Send Work Out without Losing Sight of
Cost, Status, or Warranty
Squarerigger centralizes your vendor network, approval rules, and spending limits to flag overpriced estimates, avoid unnecessary repairs
from outside shops, and track third-party work orders against asset records alongside technician labor.
Outsourced Fleet Repair Management
Across Every Shop
Everything is simpler when the vendor work lives in the same
system as the in-house work.
1. A Breakdown Needs a Vendor on the Road
The driver calls dispatch. Dispatch googles, calls three numbers, and reads a phone number back. The truck waits on the shoulder.
The driver finds a vendor in the fleet's existing network from a phone. Vendor selection comes from a list approved.
2. A Specialty or Overflow Repair Is Sent Out
A paper purchase order is written and walked across the office. There is no central record of which vendor is doing what.
An external work order is opened with vendor selection, approval workflow, and spending limit enforced. Job stays visible.
3. The Vendor Finishes the Repair
The invoice arrives weeks later and is keyed into accounting. Cost is reconciled against the asset by hand, if at all.
Cost and parts post to the work order. The asset record shows the repair, parts, and labor alongside in-house work.
4. A Warranty-Eligible Repair Is About to Be Approved
The warranty claim is missed. The fleet pays for a repair that should have been covered by the manufacturer or the part supplier.
The warranty flag prompts a review before the vendor work is approved. Eligible repairs are claimed instead of paid for.
5. The Quarterly Review of Vendor Spend
Invoices are pulled from accounting. Vendor performance is anecdotal. Negotiation leverage is thin.
Vendor cost, cycle time, and repair quality roll up automatically. The conversation with each vendor is grounded in the actual record.
1. A Breakdown Needs a Vendor on the Road
The driver calls dispatch. Dispatch googles, calls three numbers, and reads a phone number back. The truck waits on the shoulder.
The driver finds a vendor in the fleet's existing network from a phone. Vendor selection comes from a list approved.
2. A Specialty or Overflow Repair Is Sent Out
A paper purchase order is written and walked across the office. There is no central record of which vendor is doing what.
An external work order is opened with vendor selection, approval workflow, and spending limit enforced. Job stays visible.
3. The Vendor Finishes the Repair
The invoice arrives weeks later and is keyed into accounting. Cost is reconciled against the asset by hand, if at all.
Cost and parts post to the work order. The asset record shows the repair, parts, and labor alongside in-house work.
4. A Warranty-Eligible Repair Is About to Be Approved
The warranty claim is missed. The fleet pays for a repair that should have been covered by the manufacturer or the part supplier.
The warranty flag prompts a review before the vendor work is approved. Eligible repairs are claimed instead of paid for.
5. The Quarterly Review of Vendor Spend
Invoices are pulled from accounting. Vendor performance is anecdotal. Negotiation leverage is thin.
Vendor cost, cycle time, and repair quality roll up automatically. The conversation with each vendor is grounded in the actual record.
How It Works
Step 1
The driver on a roadside opens
vendor lookup on a phone.
Step 2
The vendor is selected from a
pre-approved list.
Step 3
Approval, PO, and warranty
checks fire automatically.
Step 4
Vendor cost lands in asset
history with in-house repairs.
What the Vendor System Tracks
Vendor Network on Any Device
The list of approved vendors moves with the truck.
- Network searchable from a phone, tablet, or desktop.
- Available to drivers, dispatch, and maintenance.
- Preferred and approved status set centrally.
Vendor Performance & Cost Metrics
The decision to outsource is made on data, not on habit.
- Labor and parts cost tracked per repair.
- Cycle time and service quality recorded per vendor.
- Repeat repairs at the same vendor surfaced from history.
External Repairs on the Same Record
The asset history reflects all work, in-house and out.
- Vendor repairs live on the same WO as in-house work.
- The asset history reflects all work performed.
- Total cost of ownership computed from the full record.
Automated Approval Workflows
The right person approves before the wrench turns.
- Approval steps configured per repair type.
- Spending limits enforced per vendor and per asset.
- Audit trail attached to every approval and rejection.
Warranty Flag before Approval
The claim is filed before the bill is paid.
- Warranty eligibility checked at approval time.
- Notification fired when a vendor repair is covered.
- Manufacturer and part-supplier records attached.
Vendor Network on Any Device
The list of approved vendors moves with the truck.
- Network searchable from a phone, tablet, or desktop.
- Available to drivers, dispatch, and maintenance.
- Preferred and approved status set centrally.
Automated Approval Workflows
The right person approves before the wrench turns.
- Approval steps configured per repair type.
- Spending limits enforced per vendor and per asset.
- Audit trail attached to every approval and rejection.
Vendor Performance & Cost Metrics
The decision to outsource is made on data, not on habit.
- Labor and parts cost tracked per repair.
- Cycle time and service quality recorded per vendor.
- Repeat repairs at the same vendor surfaced from history.
Warranty Flag before Approval
The claim is filed before the bill is paid.
- Warranty eligibility checked at approval time.
- Notification fired when a vendor repair is covered.
- Manufacturer and part-supplier records attached.
External Repairs on the Same Record
The asset history reflects all work, in-house and out.
- Vendor repairs live on the same WO as in-house work.
- The asset history reflects all work performed.
- Total cost of ownership computed from the full record.
Where Vendor Work Joins the Rest
Vendor management is the bridge between the asset record and the third-party shop.
The bridge is only as useful as its connection on each side.
Preventive Maintenance
PM work sent to a vendor is tracked against the asset's PM history.
Inspections
Driver-flagged defects on the road can route directly to a vendor work order.
Parts and Inventory
Parts supplied by a vendor land on the same line items as in-house parts.
Fleet Insights
Vendor cost, cycle time, and warranty recovery are standard report queries.
Who Tracks the Vendor Record
Fleet Maintenance Manager
Approval queues, vendor performance, recurring repair patterns, and warranty recovery.
Fleet Inventory Pro
Vendor parts and warranty data flow into the same inventory and warranty engine as in-house parts.
Dispatcher
Vendor network searchable when a truck is down on the road. Status visible without a phone tree.
Fleet Executive
Vendor spend as a fleet-level number. Vendor concentration risk and warranty leakage visible.
Watch an Outside Repair Run on the
Same Record as an In-House One
Thirty minutes is enough to see a vendor selected from the network, an approval enforced, a
warranty flag fired, and the cost landing on the same work order an in-house repair would post to.
FAQ
Can we bring our existing vendor list into the platform?
Yes. The vendor network is built during onboarding from the fleet's existing list. Preferred status, contact information, and historical repair categories are imported.
How does your vendor management software for fleets enforce approval rules?
Approval rules are configured by repair type, dollar threshold, vendor, and asset during onboarding, giving supervisors direct control without IT involvement.
Can Squarerigger flag overpriced vendor estimates and warranty coverage before work starts?
Yes. The warranty flag fires at approval time before work is dispatched, surfacing covered repairs so retroactive claims are not missed.
Does the vendor need to use Squarerigger?
No. The vendor does not need a Squarerigger login. The maintenance team logs the work order and the vendor's status updates on the fleet's side.
How do we track roadside and OTR repairs?
Roadside and over-the-road repairs are opened on the same work order record as a shop visit. Vendor selection happens from a phone, and cost and parts post to the asset record when the repair closes.
Can we report on vendor performance side by side?
Yes. Cost, cycle time, repeat repair rate, and warranty recovery are reportable per vendor and across vendors. The reports run on the same engine as in-house repair reports.