Frequently Asked Questions

You’ve got questions? We’ve got answers! Here are the most common inquiries we receive about our fleet management software. You’ll also find plenty of self-help articles and tutorials in our Knowledge Base. If you need further guidance, please feel free to contact Sales or Support.

Choosing the Right Application

What is the main difference between Fleet Maintenance Pro and Maintenance Pro CMMS?

If your assets consists mostly of rolling assets (e.g. vehicles, fork lifts, backhoes, trailers, etc.), Fleet Maintenance Pro is the best choice since it will also help you keep track of fuel, tires, and other vehicle related features.


If you are tracking stationary equipment, manufacturing equipment, aviation, marine, or general facilities maintenance (e.g. machine tools, HVAC, elevators, airplanes, ships, etc.), then Maintenance Pro CMMS is a better fit since it can be adapted to any industry.

What are the differences between the Standard, Deluxe, and Shop/Professional Editions of the desktop applications?

The easiest way to see the available features and ensure you find the right edition to fit your needs is the comparison chart for the program in question:

How do I choose between the desktop application and the web based application?

For maximum flexibility, the web based application lets you access and use the software from any location on any device.  You can use the application on desktop computers, tablets, and smartphone devices from anywhere with an internet connection.  Dedicated apps for Apple and Android devices are included.  The web based application is a monthly or annual subscription based service which is ALL INCLUSIVE; software, data hosting, technical support, upgrades and updates.  Additionally, GPS integration options only exist for the web based version, which are included with the Enterprise service level.


The desktop application installs on your local company network and can only be accessed on your local Windows desktop computers within your internal network.  You manage control over network setup and data files – storage and backup.  The program cost is a one-time fee, with ongoing annual technical support plans. User licensing is per concurrent user, so you may  install the client application on as many workstations as you wish, you are just limited to the licensed number of users having the program open at the same time.

How many vehicles or assets can I track?

Unlike some maintenance management programs, there is NO cap or per-asset fee for the number of units you can track in Maintenance Pro Web and the desktop applications, Fleet Maintenance Pro and Maintenance Pro.


Auto Maintenance Pro is designed for home use, with the Standard Edition tracking up to 5 vehicles, and the Professional Edition tracking up to 10.

How many user licenses do I need?

Desktop application user licensing is per concurrent user, so you have the convenience to install the client application on as many workstations as you wish, you are just limited to the licensed number of users having the program open at the same time.


Web based application user licensing is per user login, so any user with their own email address and password requires a monthly subscription.

Is technical support included?

Our friendly and knowledgeable support team is available via phone, email, and online chat.


For the web-based application, support is ALWAYS included with your subscription.


For the desktop application, program purchase includes 6 months of support, with three options:

  1.  renew annual support only on an “as-needed” basis after the first 6 months expires;
  2.  extend the included support to 1 year, with the option to renew additional years at standard and premium levels;
  3.  opt for the “Annual Support and Upgrade Subscription.” The benefits include ongoing premium technical support PLUS you will receive major version upgrades as these are released.  This is the most cost-effective solution to stay up-to-date with our latest development.  It is discounted for the first year!

Specifications and Getting Started

What are the system requirements for the desktop application?

The web-based applications can be operated on any device with internet access regardless of operating system such as Apple iOS (Mac), Android, Windows, etc.


The following system requirements only apply to the desktop applications:

  • Pentium® 1Ghz or better processor
  • 1GB of RAM
  • 200MB of free hard disk space
  • Windows XP, Vista, 7, 8, 10 / Windows Server 2008, 2008R2, 2012, or 2014
  • 1024 x 768 screen resolution

Desktop network versions support client/server architecture and terminal service configurations. You have the option to host the database on any PC or server operating system noted above.

How is the software delivered?

For the web based products, you simply login and subscribe!


For desktop applications, your “Order Delivery” email includes a download link for your version installer, complete instructions, and your personal registration information. If you order online through the website you have the option to include a CD-ROM, but this is not a necessity. The most current full program installer and build update are always available for download from our website.

What is your update and upgrade policy?

For our web based products, you are ALWAYS CURRENT.  Upgrade and updates are included with your subscription.


For desktop products, all build updates for your purchased version are available free of charge for the life of the version, and can be downloaded from our web site. Maintenance updates include bug fixes and some enhancements. We respond to customer feedback promptly, so updates are published frequently. The program’s internal automatic update check is only “active” intermittently, to avoid excessive updates for your IT team.


Major version upgrades are periodic releases which significantly improve the functionality of the software and add major new features. We offer a discount for registered users, with costs reduced up to 50% off the full purchase price. Whether or not to upgrade is at the sole discretion of the user.

How do I update the build?

Applies to desktop applications only:


Always create a backup of your database before getting started, just as a precaution.
The most current build update for the desktop application is found on our Updates page.
Close all clients before running the update. It is not necessary to run on the server, but ALL clients must be updated to the same build.

Will data I entered into the trial version be available after I purchase?



All data entered into the trial version is available after purchase. If you opt for the single-user program, you simply apply the registration received in your Order Delivery email. If you choose the network version, you will make a backup of your data in the single-user trial (File > Backup Data Files), and then restore this single .ZIP file into the network version installation (File > Restore Data Files).

I want to avoid manual data entry. Can I import my existing information?



Import for the desktop application is explained here: Data Import


Import for the web based application is explained here: Data Import

Can data be exported to external files or spreadsheets?



All of our software supports data exporting. You can export data to text files, spreadsheets, HTML, XML, and other formats.

Can I integrate with my third-party software?

We offer some integration options with our web based products.  Please contact us and we can discuss your needs.


For desktop applications, we do not offer integration with third-party ERP, CRM, or accounting packages. We do allow for odometer and fuel transaction import, as explained in the add-ons section.

Can I customize my reports?



In the web based applications, you can control most report content by adding/removing data columns, re-arranging columns, sorting, and apply custom data filters.


For desktop applications, the optional Report Designer add-on module for the desktop application comes in two versions: Basic enables you to modify any of the built-in report templates, while Professional adds the ability to create new reports from scratch. Modify layout, add or remove data fields, or personalize with your company logo.


Our team can also design custom reports on your behalf, for a nominal fee.



You can filter reports by unit, location, status, date range, and other factors.

Computerized Maintenance Management Software (CMMS) has never been simpler!
Client Testimonials