Can software make workshops more efficient?

CVW hears how Truckfile’s fleet and workshop management software system has transformed Wren Kitchens’ efficiency.

I n the fast-paced world of fleet management, efficiency in the workshop can be the difference between vehicles sitting idle and a fleet running smoothly.

For Wren Kitchens, embracing digital systems like Truckfile has transformed its workshop operations, from streamlining defect reporting to enhancing real-time visibility into vehicle maintenance needs. These tools lie at the heart of a modern, efficient workshop.

Workshop management challenges

Managing a fleet as extensive and diverse as Wren Kitchens – which includes 250 trucks and 300 trailers – comes with significant challenges including:

• Tracking faults accurately: Ensuring vehicle defects are identified and logged efficiently to avoid unnecessary delays.
• Reducing downtime: Minimising the time vehicles spend in the workshop to maximise road availability.
• Centralising information: Providing technicians, fleet managers, and drivers access to the same up-to-date data for seamless operations. Traditional methods, such as paper records and verbal communication, can often led to delays, inefficiencies, and errors. That’s where Truckfile’s digital tools come in, aiming to address these pain points and creating a more effective workflow.

Enhancing workshop operations

Truckfile transforms workshop processes by improving communication and streamlining operations for drivers, managers, and technicians. Truckfile’s driver app allows drivers to report defects directly through the system, complete with photo evidence. This ensures that when a vehicle enters the workshop, technicians already have all the information needed to begin repairs. At Wren Kitchens, drivers use their smartphones to capture and upload images of defects. This creates a visual record that technicians can access instantly, eliminating ambiguity and reducing preparation time.

Digital job cards provide a clear overview of tasks within the workshop. With real-time progress logging, managers gain a live view of ongoing work. This transparency helps workshops prioritise urgent jobs effectively and ensures that tools and parts are ready when needed.

Preventative maintenance is another key benefit of Truckfile. Its automated scheduling features make routine inspections seamless, preventing unexpected breakdowns and keeping fleet operations smooth. For Wren Kitchens, these reminders ensure the workshop operates efficiently and fleet compliance is maintained without disruption.

Compliance and record-keeping are also significantly simplified. Every workshop action is logged digitally, creating an audit trail that removes the need for manual paperwork. Records are easily accessible for internal reviews or external audits, saving time and ensuring accuracy.

Benefits in action

Philip Bennett, Wren Kitchens’ national fleet manager, highlights the transformative impact Truckfile has had:

“Truckfile simplifies everything. From defect reporting to job management, it ensures that our workshop is always one step ahead. The real-time visibility means there’s no guesswork – every technician knows what to do, and every manager can see what’s happening at any time.”

This transformation has led to measurable improvements for Wren Kitchens including faster vehicle turnaround times, reduced unscheduled downtime and greater compliance confidence, with all records readily available for audits.

The future of workshop management

As workshops adapt to the increasing complexity of modern fleets, digital systems like Truckfile will play an even greater role. With the rise of hybrid and electric vehicles and stricter compliance requirements, these tools provide the flexibility and insights needed to stay ahead in a rapidly evolving industry.

For Wren Kitchens, Truckfile ensures its workshop remains the backbone of their fleet management, keeping every truck and trailer roadworthy, compliant, and ready to deliver. Whether you’re managing a fleet of five vehicles or 500, investing in digital workshop tools is no longer optional – it’s essential for thriving in today’s demanding logistics landscape.