AI Maintenance Suggestions

What It Is

AI Maintenance Suggestions is TrailerBase's proactive assistant. Instead of waiting for you to remember a 90-day bearing service, the engine looks at each trailer's age, accumulated mileage, last-done dates, and the manufacturer's recommended schedule and tells you what should be on your list this week. It does not create tasks on its own — you remain in control.

Where You Will See Suggestions

On the Trailer Detail Page

Every trailer has a Suggested Maintenance card, ranked by urgency. Each suggestion includes the recommended task, the reason (for example "Based on 12,400 miles since last bearing service, manufacturer recommends every 12,000 miles"), and a one-click Create Task button.

On the Maintenance Page

Open Maintenance > Suggestions to see a fleet-wide list of every open suggestion. You can filter by trailer, category, urgency, or reason. Bulk-select and click Create Tasks to turn multiple suggestions into tasks at once.

How the Engine Decides

The suggestions model combines four signals:

1. Manufacturer schedules — known intervals for common trailer brands and components (bearings, brakes, tires, seals, hydraulics). If your trailer's make and model are in our database, the schedule is applied automatically.
2. Your completion history — when you completed a task of a given category on this trailer, when the next one would be due, and whether it is a recurring task.
3. Accumulated mileage — pulled from booking return mileage, manual updates, and task completion mileage.
4. Trailer age — certain inspections and service items are age-driven regardless of mileage.

The engine filters out duplicates with any Open or In Progress task, so you never see a suggestion for work that is already on your plate.

Acting on a Suggestion

1. Click Create Task on the suggestion.
2. TrailerBase pre-fills the task form with title, category, estimated cost (from past tasks on this trailer or fleet averages), and a draft due date.
3. Adjust anything you want, then click Create Task.
4. The suggestion disappears from the list the moment the task is created.

If a suggestion does not apply — say, you completed the work with an outside shop and did not log it in TrailerBase — click Dismiss. You will be prompted to either log the completed work or snooze the suggestion for a chosen interval.

Accuracy and Feedback

The engine learns from your decisions:

• When you accept a suggestion and complete the task, the engine reinforces that schedule for similar trailers.
• When you dismiss suggestions of a particular type repeatedly, they are suppressed on that trailer.
• When you edit the generated task (change category, cost, or due date), those edits feed the next round of suggestions.

Over several months, the suggestions tune themselves to your actual operation.

Limitations

• New trailers with no history require a few data points before suggestions become sharp. Log a handful of tasks first.
• Mileage-driven suggestions require mileage to be kept current. If you rarely record mileage, you will see mostly age-driven suggestions.
• Rare equipment may not have a manufacturer schedule in the database. Submit a feedback request and we will add it — in the meantime, use Recurring Maintenance to build your own schedule.

Tips

• Process the Suggestions queue weekly. Ten minutes on Monday morning converts the queue into a planned week.
• Tighten intervals on high-use trailers. If a trailer is getting heavy rental days, override the default suggestion and create recurring tasks at 75 percent of the default interval.
• Do not ignore dismissed items forever. The Dismissed tab is worth a scan each quarter.