Truck

Record360 Can Integrate with Any ERP—Here’s How

The #1 question we get from prospective customers is…

Do you integrate with my business system? (e.g. CDK, Point of Rental, and many more)

The answer is a resounding YES! Record360 can integrate with your process and business system, and we’ve done this for the past 7 years for 1,500 locations and counting. Not only that, we do it without any engineering or technical expertise from you.

How do we do it?

There are three primary methods we use to get inventory & work order data from your business system into Record360. Once setup, you can map the data into your Record360 inspections to save time and reduce errors.

1. Native Integrations

For some business systems, we have bi-directional integrations that let us pull data out and send data back in. We work directly with your business system to turn on the integration for you (it’s as simple as flipping a switch). We currently have bi-directional integrations with these systems:

  • Karmak
  • Procede
  • Softbase
  • TSD

2. Inventory Uploader

Some business systems don’t support bi-directional integrations. When this is the case, we use our CSV uploader to get your inventory & work order data into Record360.

With this method, you will go into your business system and setup a report with all the inventory or work order data you want to include. You will then schedule this to be sent to a custom Record360 email address on a regular cadence (e.g. every 5 minutes). Record360 then receives & processes this data for you.

The drawback of this method is that it calls for a little bit of setup by you. But it still does not require any engineering or technical expertise; and the data looks the same in Record360. Here’s a list of systems we have worked with in the past:

  • CDK
  • Point of Rental
  • DIS
  • Prelude
  • Cobalt
  • e-Emphasys x Crystal Reports
  • Enrich
  • EquipSoft
  • Karmak
  • McLeod
  • Procede
  • TSD
  • Wynne Rentalman
  • Foresight
  • Microsoft Dynamics

Don’t see your system on this list? Rest assured we can make it work. Reach out to us at [email protected] to learn more.

3. API

Lastly, we have available APIs (REST & GraphQL) to support a wide variety of integrations and use cases. We can work with your technical team to help you create assets in Record360, automate business workflows, keep your data in sync, and much more. Our flexible architecture lets you connect with the tools your team uses every day.

 

Regardless of the integration method you choose, all Record360 customers can:

  • Pull in work orders in near real-time
  • Map inventory data into their inspections
  • View a dashboard of their fleet in Record360

To learn about how Record360 helps dealers & rental operators deliver an incredible customer experience… reach out to us at [email protected].

Introducing ServicePro: Drive Service Revenue and Improve Customer Satisfaction

ServicePro, by Record360, is a transformative solution that’s reinventing the service management process. It is creating better customer experiences, more productive technicians, and increased throughput in service departments.

ServicePro is leading the digital transformation of the service department

The process of sharing an inspection, managing customer and technician feedback, and getting a work order estimate out to and approved by the customer is about to change – for the better.

ServicePro is an easy-to-use digital tool accessed from smartphones, tablets, or desktop computers. It streamlines the traditional quoting and approval workflow used by service advisors, centralizes digital records, and enables fast, efficient customer interactions (including 2-way texting and email) for service departments in heavy equipment, truck, and auto.

Integrated with Record360’s InspectPro product, ServicePro is a secure, searchable online repository of digital equipment inspections. It’s designed to take the guesswork out of service status and work requests. ServicePro gives technicians and managers an efficient digital workflow and a customer communication platform backed by a robust single source of the truth.

Screen shot of ServicePro in action on a computer and cell phone.

ServicePro replaces hours of phone tag and manual tasks

Today, getting a work order approved or sharing an inspection takes multiple phone calls, printing, scanning, etc., which ServicePro helps streamline. Suppose the technician is working on a piece of equipment and notices additional damage. The technician may need to go back and forth (via phone calls, texted photos, etc.) with the service manager to document the damage. 

Then the service manager may need to place multiple phone calls to the customer over several days to get in touch and get approval for repairs. The approval may be verbal, which can later cause a dispute. If it requires a signature, the customer may need to email, print, sign, scan, and email back. The technician may need to move on to the next work order throughout this time, leaving the customer’s equipment to sit out of service for longer than necessary. 

With ServicePro, all internal and external communication can happen instantly via text or email. In addition, digital signatures are tied directly to the work order in question, with a time-stamped record of all interactions.

Four screenshots of the app on a cell phone.

From old to new – in less than 30 days

Service departments face some challenges when introducing innovative new technology: importing data from existing systems, consistently updating those systems, and getting workers to transition to the new system quickly and effectively.

ServicePro connects service departments and customers in a single tool. It pulls in work order data from ERP systems in near real-time to give the service team an intuitive interface to view and act on the work order and avoid duplicate work.

ServicePro mirrors the simplicity and usability of today’s most common mobile, web-based software. Service advisors and technicians quickly embrace the new platform and are comfortable using it with a day (or less) of training. Online training walks service advisors through intuitive workflow steps and processes.

Typical time-to-market or value for a customer implementing ServicePro and having the service team up to speed and operating on the platform is 30 days or less.

Estimating tool screenshot.

Increase efficiency, eliminate customer disputes and communicate with ease

First and foremost, dealerships can utilize ServicePro to generate more profit by reducing time-to-approval (via digital approvals through text or email), increasing upsell opportunities through transparency and customer trust, and reducing costs by optimizing technicians’ time and eliminating customer disputes. Other advantages include greater inspection compliance, fewer service delays, improved internal communication through real-time notifications, and improved customer satisfaction with their service experience.

Communication tool screenshot.

Schedule a no-charge evaluation and demo today

Find out how you can transform your dealership’s service operations to drive productivity, higher revenue, and measurable improvements in customer satisfaction. Schedule a demo today to learn more!

How a truck inspection form can improve your truck rental business

Incorporating digital truck inspection forms into your daily rental operations can significantly improve your truck rental business.

After all, having your drivers file a daily truck inspection form keeps them accountable. It also helps you make better operational decisions since you can track your fleet’s availability and condition.

Plus, using a truck inspection app lets you go paperless through digital forms, reducing manual, inefficient methods and streamlining your processes.

If you haven’t started using digital truck inspection forms, continue reading to learn more about how the digital forms can massively impact your truck rental business.

Table of Contents

  • Act on potential problems immediately
  • Keep drivers safe and accountable
  • Reduce the maintenance cost of your fleet
  • Improve fleet efficiency
    • Keep up with repairs
    • Encourages personnel to handle equipment better
    • Avoid needlessly taking on too much work
  • Key takeaways

Act on potential problems immediately

Keeping your truck inspection records up-to-date helps you detect and address any potential problems before they escalate and cause serious damages to your truck rentals.

However, while having updated truck records help you manage your fleet more effectively, manually updating them requires more effort and involves mountains of paperwork to sift through as your fleet grows. 

Use a robust truck inspection app to manage your fleet better. It allows you to run your inspections digitally, making it easier for your rental company to track and access your records.

A truck inspection app also lets your personnel access and update records in real-time. This gives you up-to-date information on your fleet’s overall condition and helps you act on potential problems faster.

Keep drivers safe and accountable

Requiring drivers to file a daily truck inspection form will go a long way in increasing their accountability.

After all, adhering to a daily truck inspection schedule ensures your vehicles are in optimal condition. This can minimize, if not prevent, sudden breakdowns and eliminate issues potentially caused by driver negligence.

Using a heavy equipment inspection form with a truck maintenance checklist helps drivers conduct a more efficient and thorough truck inspection.

Record30, for instance, allows users to perform inspection quickly through compatible mobile devices with internet access.

The app provides a maintenance inspection feature with a digital form and e-signature capture tool, allowing drivers to perform thorough truck maintenance checks seamlessly.

Besides helping drivers be accountable, conducting daily truck inspections keeps them safe since they constantly check if all the trucks and their parts are working properly.

An excellent inspection management software will help drivers and your staff gather, manage, and track all the necessary information to improve driver accountability and safety.

Reduce the maintenance cost of your fleet

If you find your trucks constantly breaking down and needing expensive repairs without warning, you might need to amp up your truck inspection process and vehicle maintenance.

Many breakdowns often stem from neglect and smaller, preventable problems had they been detected earlier.

An inspection management software with a truck maintenance checklist and a heavy equipment inspection form lets you detect and prevent minor problems from getting worse. This helps reduce your fleet’s overall maintenance costs.

Improve fleet efficiency 

Using a truck inspection form for your daily operations helps maximize your fleets’ efficiency in several ways.

1. Keep up with repairs

Conducting a daily truck inspection keeps you updated on your fleet’s current condition. It helps you and your team do everything efficiently, from scheduling repairs and maintenance during idle hours to pulling a truck out of rotation if it needs immediate attention.

Record360 can help by allowing drivers to capture equipment damages or any issues through high-definition photos and videos. This lets managers track damages and schedule maintenance and repairs promptly. 

Record360’s web app also gathers and analyzes all your inspection information. This gives you valuable insights to track inspection history, activities, damages, and other relevant data to establish seamless equipment repair, maintenance, and scheduling systems. 

Essentially, inspection management software helps you stay on top of your fleet and ensure proper maintenance and repairs to help your rental business operate efficiently and avoid costly equipment breakdowns.

2. Encourages personnel to handle equipment better 

Requiring your staff and drivers to file a heavy equipment inspection form and go through a truck maintenance checklist before and after your trucks are released and returned can improve accountability.

The better your staff takes care of their equipment, the longer you can keep the trucks out of the repair shop. This helps with the overall efficiency of your operations in the long run.

Regular truck inspections also get your personnel and drivers in the habit of ensuring the trucks are safe to drive at all times. This is crucial since spotting easy-to-miss things, such as a faulty brake light, before hitting the road can significantly reduce potential accidents.

3. Avoid needlessly taking on too much work

While it’s tempting to take on all the work that comes your way, missing maintenance schedules to take on new jobs can cause your fleet more harm than good.

By pushing maintenance schedules back or not being aware of them, you could easily fail to spot issues that cause damage to your trucks and be forced to deal with expensive repairs.

Having updated truck inspection records helps you schedule routine maintenance more efficiently and lets you know when to say no to taking on more work.

Plan your fleet’s workload more efficiently and manage all your tasks and workflows through a reliable inspection management app.

You’ll get real-time data and updates of your fleet’s actual condition, so you don’t miss any issues while ensuring you manage your workload properly.

Key takeaways: Truck inspection forms can transform your business

Using a truck inspection form offers multiple advantages, from efficient fleet condition tracking and maintenance to seamless rental process workload management.

It also helps you spot and repair minor problems quickly before they get worse and cause significant damages.

The only downside to keeping such detailed truck inspection records is that it can become more challenging to stay organized the larger your fleet grows.

A truck inspection app with robust fleet management features can provide the solution.

With a dependable truck inspection app, you can adopt paperless methods, access a centralized system, and greatly reduce processing times—leading to overall business efficiency and growth.

Interested in learning more about Record360? Schedule a demonstration today.

The ultimate truck inspection guide

Any rental company with an established truck fleet management structure will advocate for regular truck inspections.

Sticking to a consistent inspection schedule keeps your trucks in tip-top shape and gives you a better picture of your fleet’s overall condition.

What’s more, you can detect and address any minor issues before they escalate into full-blown vehicle breakdowns and irreparable damages. This allows you to operate as close to maximum efficiency as possible.

If you’re looking for tried and tested strategies to make your truck inspections seamless and efficient, continue reading the tips below.

Table of Contents

  • Inspection app features for truck rental companies
    • Centralized inspection data
    • View your fleet’s status easily
    • Perform truck inspections anywhere
    • Document the condition of your trucks
    • Obtain signatures easily
    • Take photos and videos
  • Preparing for a commercial truck inspection
    • Test the lights
    • Check the tires
    • Look for cracks
    • Check your breaks
    • Inspect your wipers
    • Check your truck’s security features
  • Tips for easier and more efficient truck fleet management
    • Switch to using a digital inspection form
    • Stay up-to-date with the condition of your fleet
    • Keep everyone in the loop
    • Invest in training your drivers
    • Put a premium on hiring the right people
  • Truck inspection guide: Key takeaways

Inspection app features for truck rental companies

With a truck inspection app, you can run your truck rental business more efficiently. You can cut down on costs, increase your productivity, and even improve the work experience of your employees.

These are some of the many features a truck inspection app brings that rental companies can benefit from:

1. Centralized inspection data

A huge benefit of using a truck inspection app is to centralize your truck inspection data.

Any important information you enter into the app—such as service history, client history, and even truck lease agreement details—is neatly organized and instantly ready for review.

You’ll have access to cloud-based services that let you store and retrieve essential data when and where you need it.

This feature is handy for any rental business that doesn’t want to waste time manually inputting, requesting, and sending data across multiple branches. You can also pull a truck’s entire service history during a commercial truck inspection.

2. View your fleet’s status easily

A good truck inspection app will also have a dashboard that gives you an overview of your fleet’s real-time status.

For example, Record360 lets you access a dashboard that displays your fleet condition in real-time. This helps you manage your truck rental business, since you can monitor your trucks easily.

At a glance, you can tell which trucks are available to rent, under a truck lease agreement, or are out of commission due to repairs, routine maintenance, or commercial truck inspections.

Having access to all this information in real-time allows you to make better decisions, helping you increase your utilization. What’s more, it makes your company more agile.

If it only takes you a matter of seconds to determine the availability of your trucks, while it takes your competitors a couple of hours…your chances of dominating your competitors and winning new business drastically increases.

3. Perform truck inspections anywhere

Using a truck inspection app lets you perform a commercial truck inspection from anywhere and at any time.

With Record360, you can send contractors and drivers a direct link to the app, allowing them to perform a truck inspection on-premise or on-site.

You can even access remote inspection data, allowing you to find out about damage from any location.

Because your truck drivers only need their mobile devices to perform the inspections, it makes their life easier. They don’t need to bring paper checklists to conduct their inspections.

Also, the possibility of losing their inspection records becomes impossible because everything is stored in the cloud.

4. Document the condition of your trucks

Without centralized inspection data, it’s easy to miss customer damage, especially if your customers return the truck to a different rental branch.

This leaves you no choice but to foot the expensive repair bills that your customers should be paying.

By using a truck inspection app, you’ll have instant access to photos of your truck taken before the client signed the truck lease agreement. This makes it easy to find any new damage to your truck and has irrefutable proof to back up your claim.

5. Obtain signatures instantly

A truck inspection app saves you time and effort by letting you capture digital signatures easily. No more waiting around for your customers or team members to sign your inspection reports.

You can sign off on important documents and authorize crucial jobs without dealing with mountains of paperwork.

Because the people who are authorized to sign can enter their signature anywhere, the process of renting out your trucks is expedited.

6. Take photos and videos

Before renting out a truck, the last thing you want is to have a written narrative of its condition. After all…when your trucks are returned with an even bigger dent or damage, your written descriptions can’t save you.

For example, imagine your truck has a dent in the door. You describe the dent in a written report, then rent the truck our to your customer. When your truck comes back, the dent has tripled in size.

How can you claim compensation from your customer, when the only thing have you have is a written report describing the “dent”? Your customer can easily claim the dent was already there when your truck was sent to them. You can’t prove that the dent became bigger.

With written narratives, you’ll end up with unwinnable damage disputes. You’ll end up forking out thousands for repairs that your customers should be paying.

That’s why it’s crucial for truck inspection apps to have photo and video capture features.

When you take a video of your truck before renting it out, you obtain an accurate visual of your truck’s condition. This becomes your irrefutable proof that damage was caused by your customer.

Preparing for a commercial truck inspection

To ensure your commercial motor vehicles (CMVs) are always in the best condition, you need to be proactive with your maintenance.

Your drivers need to learn the hazards involved with driving a damaged CMV and how to detect, report, and repair minor problems before they become more significant.

A great way to do this is with a simple, walk-around inspection to check critical vehicle parts, elements, and functions before and after every trip.

1. Test the lights

Properly functioning lights are crucial to help truck drivers see the road clearly and avoid any accidents. Turn on the engine and switch each light on systematically.

Check the headlights, taillights, brake lights, high and low beams, turn signals, and any other important lights to ensure they all function properly.

2. Check the tires

Assess each tire for wear and tear. Look out for loose tires or any form of damage. Use a tire pressure gauge to ensure the air pressure is at recommended levels.

Though tires rarely blow out, worn and under-inflated tires can make a truck challenging to control. In worst-case scenarios, the truck may even become undrivable.

Be familiar with the rules and regulations concerning mudflaps in any of the states along your route. Some states provide specific requirements for mud flaps or splash guards to keep spray or debris from hitting the windshields of any vehicles following your truck.

It’s also worth pointing out that driving trucks with under-inflated tires can consume more fuel. So if you’re seeing an unreasonable increase in your fuel consumption, be sure to check your tires.

3. Look for cracks

Regularly check for hairline cracks and “stars” potentially caused by flying gravel or other debris. Any cracks on windows or windshields can worsen quickly if they aren’t addressed immediately. 

4. Check your breaks

Inspect your air brake system to make sure you don’t have any air leaks or air pressure loss.

5. Inspect your wipers

Make sure your blades aren’t missing or broken. When used, your wipers should give your drivers a clear field of vision. Damages or cracks can prevent this.

6. Check your truck’s security features

Examine your truck’s security features to make sure they’re functioning properly. Check your seatbelts, doors, wiring, breaks, etc.

Tips for easier and more efficient truck fleet management

To help make your truck fleet management less stressful and more efficient, consider the tips below.

1. Switch to using a digital truck inspection form

Instead of filling out paper-based truck inspection forms and digging through records manually, your team members can easily pull up any digital forms with a mobile device that’s linked to the truck inspection app.

By using digital truck inspection forms, your team members have quick and easy access to relevant documentation when necessary.

2. Stay up-to-date with the condition of your fleet

Knowing your fleet’s condition at all times is important to ensure you run your rental business at maximum efficiency.

Staying updated with information such as which units are due for routine maintenance, out for repairs, or scheduled for truck inspection helps you create a more efficient working schedule for your drivers.

3. Keep everyone in the loop

Having quick access to important information reduces the chances of errors due to miscommunication. That’s why keeping your team in the loop is a great way to keep your rental business running smoothly.

A dependable truck inspection app that lets you centralize your data allows for seamless information accessing and sharing for your team members. 

4. Invest in training your drivers

Drivers with poor driving habits can cause a plethora of problems for your truck rental company. Not only will your trucks have a shorter service life, but your truck repairs and maintenance costs can also skyrocket.

When you factor in the accidents and potential legal problems your delinquent drivers can cause, it becomes apparent why you need to invest in training.

If your drivers avoid hard braking and making sharp turns, among other poor driving habits, you can get more mileage out of your trucks since their service life is prolonged.

5. Put a premium on hiring the right people

Whether you’re hiring a driver, accountant, or rental manager, you need to be cautious about who you hire.

Take the time to do ample background checks and to truly dig in during interviews.

You can have the best processes and policies in place to run your truck rental company, but if you hired people with character issues, you’ll have a myriad of problems to deal with.

Truck inspection guide: Key takeaways

Following a regular truck inspection schedule is a great way to keep your fleet in good condition and your rental business running as efficiently as possible.

With a regular truck inspection schedule, you can detect and address minor issues before they escalate into bigger, more costly problems.

While it’s easy enough to keep track of a small fleet’s schedule, things quickly become more complicated the larger your fleet gets.

To address the common issues and hiccups of truck fleet management, integrate a truck inspection app into your operations to streamline your workflows.

Schedule a demonstration today to learn how Record360 can optimize your truck rental company.