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What Is Heavy-Duty Repair Shop Management Software? (2025 Guide)
Running a heavy-duty shop in 2025 is a different game than it was even five years ago.
Modern diesel trucks, trailers and construction equipment are rolling computers. Unplanned downtime routinely costs fleets$448-$760 per vehicle per day in lost revenue and penalties. Skilled techs are hard to find and not cheap. And fleet customers expect digital estimates, clean repair histories and faster answers than ever.
That's exactly the problemheavy-duty repair shop management software is built to solve.
In this guide, we'll break down what this software actually does, how it's different from auto repair tools, what features matter for diesel and equipment shops, and where platforms likeShopView fit into your 2025 tech stack.
Heavy-Duty vs Auto Repair Software
| Feature | Heavy-Duty Software | Auto Repair Software |
|---|---|---|
| Handles tractor + trailer jobs | ✅ Yes | ❌ No |
| Fleet billing | ✅ Yes | ❌ Limited |
| PM, DOT, DVIR workflows | ✅ Built-in | ❌ Add-ons |
| Multi-asset jobs | ✅ Standard | ❌ Rare |
| Mobile/field service | Strong | Weak |
| Large parts inventory | Optimized | Not designed for it |
The Heavy-Duty Repair Reality in 2025
If you're running a diesel, fleet or equipment shop, you're probably juggling:
- High downtime costs. Industry research consistently pegs downtime in the$448-$760 per day, per vehicle range for commercial fleets.
- Unplanned downtime eating your week. Heavy equipment operators routinely see20-30% of working hours lost to unplanned downtime when PM isn't tight.
- Expensive labor. U.S. diesel techs now average around$28-30/hr in wages, and many shops bill$150+ per flat-rate hour on complex diesel work.
- Parts-heavy jobs. A single in-frame or hydraulic rebuild can involve hundreds of parts, multiple vendors and core returns.
- Thick compliance requirements. DOT inspections, DVIR defects, emissions records, warranty paperwork, OEM campaigns - the paper trail never ends.
If you're managing all of this with paper work orders, Excel, QuickBooks and a whiteboard schedule, it's very easy to leak money every single day - through missed labor, lost parts, slow invoicing and poor visibility.
2025 Heavy-Duty Shop Pain Points & Costs
| Pain Point | Cost Impact | Why It Hurts |
|---|---|---|
| Unplanned downtime | $448–$760/day per unit | Lost revenue & penalties |
| Underbilled labor | 1–2 hrs/tech/day | Direct loss of billable hours |
| Parts chaos | Lost cores, duplicate orders | Wasted cash & delays |
| Slow invoicing | +7–14 days DSO | Weak cash flow |
| Compliance issues | Fines, rework | Risk & customer dissatisfaction |
What Heavy-Duty Shop Software Actually Does
A purpose-built heavy-duty shop management system centralizes your entire operation:
- Work Orders: Create, assign, track, and close jobs digitally. Attach photos, notes, and compliance docs.
- Technician Time Tracking: Clock techs on/off each task. See utilization in real time.
- Parts & Inventory: Track stock across locations, set min/max alerts, and tie parts directly to invoices.
- Estimates & Invoicing: Build quotes in minutes, get digital approvals, and invoice same-day.
- Scheduling: Drag-and-drop bays and techs. See what's waiting on parts or approval.
- Fleet & Customer Management: Store unit histories, PM schedules, and compliance records by vehicle.
- Compliance: DOT inspections, DVIRs, PM reminders, and audit-ready documentation.
- Reporting: Revenue, tech efficiency, parts usage, and more - at a glance.
Key Features to Look For
When evaluating heavy-duty shop software, prioritize:
- Multi-asset work orders. Can you link a tractor AND trailer to one job?
- Mobile access. Can techs clock time and update jobs from a tablet?
- Real-time inventory. Does it track parts across multiple locations?
- DVIR/DOT workflows. Are compliance forms built in - not bolted on?
- Fleet billing. Can you invoice by PO, unit, or fleet account?
- Telematics integration. Can fault codes and DVIR defects flow into service requests?
- Cloud-based. Access from anywhere, automatic updates, no servers to manage.
- Accounting sync. Does it integrate with QuickBooks or your accounting system?
Why ShopView for Heavy-Duty?
ShopView is built specifically for diesel, truck, trailer, fleet, and equipment repair shops. Here's what sets it apart:
- Heavy-duty DNA. Multi-asset jobs, unit-centric records, DOT/DVIR workflows, core tracking, and fleet billing - all native.
- Mobile-first. Techs use tablets in the bay; field techs work from the truck.
- Real-time everything. Live shop board, live inventory, live tech utilization.
- Telematics integrations. Samsara, Geotab, Motive, and more - pull fault codes and DVIRs into your queue.
- Built by shop people. The founders ran a heavy-duty shop. They built what they couldn't find.
Shops using ShopView report:
- 20%+ revenue growth
- $100K+ in recovered annual billables
- ~1.5 hours saved per tech per day on admin
How to Get Started
- Audit your current process. Where are you losing time, money, or compliance?
- Define must-haves. What features are non-negotiable for your shop?
- Request demos. See the software in action with your use cases.
- Start small. Roll out work orders first, then add inventory, invoicing, compliance.
- Measure ROI. Track turnaround time, billables, and cash flow before and after.
Final Takeaway
Heavy-duty repair shop management software isn't a luxury - it's the foundation of a modern, profitable operation. The right platform will help you capture more billables, reduce admin hours, stay compliant, and keep customers coming back.
If you're still running on paper, spreadsheets, or generic auto software, you're leaving money on the table every day.
Ready to see what ShopView can do for your shop?
Start a Free Trial orBook a Demo
Ready to transform your shop?
We've been in the heavy-duty truck repair business for 20+ years, so we know what slows shops down. That's why we built ShopView—to eliminate the bottlenecks.
