Vehicle inspection software to prevent breakdowns

You can notify maintenance immediately. When a driver marks a defect during an inspection, Lumiform automatically triggers a corrective action and routes it to the right person, in this case your maintenance team. No one has to go digging through Excel or chase down a paper form. The notification goes out immediately, not four weeks later. You can configure which responses trigger which actions, so a failed brake check or tyre issue creates an action assigned to maintenance the moment the driver submits that answer.

Yes, you can easily upload existing paper forms, PDFs, or spreadsheets directly into Lumiform and convert them into digital checklists. If your current process is a Word file that gets printed, filled in by hand, scanned, and filed, that exact form structure carries over. You can also build from scratch or choose from 12,000 ready-to-use templates. No IT help is required to configure or publish forms, and updates go live immediately so drivers always have the current version.

Lumiform supports e-signatures on inspections and forms. Drivers can sign directly on their mobile device at the point of completion. This applies to pre-departure checks, vehicle condition reports, and any other inspection where you need documented proof that a specific person confirmed the results. If you currently have a documentation obligation you are not meeting in writing, e-signatures on completed digital forms give you the audit trail you need to demonstrate compliance.

Yes, every completed inspection is stored and searchable in Lumiform. You can filter by vehicle, date, location, or inspector and retrieve the relevant report immediately. The worst thing you can tell an investigating officer is that you need to go look for the right document. With Lumiform, completed inspections generate audit-ready PDF reports automatically, and historical records remain continuously available over extended time periods so you are never scrambling when documentation is requested.

You decide and configure who receives overdue notifications and through which channel. Managers can see overdue inspections on the desktop dashboard in real time, and automated alerts go to the assigned user when a scheduled inspection is due or past due. This replaces the current situation where you have to look it up yourself, set your own calendar reminders, and scroll through a cumbersome Excel list. You can also pull a report showing exactly who has not completed their checklist within the required period.

Schedules are configurable per individual user or group. You can assign a monthly vehicle inspection to one driver, a daily pre-departure check to another, and a weekly route audit to a third, all running independently. If tour numbers are fixed but driver assignments change, you manage that through the scheduling and assignment settings. Each driver sees only their own pending and overdue forms in the app, so there is no confusion about what applies to whom.

Yes, thanks to Lumiform’s form builder that supports conditional logic! When a driver selects a response like “defective” or “bad,” a mandatory text field, photo upload, or both can appear automatically. The driver cannot submit the form without completing that field. This eliminates the problem of a driver ticking a box and leaving the article number or damage description blank. You define the conditions and required follow-up fields yourself, without any IT involvement, directly in the form builder.

Lumiform is a native mobile app available on iOS and Android. You download it from the app store and it runs directly on the device. There is no web-app-style embedding that requires whitelisting, and you do not have to repeat a configuration process every time the provider pushes an update. For operations running Android tablets in the field, this removes the exact problem of spending time on whitelists and blacklists before the app even works.

The Lumiform mobile app works offline and this means that drivers complete inspections without a connection, and the data syncs automatically when connectivity is restored. The Outbox section in the app shows forms that are completed and waiting to send. For vehicle operations where drivers are on the road and signal is unreliable, this means inspections are captured at the point of the check, not lost or delayed because of a poor connection at a remote location.

Lumiform supports photo capture within forms, and the platform includes OCR capability so that text in images can be extracted automatically. The simplest workflow is what you already described: the driver is taking a photo of the license plate anyway, so the data pulls straight out of the photo into the relevant form field. This removes the need to type in the plate manually and reduces the transcription errors that come with hand-entered vehicle identifiers on paper or in Word documents.

Lumiform has a native Power BI integration that syncs audit data directly into your dashboards. This is not a manual export step. For operations where a controller currently spends 30 hours a week on manual data selection, export, and import between systems, this integration removes that work entirely. The integration is available as an add-on on the Professional plan or included in the Enterprise plan. CSV export is also available for teams that feed data into existing dashboards through that route.

Paid plans start at $115 per month with five users included. Each user requires their own individual login. Sharing accounts across multiple workers is not supported. For larger teams, enterprise pricing applies and includes volume discounts. Add-ons such as API integrations, Power BI, and SSO are included in the Enterprise plan at no extra cost, or available as paid add-ons on the Professional plan. Contact the Lumiform sales team for a quote based on your specific user count and feature requirements.