HGV PMI software for workshops that inspect other people's fleets.
Vehtra is a digital PMI system for UK HGV workshops. Record every inspection online, generate PDF reports for your operator-customers, and give them portal access to their own records — without buying, installing or paying per user.
No card required. Founding member pricing locked in for as long as your subscription stays active.
PMI record checklist
What a modern PMI record needs to contain.
A PMI (Preventative Maintenance Inspection) is the periodic safety and roadworthiness check every HGV needs to support the operator conditions of an O-licence, in line with the DVSA Guide to Maintaining Roadworthiness. Whether you inspect at 6, 8 or 13 weeks, your records need to cover the same ground. Here's what a proper digital PMI record should contain — and how Vehtra handles each one.
Vehicle identification
Every PMI record needs to identify the vehicle it applies to — registration, VIN, make and model. In Vehtra you add a vehicle once per customer, and every inspection you run is linked back to it automatically.
Dated PMI history
PMIs are periodic — 6, 8 or 13 weeks depending on your operator conditions. Your records need to show the date of every inspection and who carried it out. Vehtra keeps a full dated history per vehicle, filterable and searchable.
Defect capture with severity
Every defect should be logged against a section of the vehicle, marked for severity, and tied to a repair action. Vehtra records defects per inspection section with a clear satisfactory or unsatisfactory outcome and repair notes.
Brake performance data
Service brake, secondary brake and parking brake efficiencies belong on every PMI. Vehtra records brake readings per axle so the data sits neatly alongside your roller brake test result when you attach one.
Tyre data per axle
Tread depth, pressure and manufacture date for every tyre position, including twin wheels. Vehtra captures the full tyre record axle by axle with the correct position codes, so nothing gets missed on a multi-axle unit or trailer.
Technician signature and retention
A PMI is only complete once it's signed off, and DVSA guidance says PMI records should be kept for at least 15 months. Vehtra applies the technician signature at completion and retains every inspection for 18 months from the inspection date.
Built for workshops
Built for workshops inspecting customer fleets.
A lot of PMI software assumes you're inspecting your own in-house fleet. Vehtra is built the other way round — for workshops running PMIs on other operators' vehicles.
Your operator-customers don't want to ring you every time DVSA asks for a PMI. They want their own login. Vehtra's customer portal is invite-only — you invite the customer, they see the records for their own fleet only, and they download PDFs whenever they need them. You spend less time forwarding files. The customer sees you as a workshop running a proper system.
Customer portal
Invite onlyPaper vs digital
Replace paper PMI sheets.
Most workshops still run PMIs on paper. It works, until it doesn't. Here's where paper falls over — and what changes with Vehtra.
Paper today
- Digging through binders to find a customer's last PMI when the operator asks.
- Illegible handwriting on defect notes causing arguments about what was actually written down.
- Photocopying, scanning or posting reports every time a customer needs one for DVSA.
With Vehtra
- Search by registration or customer and pull up any inspection in seconds.
- Typed defects and repair notes, tapped in on a phone or tablet as you work.
- Customers download their own PDF report from the portal — no chasing you for it.
How it works
How a Vehtra PMI works, end to end.
Four steps from vehicle to signed PDF in the customer's portal.
Add the vehicle
Registration, VIN, make and model — saved once against the customer.
Run the inspection
Work through every section on tablet or phone. Log defects, brake data and tyre readings as you go.
Sign and generate the PDF
Apply your technician signature. The completed inspection PDF is ready to view or download.
Share with the customer
Email the report from Vehtra, or invite the customer to their portal to see it themselves.
Pricing
Founding member pricing.
£30 per month Individual, £80 per month Business. Rolling monthly contract, unlimited users and devices, no per-seat fees. Your rate is locked in for as long as your subscription stays active.
PMI FAQ
PMI questions, answered.
Does Vehtra meet DVSA PMI record requirements?
Vehtra records the data the DVSA Guide to Maintaining Roadworthiness expects on a PMI — vehicle identification, dated inspection history, defect records with a satisfactory or unsatisfactory outcome, brake performance data, tyre depth, pressure and manufacture date by axle and position, and a technician signature. Meeting your operator-licence conditions is ultimately the O-licence holder's responsibility, but Vehtra gives you the record format and retention to support it.
How long are PMI records kept?
DVSA guidance is that PMI records should be kept for a minimum of 15 months. Vehtra retains every completed inspection for 18 months from the inspection date, and you can download a PDF of any inspection within that window.
Can I upload roller brake test printouts?
Not yet — brake test data is entered directly into the inspection today. Uploading external roller brake test PDFs is on the roadmap; you can follow progress on the /roadmap page.
What if my customer wants a paper copy?
Every completed inspection generates a downloadable PDF report. You can print it, email it directly from Vehtra, or invite the customer to the customer portal where they can download it themselves whenever they need it.
Do I need to install anything?
No. Vehtra runs in the browser on any phone, tablet or laptop, so there's nothing to install and no site visit needed. You sign up, verify your email and start.
Get started
Ready to move your PMIs off paper?
Start a free 30-day trial. No card required. Founding member pricing is locked in for as long as your subscription stays active.