Rillo CRM · Fleet
Every truck. Every yard. Every interval.
Rillo's AI does the office work. One app, one name, one login.
- From $49 a seat
- 30 days free, no card
- Try it
Built this morning from what's overdue and gone quiet.
A preset changes the words, the stages and the tools. The records stay.
Good morning, Tim
Today
Hi Tim. You have 4 open, 5 have gone quiet, 2 follow-ups are due today. Want the list?
Helpful · Off the markGot it. Here's what I wrote, waiting on your yes:
Prospects
128 active
| Name | Company | Last touch | Next | |
|---|---|---|---|---|
| Karla Feliciano | Ricks & Sons Produce | Today | Thu 8:00 | Service due |
| Bruno Manzanares | J&S Water | 3 days | Today 11:30 | Active |
| Jeff Stamper | Collins Vending LLC | 22 days | Today 2:00 | Gone quiet |
| Gina McLaughlin | Lucas Parcel Service | 8 days | Fri | Prospect |
| Denise Wilson | Phelps Linen Service | 41 days | · | Stale |
Trips
Talk to Rillo as you spend. It writes the report.
Search
People, companies, notes, quotes, receipts, calls. One box.
Call queue
Built this morning from what's overdue and gone quiet.
Longest quiet first, then quotes about to expire, then the callbacks you promised.
Rebuilt every morning from your records.Capture
Photo it, it's a record. Works offline. 10 kinds in this preset.
Point the phone at a card. Rillo reads it, matches the company, and files the contact to your People and your Rillodex. Nothing typed.
VIN or unit number
The VIN on the door jamb or frame rail, or the unit number on the cab.
DVIR, inspection or repair order
A driver vehicle inspection report, an annual DOT inspection, or a signed repair order.
Odometer or data plate
The odometer, engine hours or the data plate on a unit.
Parts or sublet receipt
A parts, towing or sublet receipt.
Estimate or competitor quote
A handwritten estimate or another shop's quote.
DOT inspection certificate
An annual inspection certificate or decal record, with its expiry.
Unit photo
Before and after photos of the work on a unit, or a failed part.
Barcode or serial
A label with a barcode or serial number.
Business card
A card from a customer, vendor or contact.
Handwritten note
A note from a pad, a whiteboard or a napkin.
Coach
Scored debriefs, and what to say next time.
Pipeline
Toolkit
What this preset carries. Layout lets you move it.
Rillo Phone
Your number, every call logged.
Nine watchers
Renewals, silence, permits, hires.
Inbox
Email in, per department.
What you stock
Units and parts, and what is due.
Careers page
Post, applicants, hire.
Documents
Quotes, contracts, signed.
Ten kinds of capture
Card, receipt or page in.
Trips and expenses
Say the spend, it files.
Playbook
What to say next time.
Settings
Company, team, billing, connectors.
A live demo. The laptop and the phone are one book.
You said Truck 12 on the Ricks & Sons Produce run is due for its 60,000 mile service. Book the bay for Thursday at eight.
- Company
- Ricks & Sons Produce
- Unit
- Truck 12
- Due
- 60,000 mile service
- Next step
- Book the service bay
Filed by Rillo. Nothing typed.
Truck 12 in the service bay Thursday, 8:00 AM
Ricks & Sons Produce. The bay is booked for the 60,000 mile service.
Talk to it
Talk after the call. The record writes itself.
Say what happened in your own words. Rillo fills in the contact, sets the follow-up and writes the email, and nothing goes out until you tap yes.
What it does for fleet
Units under every account
Trucks, trailers and yard equipment live under the customer. Service intervals and inspection dates are on the record, not in a binder.
Instead of the whiteboard, the binderDue-for-service call list
Every morning Rillo builds the calls from what is coming due and who has gone quiet. Ordered by drive time.
Instead of the Monday spreadsheetQuotes from a voice note
Say what the yard manager asked for after the walk. The quote is drafted with the units on it.
Instead of the notepad, the Sunday catch-upThe rest of Rillo CRM is on every seat. Everything that is built · See full pricing. Book a demo, 30 minutes with a person:
Three people use it. Same book, three views.
The rep talks, the service manager sees the week, the owner sees the money in fleet. Nobody enters anything twice.
The morning list, the reason for each stop, the quote already drafted.
Every unit due, by account and by rep. Who is late on what.
Which yards are worth the drive this quarter, and which reps are behind on them.
What Rillo holds for fleet
What each preset starts a workspace with.
Fleet Service
Calls the people accounts and each piece of work a unit.
Stages, fields and outcomes
- Pipeline
- LeadFleet walkEstimate sentScheduledIn shopWaiting on partsCompletedLost
- Each account carries
- Fleet size (units), Unit mix, PM interval (miles or days), Next DOT inspection due, Yard location, In-house techs, Current shop
- Each unit carries
- Unit number, VIN, Year / make / model, Unit type, GVWR class, Odometer (miles), Engine hours, Last PM, Next PM due, DOT inspection due
- A call ends as
- PM scheduled, Unit down, DOT inspection due, Estimate approved, Waiting on parts, Ready for pickup, Follow up, No answer
- A deal ends because
- Won on turnaround, Won on price, Won on mobile service, Lost to dealer shop, Brought in-house, Fleet sold or downsized, No decision
Fleet Parts & Tires
Calls the people accounts and each piece of work an order.
Stages, fields and outcomes
- Pipeline
- LeadContactedQuoteOrderedDeliveredLost
- Each account carries
- Fleet size (units), Unit mix, Tire sizes they run, Monthly parts spend, Current supplier, Net terms, On a national account program
- Each order carries
- Unit number, VIN, Year / make / model, Part number, Tire size, Axle position, Quantity, Order total, Odometer (miles), Tread depth (32nds)
- A call ends as
- Quote requested, PO received, Backordered, Delivered, Tire check booked, Reorder due, Follow up, No answer
- A deal ends because
- Won on price, Won on availability, Won on delivery, Lost to national account, Lost to dealer counter, No spend, No decision
Equipment Rental
Calls the people customers and each piece of work a rental.
Stages, fields and outcomes
- Pipeline
- InquiryQuotedReservedOut on rentDue backReturned and paidLost
- Each customer carries
- Unit needed, Rental term, Needed from, Pickup location, CDL required, Insurance on file
- Each rental carries
- Unit number, VIN, Year / make / model, Unit type, GVWR class, Rate, Rate basis, Out date, Due back, Odometer out
- A call ends as
- Reserved, Quote sent, Extended, Due back reminder, Returned, Damage reported, Follow up, No answer
- A deal ends because
- Rented, No unit available, Price, Rented elsewhere, Failed insurance or CDL check, Plans changed
Fleet: Forklift and Material Handling
Calls the people accounts and each piece of work a unit.
Stages, fields and outcomes
- Pipeline
- LeadSite surveyQuote sentDemo unit outNegotiationDeliveredLost
- Each account carries
- Unit make/model, Serial, Hour meter, Electric or LP, Owned or rented, Warranty status, Next PM due
- Each unit carries
- Unit make/model, Serial, Hour meter, Electric/LP, Owned/rented, Last service, Next PM, Down (urgent)
- A call ends as
- Service completed, PM due, Down (urgent), Quote requested, Parts on order, Follow up, No answer
- A deal ends because
- Won on price, Won on service, Lost to incumbent, Budget cut, Timing slipped, No decision
What Coach starts from
Coach, in beta, begins with a playbook for the trade, then adds your own competitors, strengths and objections. This is the playbook it begins with.
Who you sell to
Fleet manager, Maintenance manager or shop foreman (carriers with some in-house techs), Operations or terminal manager, Owner-operator or small fleet owner, Safety and compliance manager (DOT files, inspections, CSA scores), Procurement or purchasing (national and multi-yard fleets).
How a sale runs
A down unit or a failed roadside inspection opens the door; a PM schedule across the yard is the business. First job, then the next PM interval on every unit, then the DOT annuals, then the other yards. Typically 7 to 90 days.
What to ask first
- How many power units and trailers, what classes, and how many are down right now?
- What does a truck sitting out of service cost you per day, in loads not hauled, not in the repair bill?
- Who does your PMs today, at what interval, and are they on miles, engine hours or days?
- When is your next batch of annual DOT inspections due, and who keeps the paperwork?
What you will hear, and where to steer it
- We have our own techs. Do not compete with the crew; ask what they cannot get to (DOT annuals, overflow, weekend work, heavy repairs, the paperwork) and quote only that. Overflow is how most in-house fleets start using an outside shop.
- The dealer does our work. Agree the dealer matters for warranty and campaigns; quote the non-warranty half: PMs, brakes, tires, DOT inspections. Ask how long the last unit waited for a dealer bay.
- Your labor rate is higher than the shop down the road. Move from rate to downtime: how many days was the last unit in their shop, and what did those days cost in loads? Put turnaround time in the quote in writing.
- We only call when something breaks. Ask what the last breakdown cost with the tow, the missed load and the rental, then price a PM interval against that total, not against last year's invoices.
How price comes up
PM by the unit and interval (flat per service or by mileage band), repairs at labor hours plus parts, DOT annual inspections per unit, mobile service with a trip charge, and fleet agreement pricing for multi-unit accounts.
How to follow up
A down unit gets a same-day update and an estimate before work starts. A quote gets a follow-up at a day and a yard walk offer at five days. A scheduled fleet gets a report after every visit, a reminder two weeks before each unit's next PM and DOT date, and a quarterly review of downtime.
The calendar
Pre-winter (batteries, heaters, air dryers, tires) and pre-summer (cooling systems, A/C, reefer units) are the heavy PM windows; produce and holiday freight peaks keep units on the road, so schedule PMs in the weeks before each customer's busy season.
Next to what you use now.
Their prices, from their own pages.
| Starts at | Free to try | AI | |
|---|---|---|---|
| Rillo | $49 a seat a month, or $39 billed yearly | 30 days free, no card | In every seat, no credits |
| SPOTIO | Not published; request a demo | Demo request | DASH AI co-pilot listed with the plans |
| HubSpot | Free for 2 users. Professional $90 a seat billed yearly, plus $1,500 onboarding | Free plan, no card | Credits: $9.00 per 1,000, billed yearly |
Checked on 3 October 2026. Every comparison, including where they are better.