Skip to content
BayTrack Maintenance
BayTrack MaintenanceBuilt by a diesel mechanic
(678) 439-0317DriverCustomerSign InGet Started
(678) 439-0317
HomePricingAboutEULA
DriverCustomerSign InGet Started

Getting Started

Set up your organization, add assets, and create your first work order in minutes.

Overview

BayTrack Maintenance helps you track inspections, repairs, and preventive maintenance for your fleet or shop. This guide walks you through the initial setup so you can start managing your maintenance operations right away.

ℹ️ What you'll set up

  • Your organization and shop(s)
  • Assets (trucks, trailers, equipment)
  • Your first work order
  • Optional: Customers, if you do external repairs

1. Organization Setup

When you first sign up, BayTrack creates an organization for you. Your organization is your account — it contains all your assets, work orders, customers, and settings.

Update your organization name

  1. 1

    Go to Settings

    Click the gear icon in the sidebar or navigate to Settings → Organization.
  2. 2

    Edit organization details

    Update your organization name, address, phone number, and email. This information appears on invoices and customer-facing documents.
  3. 3

    Add your logo (Pro)

    Upload your company logo to have it appear on invoices and PDFs. This is available on Pro plans.

Set up shops

Shops represent physical locations where work is performed. Even if you have one location, you'll want to set up at least one shop.

  1. 1

    Navigate to Shops

    Go to Settings → Shops.
  2. 2

    Add a shop

    Click Add Shop and enter the shop name, address, and contact information.
  3. 3

    Set labor rates (optional)

    Each shop can have its own labor rate. This is used when calculating labor costs on work orders.

2. Adding Assets

Assets are the vehicles and equipment you maintain — trucks, trailers, forklifts, reefer units, and more. Each asset has its own maintenance history, inspection records, and PM schedules.

Add your first asset

  1. 1

    Go to Assets

    Click Assets in the sidebar.
  2. 2

    Click Add Asset

    Click the Add Asset button in the top right.
  3. 3

    Select asset type

    Choose the type: Truck, Trailer, Equipment, Reefer, or other. This determines which fields are available.
  4. 4

    Enter asset details

    Fill in the required fields:
    • Unit Number — Your internal identifier (e.g., "T-101")
    • VIN — Vehicle Identification Number (for trucks/trailers)
    • Year, Make, Model — Basic vehicle information
    • Mileage / Engine Hours — Current readings for PM tracking
  5. 5

    Save the asset

    Click Save. Your asset is now ready for work orders and inspections.

💡 Bulk Import

If you have many assets to add, use the bulk import feature. Go to Settings → Data Import/Export to upload a CSV file with your asset list.

3. Adding Customers (Optional)

If you perform repairs for external customers (not just internal fleet maintenance), you'll want to set up customer records. Customers are linked to assets and invoices.

Add a customer

  1. 1

    Go to Customers

    Click Customers in the sidebar.
  2. 2

    Click Add Customer

    Click the Add Customer button.
  3. 3

    Enter customer details

    Fill in the company name, contact information, and billing address. You can also add multiple contacts and addresses for larger customers.
  4. 4

    Save the customer

    Click Save. You can now associate assets and work orders with this customer.

ℹ️ Internal fleet vs. external customers

For internal fleet operations, you may not need customers at all. Assets can exist without a customer. Customers are primarily for billing external parties.

4. Creating Your First Work Order

Work orders are the core of BayTrack. They track repairs, labor, parts, and documentation for each job.

Create a work order

  1. 1

    Go to Work Orders

    Click Work Orders in the sidebar.
  2. 2

    Click New Work Order

    Click the New Work Order button.
  3. 3

    Select the asset

    Choose which asset this work order is for. You can search by unit number or VIN.
  4. 4

    Enter work order details

    • Complaint — What's the issue? (e.g., "Check engine light on")
    • Priority — Low, Medium, High, or Critical
    • Assigned technician — Who will do the work?
  5. 5

    Save the work order

    Click Create Work Order. The work order is now open and ready for labor and parts.

Add labor and parts

Once the work order is created, you can add labor lines and parts:

  • Labor — Add labor lines with description, hours, and rate
  • Parts — Search your parts catalog or add parts manually
  • Fees — Add shop supplies, disposal fees, or other charges
  • Attachments — Upload photos or documents

Complete the work order

When the job is done, update the work order:

  • Add the Cause and Correction (what was wrong and what you did)
  • Update mileage/hours if they've changed
  • Change the status to Completed

Next Steps

You've set up the basics! Here's what to explore next:

  • Inspections — Create inspection templates and run pre-trip/post-trip DVIRs
  • Preventive Maintenance — Set up PM schedules based on time, mileage, or engine hours
  • Invoicing — Generate invoices from completed work orders
  • Payments — Connect your Square account for online and in-person card payment tracking