AI-driven maintenance administration for heavy equipment

A logistics company in heavy transport had an extensive fleet of machinery, but maintenance tickets, invoices and hour records were scattered across mailboxes and folders. We built a central maintenance module in which AI automatically processes incoming documents, and additionally migrated an existing appraisal tool to the client's own infrastructure.

Maintaining reachstackers, terminal tractors, forklifts and other machines was time-consuming manual work. Service vouchers came in various formats, hour readings were passed on separately and nobody had a current overview of the costs per machine or per hour. At the same time, another tool for valuation and inventory was already running at the client's site, which was hosted at an external vibecoding host. Not sustainable, not manageable, and the client wanted everything on their own environment.

We built a maintenance module where each machine gets its own file, with operating hours history, maintenance records and associated documents. The heart of the tool is AI-document processing, based on the Claude API. Incoming invoices and service tickets, whether PDF, photo or scan, are automatically read and the relevant fields (machine, date, category, parts, costs) are suggested for approval. This is surrounded by cost calculation per hour per category and a fleet benchmark that detects outliers. Parallel to this, we migrated the client's existing valuation and inventory tool to its own VPS. Complete Docker setup, own Coolify environment, own domain, with management transfer and explanation to their own team.

Maintenance administration that is no longer a daily task. Documents automatically land in the correct file, cost overviews generate themselves, and the client can see at a glance which machines are above-average expensive in maintenance. The infrastructure is completely under own management, no external vibecoding host or cloud provider that can suddenly stop. For the client, this also meant a formal transition from an experimental setup to a mature, stable production platform.