Equipment & fleet

Manage your equipment and fleet with AI

AI tracks run-hours from the machine logs, checks each against your service interval, drafts the work order, then flags an expiring certificate. Built for the yard and workshop, live in days.

See AI handle your own work.

AI enters the machine data

Reads the run-hours log the yard fills in and the handover record the operator signs, and updates the machine record with the hours, the operator, the site and the fuel. No one keys it in.

AI checks the numbers match

Cross-checks the arriving documents against each other and against what is already on file: the hour-meter reading, the operator on shift and your service point. Anything that disagrees surfaces before the machine goes out.

AI drafts the documents you issue

Drafts the work order, the parts requisition and the cost report on your own templates. Your team reviews before anything is issued.

Every machine in one view

The system shows which machines are running and which are down for service. AI flags a machine past its service point and a certificate close to expiry.

From intake to retirement in one system

Every stage captures the machine, AI drafts the paperwork and watches the numbers, and the next step follows on its own.

  1. 01

    Intake & records

    AI reads the inspection certificate and purchase papers and opens the equipment record with the machine type, serial and engine number, plate, year, and purchase value. Its maintenance schedule and first inspection reminder are set from the start.

  2. 02

    Dispatch & operation

    The handover record captures the operator, shift, site, condition, run-hours, and fuel, and assigning a machine moves it to In use. AI reads the daily run-hours log, updates the hours, and checks them against the service point, flagging a machine as it nears service.

  3. 03

    Preventive maintenance

    When a machine reaches its service point, a work order opens and AI drafts it from your maintenance schedule, filling in the tasks, parts used, labor, and cost from the workshop quote. The work order goes to the assigned technician, who is notified the moment it opens.

  4. 04

    Breakdown repair

    A fault report opens a repair ticket, notifies the workshop, and starts the downtime clock. AI reads the repair quote and fills the fault description, parts replaced, cost, and time down onto the ticket.

  5. 05

    Inspection & renewals

    Each new certificate is read to update its type, issuing body, and issue and expiry dates on the record, then AI drafts the renewal checklist. When a transport permit comes up for renewal, AI fills the application from the asset record for staff to submit.

  6. 06

    Cost & retirement

    AI compiles the cost report for each machine — accumulated cost, depreciation, and residual value — and drafts the disposal record once a machine is retired. Cost and downtime per machine are totaled every month and emailed to managers.

Every desk gets its own app

The yard, the workshop, fleet admin, and managers each get their own app, all writing to the same equipment records.

Dispatch board

The yard sees every machine by status, so it knows what is free to send out and what is down.

Maintenance desk

The workshop opens one machine with its full history and drafts and approves its work order in a single view.

Inspection register

Fleet admin works a queue of inspections, registrations, and permits sorted by the expiry date closest ahead.

Cost dashboard

Managers see cost, downtime, and utilization on every machine as work orders close.

The routine looks after itself

Status moves on its own, deadlines raise their hand, and the numbers get approved before anything goes out.

Status stays current on its own

As a machine is dispatched, serviced, or cleared, its status moves on its own.

Inspection dates never slip

Thirty days before a safety inspection or registration expires, the fleet admin is reminded.

Run-hours trigger the service

When a machine reaches its service point, it is flagged and a draft work order opens.

Unusual repair costs get flagged

A repair above the norm for that machine is flagged for the manager to review.

Parts above norm need sign-off

A parts requisition over the norm waits on the workshop lead's approval before it is issued.

The system works with the AI you already use

Claude, ChatGPT or a coding assistant can read and update the data in it, within each person's own access.

  • Claude
  • ChatGPT
  • Gemini

Switch in days, not months

We start with one thing your team does by hand today. Once that one is running, we take the next.

  1. 01.

    We learn how you work today

    We go through your documents, your rate sheets and how the desk handles them day to day.

    What we need from youOne session, and a sample document set.

  2. 02.

    We build it and walk your team through it

    The system works the way you already do. Your team is doing real work in it inside the first week.

    What we need from youOne person to review it with us.

  3. 03.

    We keep changing and improving it

    When the process changes or new work comes up, you tell us and we do it. The system keeps up with how you work instead of going stale.

    What we need from youA message when something changes.

500 containers a month.The paperwork closes at the gate.

“Documentation used to take around 2 hours/day; now it's usually done in 5 minutes. Most importantly, the team works from one set of numbers instead of conflicting files.”

Phuoc TranPhuoc TranGiám đốc (Director), Conta Vietnam

A copy per desk, reconciled by eye. Lotics keeps one shipment record. A change made anywhere is the change everyone sees.

Read the case study
Frequently asked questions

Typically 1-2 weeks. Week 1: we build the equipment tables, import your asset list, and set up your work order and handover templates. Week 2: we train the team and run real service jobs. Setup is included in the plan.

Your equipment list, the templates you use today such as work orders, handover records, and cost reports, your maintenance schedule, and someone to review as we build. We handle the rest.

Your own team. We stay on to adjust workflows, templates, and reports as your fleet and process change, as part of the subscription.

We adjust the workflow, schedules, and templates for you. Changing a service interval or adding an equipment type does not need a new project.

No. The dispatch board, maintenance desk, and inspection register all read and write the same equipment records — one source of truth, many purpose-built views onto it. The scattered spreadsheets and Zalo threads you have now are exactly what that removes, not adds to.

Filter the dispatch board by status and site. You see at a glance what is Available, what is In use, and what is down for service.

Yes. Each equipment type has its own fields and its own maintenance schedule, but they all live in one register you filter by type, site, or status.

Every certificate expiry is tracked per machine: safety inspection, roadworthiness registration, transport permit, and insurance. The fleet admin is reminded 30 days out, in time to renew before it lapses.

Operators log run-hours from their phone by scanning the machine's QR code, or we read them off your run-hours sheet. No separate app to install.

Yes. This is an integration we build on request, feeding location and run-hours from the device into the equipment record. Until then, operators log run-hours from their phone.

You see cost per machine per month, split into parts, labor, and fuel. AI flags a repair that runs above that machine's own history so you can look before the next one.

The system opens a work order when a machine reaches its service point by run-hours, and flags machines with repeat faults so the workshop can look before the next breakdown.

No. We import your equipment list and history from the spreadsheet, and the system builds each record and its maintenance schedule. Our team handles the migration.

Yes. Role-based permissions control who can view, edit, or approve specific records. Each person sees only what is relevant to their role.

Yes. Every change is logged with who made it, what changed, and when. Full history on any record for audits, disputes, or internal review.

Cloud servers in Singapore, encrypted in transit and at rest. Daily automatic backups. You own your data and can export everything at any time.

Yes. iOS and Android. Check status, receive notifications, and approve requests on the go. Real-time sync with web.

See your operations running on Lotics

The demo runs on your own documents, not on our example.

Book a demo

30 minutes, scheduled by phone or Zalo.