Automotive maintenance

Automotive maintenance: the complete guide for fleet managers

Vehicle maintenance is a pillar of company fleet management. Far more than a formality, rigorous maintenance of each vehicle by a competent garage protects your employees' safety, keeps your budget under control and extends the life of your assets. A well-maintained car is a reliable, efficient vehicle that holds its residual value.

This complete guide gives you everything you need to optimize your fleet's maintenance, cut costs and keep your fleet running smoothly.

When should you service your car?

Regularity is the key to successful car maintenance. Sticking to your car's maintenance schedule is essential to avoid costly breakdowns and stay safe on the road.

Routine maintenance: frequency and checkpoints

How often a car needs servicing depends on its model, age, mileage and use. The reference document is the maintenance booklet (carnet d'entretien) supplied by the manufacturer. It sets out all the recommendations, the checks to carry out and the interval for each job. Following this booklet closely is essential, especially to keep the manufacturer's warranty.

Oil change: interval and oil type

The oil change is the most common maintenance job. It replaces the used engine oil with new oil suited to the engine's specifications. The interval is set by the manufacturer in the maintenance booklet. Using the oil recommended by the manufacturer is crucial for the engine to run properly and last. The oil filter is often replaced at the same time.

Service: intervals and what is included

More thorough than a simple oil change, a service includes a series of checks and preventive maintenance operations. Depending on the manufacturer's recommendations and the vehicle's mileage, it can include:

• Replacing filters (air, fuel, cabin).

• Topping up fluids (coolant, brake fluid).

• Checking safety components: brakes (discs and pads), tires, shock absorbers, lights.

• An electronic diagnostic to spot any faults.

Roadworthiness test: legal obligations and preparation

In France, the roadworthiness test (contrôle technique) is a mandatory procedure that checks the condition of a vehicle's essential components. The first test must be done within the 6 months before the car's 4th anniversary, then every 2 years, according to the French government's Service Public website (in French). Regular maintenance is the best way to prepare for a trouble-free test.

Seasonal maintenance: adapting to the weather

Weather conditions, especially in summer and winter, put different strains on a car's mechanics. Seasonal maintenance lets you anticipate these changes:

• Before winter: check the battery, the winter tires and the antifreeze coolant.

• Before summer: check the air-conditioning system and the coolant level to keep the engine from overheating.

The different types of vehicle maintenance

There are two main, complementary approaches to maintenance for a vehicle fleet.

Preventive maintenance: avoiding breakdowns and extending vehicle life

This is the most cost-effective strategy. Preventive maintenance means following the manufacturer's maintenance plan to replace wear parts before they cause a breakdown. This proactive approach maximizes the car's reliability, keeps drivers safe and lets you plan and budget for the work, avoiding unexpected downtime.

Corrective maintenance: repairing breakdowns and damage

Corrective maintenance, or repair, comes into play when a breakdown or damage occurs. It is unpredictable by nature and often more expensive than planned work. The aim is then to get the vehicle back in working order as quickly as possible.

Common mechanical repairs: prices and turnaround times

Some repairs are more common than others. Here are a few examples:

• Replacing brake pads and discs: essential for optimal braking.

• Replacing the timing belt: a crucial job you should never postpone, or you risk having to replace the engine.

• Changing tires: tire wear directly affects road holding.

• Replacing shock absorbers: key to comfort and safety.

The price and turnaround time for these repairs vary widely depending on the car model and how complex the job is.

Where should you have your fleet serviced?

Choosing a provider is a strategic decision when managing your fleet's maintenance and repairs.

Garages: pros and cons

Independent garages often offer a close working relationship and competitive prices. A brand's dealer network guarantees in-depth knowledge of the car model and the use of original parts, a mark of quality for the manufacturer's warranty.

Auto centers: comparing prices and services

Auto centers offer standardized services (oil changes, tires, brakes) at often attractive prices. They are a good option for quick, routine maintenance on many vehicles.

Do-it-yourself repairs: an option professionals should avoid

Doing the maintenance yourself is strongly discouraged in a business setting. Liability, warranty, technical skills and specialist tools make this option unworkable for a company fleet. Only a professional can deliver compliant work.

Finding a trusted provider: tips and selection criteria

For a fleet, finding the right trusted garage is essential. Look for a network of professionals able to:

• Handle several vehicles at once.

• Provide clear, fast quotes.

• Guarantee the quality of the work and the parts.

• Simplify appointment booking and invoicing.

Controlling vehicle maintenance costs

Controlling vehicle maintenance costs is a major issue for the fleet manager.

Service and oil change prices by vehicle type

The price of a service or an oil change depends on the vehicle's make and model and on the type of engine oil it needs. Get a quote first to avoid surprises.

Factors that affect the price of maintenance

Several factors affect the final price:

• The cost of garage labor, since the work takes time.

• The price of spare parts.

• The type of work done (a simple check or a complex repair).

• The car's age and mileage.

Tips for cutting maintenance costs

• Prioritize prevention: anticipating always costs less than fixing.

• Centralize management: using one service for all of your fleet's maintenance and repairs lets you negotiate prices and simplify processes.

• Compare quotes: for major repairs, putting providers in competition is often wise.

• Make drivers aware: smooth driving that is gentle on the mechanics reduces overall wear on the vehicle.

Prices for common services (oil change, tires, brakes)

The price of an oil change, a tire change or a brake pad replacement depends on the model, the parts chosen and the garage. Compare several quotes before you choose.

Why spare parts matter

The quality of the parts used for vehicle maintenance and repair is non-negotiable.

Choosing quality parts: original, equivalent or aftermarket

• Original manufacturer parts: identical to those fitted at the factory, they guarantee perfect quality and compatibility.

• OEM supplier parts (equivalent): made by the same suppliers the carmakers use, they offer similar quality, often at a lower price: an opportunity worth taking.

• Aftermarket parts: their quality varies, so choose them with care.

For a fleet, it is best to favor original or OEM supplier parts to preserve reliability and the manufacturer's warranty.

Where should you buy spare parts?

Buying parts is generally left to the garage or the professional doing the maintenance. For fleet management, relying on your maintenance provider's network is the simplest and safest solution.

The risks of using counterfeit parts

Counterfeit parts carry major risks, so look beyond the price alone:

• Safety: a faulty brake part can have dramatic consequences.
• Breakdowns: they can damage other components of the engine or the vehicle.
• Legal exposure: after an accident, your insurer might not cover the damage.

Maintenance and the environment

The environmental impact of vehicle maintenance

Neglected maintenance can increase a car's environmental impact: higher fuel consumption, more polluting emissions, fluid leaks (oil, coolant)...

Eco-friendly maintenance tips

• Stick to oil change intervals to limit oil consumption.

• Check your tire pressure regularly to reduce fuel consumption.

• Have the exhaust system and the engine serviced.

Recycling used parts

In France, vehicle maintenance professionals must collect used parts and fluids (oils, tires, batteries, body parts and so on) and have them processed through approved recycling channels. Ask your providers for proof of collection and treatment; with Dadycar, you keep your garages and suppliers in one directory linked to your vehicles.

Dadycar, your partner for fleet maintenance

Managing maintenance for dozens or even hundreds of vehicles can quickly become a logistical and administrative headache. That is why Dadycar builds maintenance into its fleet management software. Our goal: to make your life easier so you can focus on your core business.

With Dadycar, you get:

• A supplier directory: your garages, body shops, roadworthiness test centers and rental companies, in-house or external, listed and linked to your vehicles and sites (Dadycar Garage).

• Simpler service booking: with Dadycar Services, you book a service, place the order and follow the related quote from the platform.

• Centralized management: track the maintenance status of every car in your fleet from a single interface. No more piles of invoices and endless contacts.

• Maintenance plans by category: fluids, brakes, battery, engine, tires, with separate plans for combustion and electric vehicles, triggered by actual mileage or by date, and reminders before each deadline.

• A complete history: every job, quote and invoice stays attached to the vehicle, which makes it easier to prove the manufacturer's maintenance plan has been followed.

Find out how Dadycar can optimize how your fleet runs and what it costs. Contact us today for personalized information.

Frequently asked questions (FAQ)

How often should a company vehicle be serviced?

The ideal frequency is the one recommended by the manufacturer in the vehicle's maintenance booklet. It is generally based on two criteria, mileage and time, whichever comes first, and must be respected when the vehicle goes to the garage.

Do I keep the manufacturer's warranty if I have the vehicle serviced outside the brand's network?

Yes, and it is worth knowing: EU law allows you to have your vehicle serviced at the garage of your choice without losing the manufacturer's warranty. The condition is that the repairer strictly follows the manufacturer's maintenance plan and uses parts of quality equivalent to the originals.

How can I track maintenance for several dozen vehicles efficiently?

A centralized fleet management tool is the best solution. Services like Dadycar let you track the history of every maintenance job, get alerts before upcoming deadlines and book services from a single interface.

An orange engine warning light has come on on the dashboard. What should I do?

Do not ignore this signal. It points to a problem with the engine or the emission control system. Book a garage appointment for an electronic diagnostic to find the cause of the fault and have it repaired if needed. It is also a chance to get a full check-up, even if it is the first time.