Winning a fleet account - whether it’s a local trucking company, a school bus operation, or a delivery fleet - can feel like a game-changer for independent heavy-duty repair shops. Instead of chasing random breakdowns or one-off jobs, fleet contracts bring steady, predictable work. It smooths out cash flow, fills your bays consistently, and builds a loyal business base that returns month after month. But landing (and keeping) fleet clients takes more than luck - it takes strategy, reliability, and the ability to deliver what fleets care about most: uptime, quality, communication, and value.
Fleet work offers unmatched benefits to your shop:
Fleet customers operate with business goals in mind. Every hour a truck is down, they’re losing money. That’s why they’re looking for service providers that can deliver consistent, quick, and high-quality work.
To win over fleet accounts, you need to understand their mindset. Here’s what they care about:
Uptime Above All: Downtime can cost $448 to $760 per day per truck - or more. Fast turnarounds matter.
Work Done Right the First Time: Fleets don’t want repeat visits for poor workmanship. Reliability wins over rock-bottom pricing.
Tailored Maintenance Programs: Each fleet has unique needs - from oil changes on delivery vans to hydraulic work on dump trucks. Flexibility is a plus.
Transparency: They expect detailed estimates, regular updates, and proof of what was done. Surprises or miscommunication will erode trust.
Scalable, Consistent Service: Can your shop handle 10 vehicles this week and 15 next week with the same quality and timing?
Meeting these expectations is the first step in both attracting and keeping fleet clients. Let’s break down the strategy.
Speed matters, especially when a vehicle’s downtime directly hits the bottom line. Whether it's a same-day PM service or overnight brake job, your goal is to minimize time out of service. Share stats if you’ve got them: e.g., "Our average turnaround is 1.8 days, 40% faster than the local average."
Also consider:
Fleets will pay more for reliability. Instead of racing to the bottom on price, highlight your quality:
If your shop has a low rework rate, brag about it - it's a sign of professionalism fleets respect.
Fleets don’t want a one-size-fits-all solution. Offer maintenance packages based on:
Bonus points if you already service similar fleets. Share relevant success stories to build credibility.
Take fleet managers on a tour of your shop. Show them your process, introduce your staff, explain how you track jobs. Build trust early and set expectations upfront.
Even more effective:
Fleet customers love organization. If you use cloud-based shop software:
Digital inspections with photos build trust and help explain needed work without drama.
Attracting a fleet is just step one. Keeping them means staying valuable and indispensable.
Track every unit’s maintenance schedule and notify the fleet before issues arise. Offer a monthly or quarterly PM plan and execute it on time. Preventing breakdowns is your biggest selling point.
If a customer uses Samsara, Geotab, or other telematics, ask to connect. Alerting them about fault codes and inviting them in before the truck fails builds massive goodwill.
Don’t just complete the work - show them the difference it makes. For example:
Data-backed results make it easy for a fleet manager to justify continuing the relationship (and your rates).
Build habits like:
Communication builds loyalty. Silence builds frustration.
Help them pass DOT audits and avoid fines by:
If you can position yourself as their compliance partner, they’ll be reluctant to go anywhere else.
Remind your fleet clients how you’ve saved them money, time, or operational headaches. For example:
Reinforce your value regularly. It’s easier to keep a client than to win a new one.
Here’s what a modern shop can offer that legacy systems can’t:
Legacy Way:
Modern Way:
This is the kind of system fleet managers want to work with - and it’s often the deciding factor between shops.
Fleet accounts are a goldmine of steady income - but they expect more than the average customer. By focusing on what fleets value (uptime, reliability, compliance, communication), and using tools like modern shop management software to streamline your operations, you can become the go-to provider in your area.
When you treat every truck like it’s part of your own business - and every fleet manager like a partner - the long-term rewards are huge.
Ready to see how smarter operations can help you win and keep fleet business? Try a free demo of ShopView today.