Free shop management software with built-in fleet tracking. Multi-vehicle customers, unit numbers, service history per vehicle, maintenance scheduling, fleet reporting, and more — all for $0/mo. No per-vehicle fees. No fleet surcharges.
Fleet accounts are the backbone of a lot of independent repair shops. A single fleet customer can bring 10, 20, 50+ vehicles through your bays every year. Consistent, recurring revenue. But fleet work has requirements that general shop software wasn't designed for.
You need to track multiple vehicles under one customer account. You need unit numbers for commercial vehicles. You need PO numbers and billing contacts. You need complete service history per vehicle so the fleet manager can pull a report on any truck at any time. You need maintenance scheduling that predicts when each vehicle is due based on actual mileage, not calendar guesses. And you need to communicate efficiently with fleet managers who are running 50 other things.
Most shop management platforms handle retail customers well but treat fleet accounts as an afterthought. Or they charge extra for "fleet modules" that bolt onto the core product. Or they send you to dedicated fleet software like Fleetio that costs $5–10 per vehicle per month and doesn't manage your shop — just the fleet.
Shop Commander was built to handle fleet work natively. Fleet account tagging, multi-vehicle customer profiles, unit number tracking, complete per-vehicle service history, odometer-based maintenance prediction, automated service reminders, and a customer portal where fleet managers can see everything — all part of the core platform. All for $0/mo. No per-vehicle fees. No fleet module to unlock.
Here's how Shop Commander handles fleet repair work. Every feature listed here is included free, with no per-vehicle charges and no fleet-specific pricing tiers.
Mark any customer as a fleet account with a single toggle. Fleet customers get company name fields, PO requirement flags, billing contact information, and custom tags for categorization (VIP, wholesale, municipal, etc.). Fleet accounts are visually distinguished throughout the system.
Link unlimited vehicles to a single fleet customer. Each vehicle has its own complete record — year, make, model, VIN, engine, drivetrain, tire sizes, and fleet-specific fields like unit number, bed type, and bed length for commercial vehicles.
Every repair order, inspection, tire storage record, and warranty is linked to the specific vehicle. Pull up any fleet vehicle and see its complete service timeline — what was done, when, how much it cost, and who worked on it. Full history at a glance for any vehicle in the fleet.
Odometer readings are captured at every touchpoint — RO check-in, checkout, inspection, and manual entry. The system calculates average distance per month and predicts when each vehicle is due for its next service. No manual spreadsheet tracking required.
Two-way SMS keeps fleet managers informed without phone tag. Automated status updates when vehicles are received, estimates ready, work complete, and vehicles ready for pickup. Service reminders go out when vehicles are due based on actual mileage patterns.
Each fleet customer gets a secure portal URL where their manager can view all vehicles, complete service history, inspection reports, active warranties, recommended services, and book new appointments. No login required — token-based secure access.
Run standardized digital inspections on every fleet vehicle that comes through. Three-color condition ratings, photos with annotations, health scores, and shareable inspection links. Fleet managers see exactly what condition each vehicle is in with visual proof.
PO number tracking, billing contact fields, tax-exempt flags, and text-to-pay invoices. Split payments for large fleet orders. Record payments by credit, debit, e-transfer, cheque, or PO. Every payment tracked with full audit trail.
Track revenue per fleet customer, per vehicle, and per service type. Customer analytics show lifetime value, visit count, and average RO value. CSV exports let you generate fleet-specific reports for fleet managers or your own accounting.
Every vehicle in your system gets a complete profile: year, make, model, trim, submodel, body type, color, engine details, engine code, transmission type, drive type, fuel type, and tire sizes. VIN decoding via NHTSA automatically populates most of these fields from a single VIN scan. For commercial fleet vehicles, additional fields track unit numbers, bed type, and bed length — essential for fleet operators who identify vehicles by unit number rather than license plate.
Shop Commander captures odometer readings at every interaction — RO check-in, RO checkout, digital inspection, and manual entry. Each reading is tagged with its source for auditability. The system calculates average distance per month based on real data and generates predicted next service dates for each vehicle. For fleet managers who need to plan maintenance across 20, 50, or 100 vehicles, this is the difference between reactive repair and proactive maintenance.
Upload vehicle photos with captions, take photos directly from a tablet using the device camera, and access all repair order photos and inspection media across the vehicle's entire service history. When a fleet manager asks "what did the undercarriage look like last time?", you have the answer in seconds.
Set warranty terms (months and/or distance) on individual service line items. Active warranties are flagged when new work is created on the same vehicle. Warranty claims are tracked with status workflow (pending, approved, denied, completed), vendor claim numbers, and parts/labor coverage details. When a fleet vehicle comes back with a warrantied issue, the system knows immediately.
Fleet vehicles change hands. A company sells a truck and the new owner becomes a retail customer. Shop Commander supports vehicle transfer between customer accounts — all service history stays with the vehicle. The new owner sees the complete history, and the fleet manager's account is updated automatically.
Fleet vehicle rolls in. Look up the fleet account, select the vehicle by unit number, VIN, or plate. Create an appointment or go straight to a repair order. Odometer is captured at check-in. The fleet manager gets an automated SMS that the vehicle has been received. Customer alerts show any special instructions, PO requirements, or previous issues flagged on the account.
Run a digital vehicle inspection using a template configured for the vehicle type. Photos, condition ratings, measurements, and safety flags. AI cleans up tech notes into professional language. The inspection generates a shareable link. Build an estimate using canned jobs and parts kits for speed. Send the estimate to the fleet manager via SMS for approval.
The fleet manager reviews the estimate on their phone, approves or declines individual line items with a digital signature, and you get an instant real-time notification. Declined items automatically enter the declined job recovery system for automated follow-up. The RO moves to "Authorized" on the job board and your tech sees it immediately via WebSocket sync.
Parts are tracked per line item with status workflow (needed, ordered, received, installed). Purchase orders link to vendors with delivery tracking. When work is complete, the RO moves to "Completed" and the fleet manager gets a pickup notification with the invoice. Text-to-pay lets them pay before they send a driver.
Declined work gets automatic follow-up at 7, 30, and 60 days. The system tracks when the vehicle is due for its next service based on odometer patterns and sends a reminder to the fleet manager. A post-service feedback request goes out to catch any issues early. If the fleet manager is happy, an automated Google review request follows.
Shop Commander isn't a fleet add-on bolted onto basic software. It's a complete shop management platform with fleet features built in. Here's everything else you get at $0/mo — because most fleet shops also service retail customers.
Full RO lifecycle with auto-numbering, status workflow, line items, parts tracking, technician assignment, warranty terms, comeback detection, and promised date tracking. Digital estimates with SMS delivery and digital signature authorization.
Visual Kanban board with drag-and-drop, customizable columns, WebSocket-powered real-time sync across all devices, internal task cards, and customer alert highlights. Every job visible to every team member instantly.
AI tech note cleanup, AI job suggestions, AI service recommendations, AI sales scripts, AI inspection narratives, and AI message drafting. All powered by GPT-4o. All included free. Helps your team work smarter, not harder.
Day, week, month calendar with drag-and-drop, bay assignment, and color coding. Online booking portal for retail and fleet customers. QR code self-check-in. Appointment-to-RO conversion in one click.
Full parts inventory with vendor management, purchase orders, receiving, returns, core charges, parts kits, markup matrix, low stock alerts, part cross-references, and complete audit trail. CSV import and export.
Seasonal tire storage with QR labels, tread depth tracking, automated swap reminders, and printable pull lists. Loaner vehicle management with check-out/check-in workflows, condition photos, and fuel tracking.
Automated campaigns, declined job recovery, customer reactivation, service reminders, review requests, customer lifecycle tracking, post-service feedback, and communication guardrails. The full CRM that replaces $200-700/mo third-party tools.
Revenue, ARO, tech productivity, DVI metrics, declined job recovery, parts margins, customer retention, comeback rate, campaign ROI, CRM retention, review generation, and more. CSV export on everything. Date range presets or custom ranges.
Every change logged with user attribution, before/after values, IP address, and timestamp. Role-based access controls. Encrypted data transmission. PCI-compliant payment processing. Your fleet customers' data is protected.
There are two types of fleet software. Dedicated fleet management tools (like Fleetio) are built for fleet operators managing their own vehicles — tracking GPS, fuel, driver assignments, and compliance. Shop management platforms (like Shop Commander) are built for repair shops that service fleet vehicles. Here's how they compare.
| Capability | Shop Commander | Dedicated Fleet Software | Generic Shop Software |
|---|---|---|---|
| Monthly Cost | $0 | $5–10+/vehicle | $200–500 |
| Fleet Account Tagging | ✓ | ✓ | Basic |
| Multi-Vehicle Customers | ✓ | ✓ | ✓ |
| Unit Number Tracking | ✓ | ✓ | ✗ |
| Service History Per Vehicle | ✓ | Limited | ✓ |
| Odometer-Based Predictions | ✓ | ✓ | ✗ |
| Repair Order Management | ✓ | ✗ | ✓ |
| Digital Inspections | ✓ | ✗ | ✓ |
| Two-Way SMS | Included | ✗ | Higher tiers |
| AI Features | Included | ✗ | ✗ |
| Marketing & CRM | Included | ✗ | Paid add-on |
| Customer Portal | ✓ | ✓ | ✗ |
| PO Number Tracking | ✓ | ✓ | Basic |
| Built for Repair Shops | Yes | ✗ (fleet operators) | ✓ |
If you're a repair shop that services fleets, Shop Commander gives you fleet tracking AND shop management in one free platform. See our full comparison page for more details.
Shop Commander's fleet features are designed for independent repair shops and small chains that service commercial and fleet vehicles alongside retail customers. Here are the types of shops that benefit most:
You service a mix of walk-in retail customers and fleet accounts from local businesses — delivery companies, landscapers, contractors, taxi services, rental fleets. You need software that handles both seamlessly. One platform, one workflow, one price: $0.
City, county, and government fleet vehicles need documented service history, standardized inspections, PO numbers, and clear reporting. Shop Commander's digital inspections, audit trails, and CSV exports give you the documentation municipal fleet managers require.
Commercial trucks need unit number tracking, bed type and length fields, and robust odometer-based maintenance scheduling. Shop Commander tracks all of this natively. VIN decoding works with commercial vehicles. Warranty tracking catches warrantied parts across the fleet.
Running fleet service at multiple locations? Shop Commander's multi-tenant architecture gives each location its own settings, phone numbers, and configurations with complete data isolation. Manage all locations from one account. Every location is free.
Thinking about pursuing fleet contracts? Shop Commander makes it easy to start. Tag your first fleet customer, link their vehicles, and use the customer portal to give fleet managers self-service access to their service history. As your fleet business grows, the software scales with you — unlimited vehicles, unlimited customers, $0/mo. See our small shop page for more on getting started.
Shop Commander was built by a shop owner who was paying $400+/month for software and decided to solve the problem permanently. The business model is transparent:
We make a small commission from our payment processor when your shop runs credit cards through Shop Commander. You pay the same standard processing rates you'd pay with any processor — we get a small referral cut. That's it.
No monthly fees. No per-vehicle charges. No per-user fees. No fleet module surcharges. No feature paywalls. No credit card required to sign up. Whether you track 5 fleet vehicles or 500, the cost is the same: $0/mo. The software is 82,650+ lines of production code running live in a real shop every day.
Track every fleet vehicle, every service, every warranty, every inspection — alongside your retail customers. No per-vehicle fees. No fleet surcharges. Complete shop management included.
Free setup. Free migration. No credit card. No catch.