Fleet maintenance software for lorries, vans and buses, from PUSPAKOM to repairs

Every vehicle's PUSPAKOM inspection, road tax, insurance and APAD permit on one record, servicing raised by mileage or date, and driver checks that reach the workshop.

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Updated 15 Oct 2026

FieldEx scheduling board on desktop with a technician's inspection checklist open on the mobile app, as used by fleet maintenance teams

Malaysian logistics, bus and service companies use FieldEx as fleet maintenance software: field service management and a maintenance management system (CMMS) together. It keeps every lorry, van and bus on its own record, tracks PUSPAKOM, road tax, insurance and permit dates, raises services by mileage or date, and turns drivers' checks into workshop jobs.

What FieldEx does for fleet owners, transport operators and their workshops

A commercial vehicle in Malaysia can't be licensed without a valid PUSPAKOM report and insurance, and it can't earn while it's waiting for parts. FieldEx keeps the dates, the servicing and the workshop in one place. Book a demo with your fleet list.

The fleet register

Lorries, prime movers, trailers, vans, buses and company cars on their own records, with registration number, chassis number, make, model and year, in asset management.
Tail lifts, cranes, refrigeration units and tippers as components under each vehicle, each with its own history.
Your own fleet numbers and depot codes in renamed identifier fields, shown on web and mobile.
Odometer readings logged on the vehicle, each one kept beside the previous reading.
Vehicle statuses named your way, such as available, in the workshop or off the road.

PUSPAKOM, road tax, insurance and permits

PUSPAKOM inspections (yearly for goods vehicles in their first 2 years, then six-monthly), road tax, insurance and APAD vehicle permits tracked as recurring inspections on each lorry, van or bus, with due dates and reminders.
Inspection certificates and permit copies attached to the vehicle's record.
Your operator licences and company registrations tracked with renewal reminders.
Drivers' licences, such as the Goods Driving Licence (GDL) or Public Service Vehicle (PSV) licence, held as skills with expiry dates.
Overdue inspections rescheduled automatically after the period you set.

Servicing by mileage or date

Service plans triggered by odometer reading, by date, or whichever comes first, in preventive maintenance.
Plans applied to a whole vehicle type, so a new lorry picks up its schedule when it's added.
Overdue services rescheduled automatically after the period you set.
Watermarked photos of the defect, with time and place, attached to the report.

Drivers' checks and defects

A daily vehicle check raised every morning as a recurring job, ticked off by the driver on a phone checklist.
A failed item raises the workshop repair job straight away.
Fuel and tyre tread depths entered by the driver or technician on custom job forms.
The app in English, Bahasa Malaysia or Chinese, chosen by each driver and technician.

Workshop and mechanics

Mechanics matched to repair jobs on skill, who is free, shift, leave and location, in scheduling and dispatch.
A drag-and-drop scheduler for moving mechanics when a breakdown comes in.
Outside workshops and tyre shops working in their own logins, seeing only their jobs.

Spare parts and tyres

Parts, filters, lubricants and tyres held per store and per service vehicle, with transfers and approvals, in spare parts inventory.
Parts used recorded on the job and the vehicle, with low-stock alerts.
Your company's own operator licences and registrations with renewal reminders.

Costs and downtime

Maintenance and repair costs, cost per hour, book value and depreciation per vehicle.
Downtime, MTBF and MTTR per vehicle, with repeat repairs flagged, in reporting and analytics.
The contractor's checklist, photos and parts appear on your vehicle's record, as if your own team did the work.

Costs, downtime and reports

Maintenance and repair costs per vehicle, cost per hour, book value and depreciation, from the vehicle's analytics.
Downtime, MTBF and MTTR per vehicle, and repeat jobs flagged on the same vehicle.
Jobs and inspections reported and exported by depot, vehicle type or contractor, in reporting and analytics.

How often must commercial vehicles go for PUSPAKOM inspection?

According to PUSPAKOM, the Road Transport Act 1987 requires commercial vehicles to pass a routine inspection at one of its centres every six months. Its goods vehicle inspection guide, Panduan Pemeriksaan Kenderaan Perdagangan (Barangan) (updated 4 January 2024), sets the pattern for goods vehicles: once a year in the first 2 years, then every 6 months. Malay Mail's explainer on lorry regulation cites section 66B of the Act for the six-month rule.

The periodic inspection, also called B2 or "Berkala", applies to lorries, vans, buses, taxis and rental cars. When renewing the motor vehicle licence, JPJ needs valid insurance and a valid PUSPAKOM report.

Set up one checklist per vehicle type, with the items your regulator expects.
FieldEx raises the check as a daily job for each vehicle in service.
The driver works through the checklist on the phone, with photos attached to the job.
Any failed item raises the repair job before the vehicle leaves.

A missed PUSPAKOM date blocks road tax renewal. Set the reminder well before each due date.

What FieldEx does about it

The right cycle for each vehicle: each commercial vehicle carries its PUSPAKOM inspection as a recurring inspection, yearly for goods vehicles in their first 2 years, then six-monthly, with the next due date and reminders.
A pre-inspection service first: a service plan can raise a workshop job a few weeks before the PUSPAKOM date, so faults are fixed before the test.
Certificates on the record: the PUSPAKOM report and certificate attach to the vehicle, ready for road tax renewal.
Road tax and insurance alongside: each renewal has its own due date on the same vehicle record.

What does PUSPAKOM check on a lorry?

Malay Mail, quoting PUSPAKOM's Commercial Vehicle (Goods) Inspection Guidelines of June 2024, says inspections check that the vehicle can carry its load. Load-carrying body parts must not be cracked, broken or rusted. Tyres must meet the required type and condition, be properly fitted and match in size on the same axle.

Operating conditions (DVSA examples)	Inspection frequency
Lightly loaded, easy conditions	10–13 weeks
General haulage, trunking	6–10 weeks
Arduous work, constant heavy loads	4–6 weeks
Off-road, difficult conditions	4 weeks
Vehicle or trailer 12 years or older	6 weeks

Source: DVSA, Guide to maintaining roadworthiness.

PUSPAKOM says each inspection checks all the important parts of the vehicle against legal and safety standards. Brakes, tyres and structural integrity are the headline items. From 17 March 2025, body lettering, speed signs and first aid kits were removed from the mandatory list, and owners stay responsible for them.

What FieldEx does about it

A pre-PUSPAKOM checklist: the workshop's checklist can follow the inspection's own items, from brakes and tyres to the load body.
Failed items raise repairs: a failed answer raises the repair job before the vehicle goes for inspection.
Owner-checked items still checked: lettering, speed signs and first aid kits can stay on your own checklist after leaving PUSPAKOM's.
Photos as evidence: watermarked photos of the body, tyres and repairs sit on the job.

What tyre tread depth must commercial vehicles have in Malaysia?

Paultan.org reported JPJ's change, announced through Bernama. From 1 June 2025, all commercial vehicles, goods and public service alike, must have at least 1.6 mm of tread across the whole tyre surface that touches the road. PUSPAKOM's media statement of 30 May 2025 sets out the same change.

Before that date, a tyre passed if 75% of its tread area had at least 1.6 mm. A commercial vehicle that fails the requirement now fails its inspection.

A van that sits in the depot for a month still needs its inspection. A truck that covers a month's distance in a week needs its service sooner.

What FieldEx does about it

Tread depths measured and kept: custom job forms, set up with you during onboarding, can include number fields for each tyre's tread depth, recorded against the job.
Worn tyres raise the job: a failed tyre item on the checklist raises the tyre replacement job.
Tyres in stock where they're used: tyres are held per store and per service vehicle, with low-stock alerts.
History per vehicle: every tyre change sits on the vehicle's record with the parts used.

What does an APAD operator licence require for maintenance?

The Land Public Transport Act 2010 (Act 715), published by the Land Public Transport Agency (APAD), sets conditions on every operator's licence. Section 58(1)(a) requires that a goods vehicle is kept in a fit and serviceable condition, as determined by the Director General of Road Transport. Section 23(1)(a) sets the same condition for public service vehicles such as buses.

Section 71 places a duty on every licensee and licensed operator to keep the accounts and records required by regulations made under the Act. For a fleet, that means proof of how each vehicle was kept fit.

What FieldEx does about it

Fit and serviceable, shown on record: every inspection, service and repair stays on the vehicle's history with dates, work done and who did it.
One plan per vehicle class: goods vehicles and buses can run different service plans, each raising jobs on cycle.
Defects closed, not forgotten: each defect job stays open until the repair is done and signed.
Records for an APAD check: completion PDFs and exports by vehicle or period are ready when asked.

Which licences and renewals does a Malaysian goods vehicle fleet need to track?

The Ministry of Investment, Trade and Industry's (MITI) guide for courier services lists the main ones. Operators of goods vehicles need an operator licence from the land public transport regulator. Each goods vehicle needs its own vehicle licence (Permit A), and every commercial vehicle needs regular PUSPAKOM roadworthiness inspections (every six months, or yearly for goods vehicles in their first 2 years).

Malay Mail adds the driver's side. Lorry drivers need a vocational Goods Driving Licence (GDL), and bus and taxi drivers a Public Service Vehicle (PSV) licence.

Record	Great Britain (DVSA)	United States (FMCSA)
Safety inspection or periodic inspection	15 months	14 months
Repair and maintenance records	15 months	1 year, plus 6 months after disposal
Driver defect reports	15 months	3 months

Sources: DVSA Guide to maintaining roadworthiness; 49 CFR 396.3, 396.11 and 396.21.

Renewal	Applies to	Interval
PUSPAKOM routine inspection	Each commercial vehicle	Every 6 months; goods vehicles yearly in their first 2 years
Road tax (motor vehicle licence)	Each vehicle	Per licence period (see note)
Vehicle permit	Each goods vehicle	Per APAD permit
Operator licence	The company	Per APAD licence
GDL or PSV	Each driver	Per JPJ licence

Note: for commercial vehicles, road tax can only be renewed with valid insurance and a valid PUSPAKOM report.

Sources: MITI courier services guide; PUSPAKOM and its goods vehicle inspection guide; Malay Mail.

What FieldEx does about it

Vehicle renewals on the vehicle: PUSPAKOM, road tax, insurance and permits each run as a recurring inspection with due dates and reminders.
Company licences on the company: operator licences and registrations are tracked with renewal reminders.
Driver licences on the driver: a GDL or PSV is held as a skill with an expiry date, so lorry jobs only go to licensed drivers.
Nothing expires unseen: reminders go to the people you choose before each date.

What should a driver check before taking a lorry out?

Malaysia's rules focus on the inspection, but the UK's Driver and Vehicle Standards Agency (DVSA) sets a useful daily standard. Before a vehicle is driven, the driver or another responsible person walks round it and checks it, and this happens at least once in any 24 hours. Any defect goes into a written report, and a vehicle with a safety defect isn't used until it's repaired.

US rule 49 CFR 396.11 lists what a daily driver report covers: brakes, steering, lights, tyres, horn, wipers, mirrors, couplings, wheels and rims, and emergency equipment.

Give each vehicle type its own daily checklist.
FieldEx raises the check each morning for every vehicle in service.
The driver ticks through it on the phone, in the language they choose.
A failed item raises the workshop job before the lorry leaves the yard.

What FieldEx does about it

A daily job per vehicle: recurring jobs raise the check every day, so a skipped check shows as an open job.
Checks in the driver's language: drivers use the app in English, Bahasa Malaysia or Chinese.
Defects to the workshop at once: a failed answer raises the repair job for the mechanics.
A record of every check: completed checklists with no defects still show the check was done.

How do you cut downtime and maintenance cost across a fleet?

FieldEx measures downtime and maintenance cost on each lorry, van and bus, so you can see which vehicles spend the most time and money in the workshop. Services are raised by mileage or date, failed driver checks become workshop jobs, and parts stock is tracked against each job.

Planned servicing, quick defect repairs and good parts control are the levers a fleet controls directly. Measure them per vehicle, or you can't tell which vehicles cost too much.

What FieldEx does about it

Cost per lorry: the analytics on each vehicle give its average maintenance and repair cost, cost per hour, book value and depreciation.
Downtime by vehicle: downtime, MTBF and MTTR show which vehicles break down most and take longest to fix.
Repeat repairs flagged: the same repair on the same vehicle within your set number of days is flagged.
Parts that don't run out: low-stock alerts on filters, tyres and fast-moving parts keep jobs from waiting.

Who is responsible when an outside workshop services your vehicles?

Act 715 makes the fit-and-serviceable condition part of the operator's own licence. The operator is answerable for the vehicle's condition, whoever services it.

That means an outside workshop's records have to reach you and sit with the vehicle's own history.

What FieldEx does about it

Workshops in their own logins: outside workshops and tyre shops see only the jobs that involve them.
Their work on your record: their checklists, photos and parts appear on the vehicle's history.
Targets on the contract: response and completion targets run as SLA clocks, with alerts before a breach.
Your data in Malaysia: FieldEx can host your data locally in Malaysia where data residency is required.

Who is responsible when an outside garage maintains your vehicles?

The gov.uk guidance for goods vehicle operators is clear. If you don't do the work yourself, you must give the traffic commissioner a copy of your contract with the maintenance provider. You are still responsible for the condition of your vehicles and trailers, even if someone else maintains them.

In practice, that means the garage's inspection sheets and repair records have to reach you, and you have to check them.

What FieldEx does about it

Contractors in their own accounts: the garage's technicians open their jobs, complete your checklist and add photos in their own logins.
Their work on your record: inspections and repairs done by the garage appear on the vehicle's history straight away.
SLAs on the contract: response and completion targets for the garage run as SLA clocks, with alerts before a breach.
Proof for the regulator: completion PDFs from the garage's work carry the times, parts and signature.

Customer story

AMRTUR, an oilfield services contractor working across Southeast Asia, manages its fleet, heavy machinery and equipment logistics on FieldEx. On the mobile app, its drivers log each trip's mileage, fuel use and the condition of the vehicle, alongside digital safety inspections tied to customer sites.

Read the AMRTUR story

Questions Malaysian fleet operators ask about FieldEx

What does fleet maintenance software do for a Malaysian transport company?

It keeps every vehicle's PUSPAKOM, road tax, insurance and permit dates, services, repairs and parts on one record, and gets jobs to the workshop. FieldEx adds driver checks on the phone and outside-workshop access. See our guide to CMMS software.

Can FieldEx remind us before PUSPAKOM and road tax dates?

Yes. Every renewal sits on the vehicle as a recurring inspection; reminders go to the people you choose before it falls due.

Can services be raised by mileage?

Yes. Plans trigger on the odometer reading, the date, or whichever comes first, using the readings logged on each vehicle.

Can drivers use the app in Bahasa Malaysia?

Yes. The app works in English, Bahasa Malaysia or Chinese, chosen by each user.

Can drivers record fuel and tyre readings?

Yes, on custom job forms set up with you during onboarding. Figures entered by the driver or technician are recorded against the job.

Can we track drivers' GDL and PSV licence expiry?

Yes. Name a skill after the licence and give it an expiry date. Jobs can then go only to drivers holding it.

Can an outside workshop use FieldEx for our vehicles?

Yes. Each workshop has its own logins and sees only its own jobs. Whatever it completes is added to the vehicle's history.

Can we see maintenance cost per lorry?

Yes. Each vehicle's analytics show maintenance and repair costs, cost per hour, book value, depreciation and downtime.

Do mechanics need mobile signal to work?

No. Jobs and tasks can be downloaded and worked offline, with check-in, check-out and travel synced once the phone reconnects.

How fast can a fleet get started with FieldEx?

Setup, data upload and training are part of the subscription, with no setup fee. Vehicles, sites and past jobs can all be uploaded. FieldEx helps with setup, and training is included.

FieldEx's Malaysian team can work with you at your office, in Peninsular Malaysia, Sabah or Sarawak, and train staff in Bahasa Malaysia or English. Once we know your requirements and your data is ready, FieldEx can be implemented in as little as a week with standard features for small businesses. Larger setups and custom work take longer. See FieldEx implementation.

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