We’ve put together a practical fleet maintenance spreadsheet to track servicing (scheduled maintenance, repairs, work history, and costs) so you can get organized faster and reduce downtime risk.

When your fleet “lives” across multiple spreadsheets, chats, and notes, the same things usually happen:

• Maintenance gets remembered too late → unplanned repairs and vehicle downtime
• No single vehicle record: specs, location, owner, what’s inside the car
• It’s hard to connect vehicles to driver shifts and actual rides
• Vehicle income/expenses are calculated manually – and often with mistakes

What you already get

In iTransfers, the Vehicles module is your fleet database – it keeps core information in one place and makes it usable in daily operations:

• Vehicle list: filters and statuses to find the right car fast
• Vehicle card: VIN, country/city, owner, rental details, and more
• Specifications: engine/transmission/dimensions/options – useful when requirements matter for special requests
• Finance: track vehicle income and expenses
• Equipments: control what’s inside each car – from fuel/parking cards to child seats
• History: see who changed what and when

End-to-end workflow: “Vehicles → Shifts → Rides”:

• Add your fleet to Vehicles
• Create Shifts: driver + vehicle for the shift
• Assign shifts to rides and get a much more transparent operation

To start tracking maintenance today

Regular small maintenance tasks help prevent major breakdowns and unexpected downtime and improve road safety.

The key part: once you set a maintenance schedule, you need a consistent history of completed work.

How to use the template (quickly):

• Add your vehicles list (1 sheet = 1 vehicle)
• Log maintenance/repairs (date, mileage, work type, cost, notes)
• Track what needs to be done next and when
• Use the template as your maintenance tracking layer, and manage your fleet database + finance + equipment + shift connections in iTransfers

Download the template