How VMRS Codes Help Fleet Teams Work Smarter (Not Harder)

From fewer breakdowns to better reporting, here's why standardizing your fleet's repair codes pays off.

If your maintenance reports are full of vague entries like “fixed it” or “replaced part,” you’re not alone, and you’re not getting the full picture. Whether you're tracking technician productivity, vendor performance, or vehicle reliability, you need consistency in your data. That’s where VMRS codes come in.

What Are VMRS Codes?

VMRS stands for Vehicle Maintenance Reporting Standards. Developed by the Technology & Maintenance Council (TMC) of the American Trucking Associations, VMRS is the industry standard for coding repairs, parts, and systems.

At a basic level, VMRS is a structured set of numeric codes that answer three key questions about every repair:

1. What component failed? (e.g., brakes, tires, HVAC)

2. What caused the failure? (e.g., wear, corrosion, accident)

3. What action was taken? (e.g., replaced, adjusted, lubricated)

By using VMRS codes in your fleet maintenance software, you can turn messy work orders into actionable insights.

Why Standardized Repair Codes Matter

1. Better Data = Better Decisions
Using VMRS means every work order speaks the same language. That makes it easier to analyze trends like:

• Which parts fail most often

• Which vendors or shops have recurring issues

• Where your PM program might be falling short

Without consistent coding, you’re flying blind.

2. Improved Technician Efficiency
Instead of writing long, inconsistent notes, technicians can select pre-defined VMRS codes, saving time and avoiding ambiguity. Some systems (like Squarerigger) even offer code lookup and auto-fill options, making it easy to stay accurate.

3. Stronger Vendor Accountability
When outside vendors complete work, VMRS gives you a common standard to request and review repairs. No more decoding vague invoices... Just clean, consistent data you can trust.

4. Easier Warranty Recovery
Accurate failure codes help identify patterns across units and components, which can signal potential warranty opportunities. That means more money back into your fleet.

5. Compliance & Audits
If you’re managing public or government contracts, VMRS provides the transparency and structure auditors expect. The system shows you’re taking a consistent, documented approach to fleet maintenance.

Common Concerns About VMRS (and Why They Don’t Hold Up)

“My team doesn’t have time to learn codes.”
With the right software, your team doesn’t have to memorize anything. A searchable, guided interface makes it quick and painless.

“It’s overkill for a smaller fleet.”
Whether you manage 20 assets or 2,000, clear and consistent maintenance data benefits everyone, especially when it comes time to justify repairs or budget for replacements.

How to Start Using VMRS in Your Operation

Step 1: Choose software that supports it.
Look for a fleet maintenance system with built-in VMRS support. Squarerigger, for example, lets you assign VMRS codes to parts, work orders, and inspections. You can even search historical repairs by code.

Step 2: Train your team.
Start small: train techs and parts managers on the most common codes first. Include a cheat sheet or quick reference chart in your shop.

Step 3: Use it consistently.
The key is not perfection, it’s progress. Even partial VMRS usage improves your data and sets the foundation for better reporting over time so don't he afraid to get started.

The Bottom Line

Your shop already works hard. VMRS helps you work smarter by giving you consistent data, clearer reporting, and more control over costs. Whether you're chasing uptime, trimming budgets, or just trying to stay compliant, adopting VMRS puts you a step ahead.

Ready to Make Your Data Work for You?

See how Squarerigger uses VMRS codes to help fleets like yours reduce downtime, recover more warranty dollars, and make smarter maintenance decisions.

Book a Demo and take the guesswork out of fleet maintenance.