign and make them administrators if you want to. If you want to assign a user to all vehicles or folders, its best to assign the entire Garage. After they have been assigned in the user assignments area, you can have all your users create a free account either through the app or on the web portal here: https://autosist.com/portal Once they sign up, they will automatically see the vehicles you assigned to them in the Garage. Be sure they sign up with the same email that you assigned to them in the User Assignments area.

How do I move vehicles/assets into different folders?

1. Click on the folder you want the vehicle/asset to move to 2. Click the small pencil icon that shows up next to the folder name 3. Select the vehicle/asset you want to move into the folder from the list of vehicles on the right hand panel that shows up 4. Click save and the vehicle/asset will then move into that folder Please note this can only be done via the web portal.

How do I customize inspection forms?

You can create as many custom inspections as you want. Simply click on the drop down menu in the top right corner of the web portal and then click on “Inspection Template Editor”.

Can you link with GPS Trackers?

Yes, we have an open API that can link with pretty much any GPS provider out there and can update the mileage into AUTOsist real time. Please contact us for more information on how we can get that set up for you.

How do Reminders work? How do I set one?

You can set reminders and recurring reminders by date and/or odometer. You will get both a push notification and email notification of the reminders you set. Here is a brief tutorial on how it works: https://youtu.be/XcbavwS75mM

Do my records “Sync” across multiple devices? How does it work?

Yes, all your records will sync automatically across any device. The beauty about AUTOsist is that its cloud based. This means that you can access your records anytime, across any device. No matter what device or operating system you have, you can always access your records when connected to the internet. Everything is tied to the email that you signed up with. If you would like to share your records between family/friends/employees, simply use the same login credentials and anyone can manage the account.

How can I change the tracking metrics? (i.e. Kilometers, Hours, Liters, and Currencies)

AUTOsist is a global app and you an change your metrics easily. Simply click into any vehicle on your garage page and select the tools icon located in the top left corner of the app. Click on “Vehicle Settings” and you will be able to change your metrics. For the web portal, you can change it by clicking the “settings” icon next to the vehicle details and picture.

Can I export my records?

Absolutely! You can export your records in multiple ways. Either via the “Export / Backup Data” tool found within our web portal, or through the Service History Report tool. To export your data through the web portal, select the icon in the top right area named “Export / Backup Data”. You will be able to export all your data via Excel as well as have the option to export all the images you have attached to your records as well for backup. You also have the option to export all your services records via the “Service History Report” found in the tools icon in the top left corner of the app. Simply click into any vehicle on the garage page and select the tools icon in the top left corner, then select “Service History Report”. The Service History Report is a compilation of all your records you have stored on the AUTOsist app in the “Service” section. The report is sorted by the date/mileage and can be sent via email in PDF format. This is a great report to run for future buyers to prove that you took care of your vehicle. Here is a brief tutorial on how it works on the app: https://youtu.be/QyNkTnXbttk

Can I import my records into AUTOsist?

Yes you can! You can import vehicle details, service, and fuel records automatically into AUTOsist using our import tool (CSV/EXCEL Format). To access this tool, login via the web portal here and then select the drop down menu where your email is listed in the right corner, and select “Data Import Tool” then follow the instructions on the screen.

Can I transfer my receipts or other records to anyone else?

Yes, you sure can! There is tool that allows you to transfer your vehicle to anyone you please. Here is a brief tutorial on how it works in the app: https://youtu.be/BzfhC4ZV8kM You will be able to select what records you would like to transfer by entering the email address of the person you are sending to. If they are not an AUTOsist member already, we will send them an email to notify them to download AUTOsist and accept the records. Please note that we will NEVER transfer any of your records stored in the GloveBox section.

Where should I store records that are not vehicle specific (i.e. Drivers license, AAA card, etc)?

These files should be stored under the “Personal Docs” tab in the Glovebox section. This will allow you to access these records across multiple vehicles and will not be deleted when you delete a vehicle. You should store vehicle specific docs like registration and title in the “General Docs” tab. These files will be deleted if you delete your vehicle.

What happens to all my records when I delete a vehicle?

When you delete a vehicle, all your records are deleted except for records located in the “Personal Docs” tab in the Glovebox section. Files stored here will stay in your account and should NOT be vehicle specific (i.e. Drivers license, AAA card, etc)

Can I email my records stored on the app? What format does it email in?

Absolutely! All individual records are emailed in JPEG or PDF format.

I forgot my email or password / I want to change my email or password

If you forgot your password, you can go here to reset it: http://autosist.com/portal/login/forgot_password. Please email us at admin@autosist.com if you would like to change your email.

Can I search easily through my records?

Definitely – When you add a record, you should put keywords in the Title and/or the details section. For example, if you have a receipt that you did an oil change, brakes, and maybe a new exhaust. You would want to put those keywords in the Title and/or details of the receipt when so that when you search, it will find those key words.

How secure are my records/data?

We take the security of all the data you input into AUTOsist very seriously. There are multiple levels of security to protect and back up your records/data over our secure infrastructure, including: AES 256 Bit Encryption Secure Socket Layer (SSL) Daily Backups (Automatic) User generated backups (Select “Export / Backup Data” within the web portal)

Does AUTOsist cost anything?

AUTOsist allows you to manage 1 vehicle free with limited cloud storage. If you would like to manage more vehicles and want more cloud storage space, there is a small fee that you need to pay. We have special plans for our fleet customers and you can learn more about those plans by clicking here.

Fleet Maintenance Cost Reduction Strategies

Name: AUTOsist
Brand: AUTOsist
Rating: 4.7 (114 reviews)

Fleet maintenance costs can represent a large portion of total fleet operating expenses. Effective cost reduction strategies focus on improving maintenance planning, visibility, and operational control so fleets can reduce downtime, avoid emergency repairs, and extend vehicle service life.

Fleet Maintenance Cost Reduction Strategies

Operational Practices That Reduce Fleet Maintenance Costs

Practice	Operational Function	Primary Benefit	Cost Impact
Preventive maintenance schedules	Maintenance planning	Early defect detection	Reduced repairs
Digital inspections	Driver reporting	Faster issue identification	Lower breakdowns
Parts inventory tracking	Procurement control	Prevent stockouts	Reduced downtime
Work order management	Maintenance coordination	Faster repair workflows	Lower labor costs
Maintenance reporting	Fleet analytics	Cost visibility	Better decisions

Manual Fleet Maintenance Tracking vs Software-Based Fleet Maintenance Management

Manual Tracking (Spreadsheets, Paper Logs)

Operational Characteristics

Disconnected records and documents
Limited maintenance scheduling automation
Manual reporting and tracking

Operational Outcomes

Higher administrative overhead
Missed service intervals
Poor cost visibility

Software-Based Fleet Maintenance Management

Operational Characteristics

Centralized maintenance records
Automated preventive maintenance schedules
Real-time fleet reporting

Operational Outcomes

Reduced maintenance delays
Lower administrative labor
Improved cost tracking and planning

Identify Where Fleet Maintenance Costs Are Originating

Reducing fleet maintenance costs begins with understanding where spending is actually occurring. Many fleets struggle to identify cost drivers because maintenance data is scattered across spreadsheets, invoices, and paper records. Structured tracking of maintenance history and repair trends helps managers identify recurring issues and operational inefficiencies.

Fleet teams can improve cost visibility by implementing the following practices:

Track repair costs by vehicle, component, and service type
Monitor recurring failures across similar vehicle models
Analyze downtime trends across different maintenance categories
Review labor hours associated with routine vs emergency repairs
Document service history to understand long-term asset performance

When fleets establish reliable maintenance tracking systems, it becomes easier to evaluate long-term trends and adjust maintenance planning. Resources such as the fleet maintenance KPIs guide help fleet managers identify measurable indicators that reveal maintenance cost patterns.

Operational outcomes

Clear understanding of maintenance cost drivers
More accurate fleet budgeting and forecasting
Better decisions on repair vs vehicle replacement

Identify Where Fleet Maintenance Costs Are Originating

Shift from Reactive Maintenance to Preventive Maintenance

Reactive maintenance is one of the most common sources of excessive fleet costs. When vehicles are repaired only after failures occur, fleets experience higher downtime, emergency repair costs, and accelerated component wear. Preventive maintenance programs reduce these risks by servicing vehicles at planned intervals.

Fleet managers can reduce repair costs by implementing preventive maintenance practices such as:

Establish mileage- or hours-based service schedules
Perform regular driver and technician inspections
Monitor fluid levels, tire conditions, and brake wear routinely
Schedule servicing before components reach failure points
Use maintenance records to adjust service intervals

Preventive maintenance programs are widely recognized as a foundational strategy for reducing long-term fleet operating costs. The preventive maintenance guide for fleet operations explains how fleets structure inspection schedules and service intervals.

Operational outcomes

Reduced emergency repairs
Lower vehicle downtime
Improved reliability and asset lifespan

Improve Parts, Inventory, and Work Order Control

Maintenance costs often increase when fleets lack visibility into parts inventory and repair workflows. Without proper inventory management and work order coordination, fleets may experience repair delays, duplicate purchases, and inefficient labor use.

Fleet operations can improve cost control by implementing structured maintenance workflows:

Track parts inventory and reorder levels to prevent shortages
Maintain clear work orders for every repair task
Assign technicians and track labor hours for maintenance jobs
Document all parts used during vehicle repairs
Standardize repair procedures across the fleet

Structured maintenance documentation improves operational efficiency and prevents lost maintenance records. Many fleets use a fleet maintenance log template to maintain organized service documentation.

Operational outcomes

Reduced repair delays caused by missing parts
Improved technician productivity
More accurate maintenance cost tracking

Improve Parts, Inventory, and Work Order Control

Increase Fleet Visibility Through Data and Reporting

Fleet managers cannot reduce maintenance costs without reliable operational data. Maintenance reporting provides visibility into vehicle reliability, repair trends, and overall fleet performance.

Maintenance reporting systems help fleet teams monitor operational performance through:

Tracking maintenance cost per vehicle or asset
Monitoring vehicle downtime and repair frequency
Reviewing inspection failure trends
Evaluating maintenance labor efficiency
Analyzing long-term asset lifecycle costs

Consistent reporting helps fleet managers evaluate maintenance strategy effectiveness and identify opportunities to improve operational efficiency.

Operational outcomes

Faster identification of cost trends
Data-driven maintenance decisions
Improved fleet reliability and operational planning

Final Takeaways

Fleet maintenance cost reduction is primarily achieved through improved maintenance planning, operational visibility, and structured maintenance processes. Fleets that rely on reactive repair models or fragmented maintenance tracking systems often experience higher downtime, increased labor costs, and shorter vehicle lifecycles.

Key strategies for reducing fleet maintenance costs include: