Rental vehicle maintenance tracking
Keep a service history for every vehicle, and keep it out of the booking schedule.
Record each service with its date, type, provider and cost. The cost is added to your expenses, and a vehicle that is in the shop is treated as occupied, so it is not booked over.
Maintenance tracking is included on the Plus and Pro plans.
Why it slips
Maintenance is the first thing to go untracked in a busy fleet.
Bookings win
When every day has a rental on it, a service gets pushed back with no record that it was ever due.
History in a mechanic’s notebook
Without your own log, you cannot say when a car last had its brakes done or what it cost.
Repairs hidden in general expenses
A repair bill filed under “miscellaneous” cannot be tied back to the car that needed it.
Out-of-service cars still get booked
If the schedule does not know a car is in the shop, someone will promise it to a customer.
Maintenance logPlus
Every service, searchable by vehicle and date.
The Maintenance page lists services across the fleet. Filter by vehicle or date range to see what a car, or the whole fleet, has cost.
- Maintenance type, service date, description and cost
- Service provider or mechanic, and notes for follow-up
- Record a service from the Maintenance page or from the vehicle’s own record
- Edit a record later if the invoice changes
Costs
A service cost lands in accounting without a second entry.
When you save a service with a cost, it is recorded under Accounting → Expenses, and counted against that vehicle’s net income.
- Positive costs are recorded as expenses automatically
- The vehicle page shows its maintenance total and number of service records
- Reports include a maintenance costs view
Maintenance on the fleet calendarPro
A scheduled service appears on the fleet calendar as a maintenance block. Booking tools check it like any other occupied time, and a service that overlaps a booking is rejected instead of silently double-booked.
Condition
Pair service history with damage records.
Damage and condition notes sit on the same vehicle as its services, so you can see what was fixed, what was found and what is still outstanding.
- Damage and condition records with photos
- An activity log for incidents and notes
Recording a service
Thirty seconds after the car leaves the shop.
- 01
Choose the vehicle
Open the vehicle or the Maintenance page and select Record Maintenance. - 02
Describe the work
Enter the type, date, provider and what was done. - 03
Enter the cost
The amount is added to your expenses and to the vehicle’s totals.
FAQ
Questions about maintenance tracking.
The maintenance log records completed work. It does not send service-interval reminders today, so note the next service in the record’s notes and review the log when you plan the week.
Related
Keep exploring.
Start a service history for every vehicle.
Create a free workspace, add your fleet and upgrade to Plus when you want the maintenance log.