What BayTrack Maintenance Does
Track inspections, document work, schedule maintenance, bill customers, and see where the money goes. Built for diesel shops, fleet garages, and mobile mechanics.
No credit card required
This page lists what BayTrack supports today—not a roadmap, not aspirational features. Everything here is in production. Built to keep work documented, easy to bill, and easy to find later.
Capabilities by Workflow
Inspections & Compliance
- Pre-trip, post-trip, and DOT annual inspections with customizable templates
- Multi-section checklists with pass/fail/NA options per item
- Photo attachments on any inspection item
- Digital DVIR with driver and mechanic signatures, aligned to FMCSA 396.11/396.13 recordkeeping
- Defect-to-work-order linking for failed items
- Inspection history per asset with PDF export
- Inspection type definitions (pre-trip, annual, receiving, etc.)
Work Orders & Execution
- Labor lines with complaint, cause, and correction (3C documentation)
- Parts lines with catalog lookup and pricing
- Technician assignment per work order or per labor line
- File attachments and internal notes
- Configurable statuses with terminal/non-terminal states
- Priority levels (low, normal, high, urgent)
- Standard jobs: reusable labor templates for common repairs
- Work order print view for shop floor
Technician Time Tracking
- Clock in/out per labor line with start and stop timestamps
- Actual hours vs. billed hours on each line
- Technician assignment on labor lines
- Labor by technician reporting
Preventive Maintenance
- Schedule definitions by mileage, engine hours, or calendar days
- Per-asset schedule assignments with override intervals
- Due/overdue/warning status calculations
- Auto-create work order from PM with duplicate prevention
- PM completion updates next-due automatically on WO close
- Bulk assign schedules by asset type
- Link standard jobs to PM schedules for pre-filled labor lines
Estimates
- Labor and parts estimates with line-item pricing
- PDF generation and email delivery
- Convert approved estimate to work order
- Estimate numbering and validity period settings
- Custom notes and terms on estimate documents
Invoicing
- Generate invoice from completed work order
- PDF download with line-item detail
- Email invoice to customer with delivery tracking
- Invoice lifecycle: draft, sent, paid, void
- Partial payments with balance tracking
- Multiple payment methods per invoice (cash + card split)
- PAID watermark on paid invoice PDFs
- Custom invoice numbering, notes, and terms
- Shop-specific remit-to address and footer
Payment Tracking
Square integration requires Pro- Record manual payments (cash, check, other)
- Square integration for payment links and card-on-file
- Square Terminal integration for in-person card payments
- Payment history per invoice with audit trail
- Refunds (manual entry or via Square)
- Automatic payment status updates via Square webhooks
Inventory & Parts
- Parts catalog with part numbers, descriptions, and pricing
- Stock levels with manual adjustments and audit trail
- Auto-decrement inventory when parts used on work orders
- Low-stock alerts with configurable thresholds
- Part categories and vendor assignments
- Cost vs. sell price with markup visibility
- Multi-location inventory with shop-specific stock levels
- Inventory transfers between shops
- Bulk CSV import and export for parts data
Purchase Orders
Requires Pro- Create POs to vendors with line items
- PO status tracking (draft, sent, partial, received, closed)
- Receive against PO with quantity and cost recording
- Partial receiving with remaining balance
- PO history per vendor
Customers & Contacts
- Customer records with billing and service addresses
- Multiple contacts per customer with roles (owner, dispatcher, driver, billing)
- Contact permissions: who can authorize work, who receives invoices
- DOT number, tax exempt number, and credit limit fields
- PO required flag and pre-authorization threshold
- Customer price tiers for fleet/preferred discounts
- Assigned shop and preferred technician defaults
- Bulk CSV import and export
Assets
- Vehicle and equipment records with VIN, year, make, model
- Unit number and fleet number fields
- Current mileage and engine hours tracking
- Asset types (tractor, trailer, reefer, etc.) and subtypes
- Asset groups for organizational categorization
- Custom fields for additional tracking
- Engine and transmission details (make, model, serial)
- Status tracking with history and downtime metrics
- Archive vs. delete to preserve service history
- Bulk CSV import and export
Reporting & Exports
Advanced reports require Pro- Open work orders report
- Overdue PMs report
- PM compliance report
- Failed inspections report
- Frequent issues report
- Revenue by customer
- Cost per vehicle
- Labor by technician (productivity)
- Profit margin (parts and labor)
- AR aging (accounts receivable by overdue bucket)
- Payment history by period
- Invoice summary by status
- Warranty recovery tracking
- CSV export on all reports
Integrations
Some integrations require Pro or Pro+- QuickBooks Online: export invoices and import customers (one-way)
- Square: payment links, card-on-file, and Terminal (payments processed by Square)
- Telematics: view vehicle data from Samsara, Motive, and Geotab (provider-sourced)
- NHTSA Recall API: lookup and track recalls by VIN
- Outbound webhooks for work order, invoice, and payment events
Compliance & Documentation
Some capabilities require Pro+- Digital DVIR with e-signatures, aligned to FMCSA 396.11 / 396.13 recordkeeping structure
- Inspection records designed to support FMCSA 396.11 / 396.13 documentation
- Driver compliance visibility via provider integrations (no document storage or custody)
- License and medical certification date tracking with in-app expiration notifications
- Recall management with fleet-wide affected asset tracking
- PDF inspection reports suitable for DOT audits and recordkeeping
Security & Accountability
- Role-based access control (admin, manager, technician, viewer)
- All data scoped to organization—no cross-tenant access
- Audit log of sensitive actions (invoice changes, payments, deletions)
- Invoice integrity: sent invoices create immutable PDF snapshots
- Void workflow instead of delete for issued invoices
- Session management via Clerk authentication
Not Included (By Design)
- Not an ERP. BayTrack handles maintenance operations, not enterprise resource planning.
- Not full accounting. Integrates with QuickBooks for GL, but doesn’t replace it.
- Not a telematics platform. Pulls data from Samsara, Motive, and Geotab—doesn’t replace them.
- Not custom BI dashboards. Prebuilt reports with CSV export. No drag-and-drop report builder.
- Not workflow automation. No rules engine, no triggers, no conditional logic chains.
- Not a native mobile app. Mobile-friendly web app—works on tablets and phones, but no App Store download.
Core maintenance workflows are free. Payments, advanced reporting, and integrations require Pro. Fleet-scale compliance and integrations require Pro+. See pricing →
If this matches how your shop runs, BayTrack will feel familiar on day one.