Stop Losing Hours Chasing Down Vehicle Schedules Automate Appointments with Precision
Fleet managers waste 15-20 hours weekly on manual booking and rescheduling, leading to downtime and delayed repairs. Our custom automation slashes that by 70%, delivering ROI in under 3 months through seamless integration with your dispatch systems.
Join 250+ businesses with streamlined fleet operations
The "Fleet Scheduling" Problem
Manual booking chaos delays critical vehicle maintenance, such as overdue oil changes and brake inspections in high-volume repair bays
Dispatch errors from outdated spreadsheets cause double-bookings of service bays and overtime costs for diesel mechanics during peak hours
Missed follow-up appointments for wheel alignments lead to recurring breakdowns in high-mileage tractor-trailer fleets
Inefficient communication with over-the-road drivers results in idle semi-trucks waiting for service slots at crowded dealership lots
Seasonal surges in fleet tire replacements overwhelm coordinators, spiking administrative overhead by 30% during winter prep
Fragmented tools fail to sync with telematics data from ELDs, missing predictive maintenance windows for engine diagnostics
Our Custom-Built Appointment Automation: Tailored for Your Fleet
With over a decade engineering solutions for automotive operations, we've streamlined scheduling for fleets handling everything from delivery vans to heavy-duty rigs.
Why Choose Us
We craft a bespoke AI system that integrates directly with your existing fleet management software, telematics providers, and technician calendars. No more juggling disconnected apps. This enterprise-grade automation anticipates needs—like flagging a truck's overdue oil change based on mileage data—and books slots automatically. It's like having a virtual dispatch coordinator that never sleeps, ensuring your vehicles stay on the road with minimal human intervention. Built from the ground up for your workflows, it scales with your fleet size and adapts to seasonal demands.
What Makes Us Different:
Unlock Efficiency That Drives Your Bottom Line
Slash Scheduling Time by 70%
Slash Scheduling Time by 70%: Your team saves 15 hours weekly on manual entries for brake and transmission services, freeing coordinators to focus on route optimization. In a 50-truck fleet, this translates to $12,000 annual savings at $25/hour labor rates, with ROI hitting in just two months via automated bay assignments.
Boost Fleet Uptime to 98%
Boost Fleet Uptime to 98%: Automated reminders and predictive booking based on mileage data reduce downtime from unscheduled tire or axle repairs by 40%. Fleets report 25% higher on-road productivity for long-haul semis, turning potential revenue loss into consistent hauls without the drag of idle vehicles at service centers.
Cut Operational Costs by 25%
Cut Operational Costs by 25%: Eliminate overtime from booking mishaps in engine overhauls and overstaffing during peaks. One client saw $18,000 yearly reduction in admin expenses, as the system handles rescheduling for weather delays or roadside breakdowns instantly, keeping your budget as tight as a well-tuned engine in a Class 8 truck.
What Clients Say
"Before AIQ Labs, our dispatchers spent Mondays untangling weekend service backlogs for our 120 Kenworth and Freightliner trucks—it was a nightmare. Now, the automation books preventive maintenance services based on odometer reads from our ELD systems, and we've cut rescheduling calls by half. Last quarter alone, we saved 80 man-hours on DOT compliance checks and kept our fleet moving without a hitch."
Marcus Hale
Operations Director, TransLink Logistics (Midwest Regional Trucking Firm)
"We manage a mixed fleet of 80 semis and delivery vans, and coordinating with multiple OEM-certified repair shops was killing our efficiency. Their custom system syncs everything—appointments for transmission flushes, parts availability from suppliers like Cummins, even driver preferences for service times. In the first month, no-shows for inspections dropped from 15% to under 5%, and our techs are busier than ever without the chaos of mismatched schedules."
Elena Vargas
Fleet Maintenance Manager, Metro Hauliers Inc. (Urban Delivery Network)
"Seasonal rushes for urgent tire rotations and suspension checks used to bury us in emails and calls across our 60-vehicle operation. AIQ's automation flags high-wear vehicles proactively via telematics alerts and slots them into service bays seamlessly. We've reclaimed 12 hours a week for driver training, and our breakdown rate fell 30% last winter during icy hauls—real difference for a growing operation like ours."
Derek Wong
Service Operations Coordinator, Peak Transport Solutions (Seasonal Bulk Carrier)
Simple 3-Step Process
Discovery and Mapping
We audit your current fleet workflows, from telematics feeds to shop calendars, to pinpoint exact pain points like delayed DOT inspections.
Custom Design and Build
Our engineers construct your tailored system, integrating AI for smart booking and testing it against real scenarios like emergency breakdowns.
Deployment and Optimization
We roll it out with staff training, monitor performance for the first month, and refine based on your fleet's unique rhythms—ensuring zero disruptions.
Why We're Different
What's Included
Common Questions
How does this automation handle emergency breakdowns in a fleet?
Our system prioritizes urgent issues by integrating with your telematics data—think sudden engine alerts from onboard diagnostics. When a breakdown is flagged, the AI instantly scans available slots across partnered repair shops, books the nearest one based on location and severity, and notifies your driver with ETAs. For a 200-truck operation, this cuts response time from hours to minutes, minimizing downtime. We've seen clients reduce emergency repair delays by 50%, keeping revenue streams intact. It's all custom-coded to your protocols, so it aligns with your safety and compliance needs without manual overrides.
What integrations are supported for existing fleet software?
We connect deeply with tools like Samsara for GPS tracking, Motive for driver logs, and ServiceTitan for shop management—pulling in real-time data on vehicle status and availability. No superficial APIs here; our two-way integrations allow the system to push updates back, like confirming a completed tire rotation. For accounting, it syncs with Xero or QuickBooks to auto-generate invoices post-service. In one project for a logistics firm, this unified 12 disparate apps into one flow, saving 18 hours weekly on data reconciliation. We map it all during discovery to ensure zero gaps in your workflow.
How secure is the appointment data for our fleet operations?
Security is non-negotiable in automotive, where vehicle and driver data is sensitive. We build with enterprise-grade encryption (AES-256) for all transmissions and storage, compliant with standards like SOC 2 and FMCSA guidelines. Access is role-based—dispatchers see schedules, mechanics get job details—preventing unauthorized views. Regular audits and anomaly detection flag unusual activity, like attempted unauthorized bookings. A mid-sized fleet we worked with reported zero breaches in two years post-implementation, even during high-volume seasons. Your data stays in your controlled environment, not scattered across vendor clouds.
Can this scale if our fleet grows from 50 to 200 vehicles?
Absolutely—our architecture is designed for expansion, using modular code that handles increased load without refactoring. We start with your current 50 vehicles, optimizing for patterns like weekly PMs, then scale seamlessly as you add rigs. Performance benchmarks show it manages 500+ appointments daily with sub-second response times. One client doubled their fleet size mid-year; we tweaked the AI models for new routes in under a week, maintaining 99% uptime. It's not rigid like template tools—your custom build evolves with business growth, avoiding the costly migrations of subscription-based systems.
What kind of ROI can a fleet management company expect?
Typical ROI hits within 2-4 months, with 3-5x return annually. For a 100-vehicle fleet, expect 12-20 hours saved weekly on scheduling at $30/hour, equating to $18,000-$30,000 yearly labor savings. Add reduced downtime—say, 20% less idle time translating to $50,000 in preserved revenue—and lower no-show penalties. We track this via built-in metrics, like cost per scheduled mile. A delivery company saw full payback in 90 days after cutting admin overhead by 35%. Your exact ROI depends on baselines, but our proven track record in automotive delivers tangible, fleet-specific gains.
How involved is our team during the build process?
Minimal disruption—we handle 90% of the heavy lifting. It starts with a 2-hour discovery call to map your workflows, followed by 1-2 feedback sessions over 4-6 weeks of development. Your input ensures it fits, like prioritizing electric vehicle charging slots. Testing involves your team simulating real days, but no coding required from you. Post-launch, we provide hands-on training (virtual or on-site) and monitor for 30 days, tweaking as needed. Clients appreciate the collaborative yet low-effort approach; one operations lead said it felt like adding a team member without the hire.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.