Use our simple Vehicle Maintenance spreadsheet to track which repair and upkeep services are performed on your vehicle, by whom, when, and at what cost. As a live document for systematic tracking of maintenance activities, logs are a useful tool for vehicle owners, auto-repair shops, fleet managers, and individual mechanics who want to protect vehicle health and extend vehicle lifetime.
Our editable, free template can be easily downloaded as an Excel file. We use basic Excel functionalities & graphic visual aids to make it easier for you to track your maintenance activities and costs over the life of your vehicle.
Now, let’s see what’s inside our Vehicle Maintenance Log template in more detail:
Vehicle Overview
Right above our mainsheet, you will enter basic details about the vehicle you want to keep the log for, including Vehicle ID, License Plate Number, Model, Make, Year, and Type (say, electric, diesel-run, or hybrid, etc.).
Right next to these details, we show a tabulated summary of the costs you have incurred for maintaining your car. These costs are divided into two categories: Cost of Parts, and the Cost of Labour. Note that this cumulative total for each is calculated on the basis of the cost breakdown specified in the mainsheet for each service performed. This means any changes in the mainsheet are automatically reflected here. For a quick easy reference, we also added a doughnut chart showing the portion of your expenditure covering the cost of labor versus parts.
The Mainsheet
Our mainsheet is based on 8 columns where you input all the information you need to track vehicle maintenance work over time.
Each time you take your car to the workshop, you must specifically describe the nature of the service, when this service was performed, and who was the professional (mechanic, car engineer, or technician) performing it.
Mileage tracker
Under mileage, you will note down your car’s mileage at the time of being serviced or repaired. This kind of regular, mileage-based maintenance is important as it contributes to a car’s longevity and prevents costly repairs, ensuring performance and safety in the long haul. You can find your car’s mileage using odometer readings.
Cost breakdown
This is the most helpful part of our Template, as it allows you to break down the cost of each service into labor and part costs. Based on these values, we create a total cost for each service. This total is automatically factored into your Grand Total in the top right column above the mainsheet.
Note that these costs vary significantly based on factors such as the make and model of your vehicle, where you live, and the type of service performed. For example, tire replacement will cost significantly more than tire rotation. By keeping a record of your costs, you can not only budget your finances more responsibly, but you can also compare the maintenance costs of different workshops or car repair centers.
In the last column, you can add any remarks, observations, or other details about the service (or its impact on the vehicle) as a note. For example, if you just got your tires replaced, you can use this section to specify which tires (front or back) were replaced. Similarly, you can also state the impact of a service here, such as improved engine performance or increased fuel efficiency.
Who Is Our Template For
- Vehicle owners
- Auto-repair shops
- Fleet managers
- Individual mechanics or technicians
- Car insurance companies
Wrap Up
By helping you document your vehicle maintenance activities in a systematic and chronological way, our spreadsheet makes it easy for you to record and access information about the vehicle’s service history while ensuring timely maintenance and compliance with warranty requirements.
If you are looking for a slightly less complicated way of tracking vehicle maintenance activities, feel free to check out our Word-based version of a Vehicle Maintenance Template!
Be aware that spreadsheets are somewhat prone to error. Even if the spreadsheet is completely free of errors at the time you download it, there is always a possibility that you might accidentally introduce errors as you edit it. That’s why we would recommend using this spreadsheet template only if you are comfortable using Excel and can identify and fix errors that may be introduced. With that said, download and enjoy!
