How do I assign users and admins?

To add users to your account, you can click on any vehicle of your choice, then click on the “User Assignments” icon located in the top right area. Once your on the user assignments dashboard, you can assign users by the entire Garage, folders(if you have folders setup), or by a specific vehicle. You can select the “Assignments” button either on the Garage, Folder or on the vehicle itself and click on “Add New Assignment”. This will allow you to enter in the email of the user you want to assign and make them administrators if you want to. If you want to assign a user to all vehicles or folders, its best to assign the entire Garage. After they have been assigned in the user assignments area, you can have all your users create a free account either through the app or on the web portal here: https://autosist.com/portal Once they sign up, they will automatically see the vehicles you assigned to them in the Garage. Be sure they sign up with the same email that you assigned to them in the User Assignments area.

How do I move vehicles/assets into different folders?

1. Click on the folder you want the vehicle/asset to move to 2. Click the small pencil icon that shows up next to the folder name 3. Select the vehicle/asset you want to move into the folder from the list of vehicles on the right hand panel that shows up 4. Click save and the vehicle/asset will then move into that folder Please note this can only be done via the web portal.

How do I customize inspection forms?

You can create as many custom inspections as you want. Simply click on the drop down menu in the top right corner of the web portal and then click on “Inspection Template Editor”.

Can you link with GPS Trackers?

Yes, we have an open API that can link with pretty much any GPS provider out there and can update the mileage into AUTOsist real time. Please contact us for more information on how we can get that set up for you.

How do Reminders work? How do I set one?

You can set reminders and recurring reminders by date and/or odometer. You will get both a push notification and email notification of the reminders you set. Here is a brief tutorial on how it works: https://youtu.be/XcbavwS75mM

Do my records “Sync” across multiple devices? How does it work?

Yes, all your records will sync automatically across any device. The beauty about AUTOsist is that its cloud based. This means that you can access your records anytime, across any device. No matter what device or operating system you have, you can always access your records when connected to the internet. Everything is tied to the email that you signed up with. If you would like to share your records between family/friends/employees, simply use the same login credentials and anyone can manage the account.

How can I change the tracking metrics? (i.e. Kilometers, Hours, Liters, and Currencies)

AUTOsist is a global app and you an change your metrics easily. Simply click into any vehicle on your garage page and select the tools icon located in the top left corner of the app. Click on “Vehicle Settings” and you will be able to change your metrics. For the web portal, you can change it by clicking the “settings” icon next to the vehicle details and picture.

Can I export my records?

Absolutely! You can export your records in multiple ways. Either via the “Export / Backup Data” tool found within our web portal, or through the Service History Report tool. To export your data through the web portal, select the icon in the top right area named “Export / Backup Data”. You will be able to export all your data via Excel as well as have the option to export all the images you have attached to your records as well for backup. You also have the option to export all your services records via the “Service History Report” found in the tools icon in the top left corner of the app. Simply click into any vehicle on the garage page and select the tools icon in the top left corner, then select “Service History Report”. The Service History Report is a compilation of all your records you have stored on the AUTOsist app in the “Service” section. The report is sorted by the date/mileage and can be sent via email in PDF format. This is a great report to run for future buyers to prove that you took care of your vehicle. Here is a brief tutorial on how it works on the app: https://youtu.be/QyNkTnXbttk

Can I import my records into AUTOsist?

Yes you can! You can import vehicle details, service, and fuel records automatically into AUTOsist using our import tool (CSV/EXCEL Format). To access this tool, login via the web portal here and then select the drop down menu where your email is listed in the right corner, and select “Data Import Tool” then follow the instructions on the screen.

Can I transfer my receipts or other records to anyone else?

Yes, you sure can! There is tool that allows you to transfer your vehicle to anyone you please. Here is a brief tutorial on how it works in the app: https://youtu.be/BzfhC4ZV8kM You will be able to select what records you would like to transfer by entering the email address of the person you are sending to. If they are not an AUTOsist member already, we will send them an email to notify them to download AUTOsist and accept the records. Please note that we will NEVER transfer any of your records stored in the GloveBox section.

Where should I store records that are not vehicle specific (i.e. Drivers license, AAA card, etc)?

These files should be stored under the “Personal Docs” tab in the Glovebox section. This will allow you to access these records across multiple vehicles and will not be deleted when you delete a vehicle. You should store vehicle specific docs like registration and title in the “General Docs” tab. These files will be deleted if you delete your vehicle.

What happens to all my records when I delete a vehicle?

When you delete a vehicle, all your records are deleted except for records located in the “Personal Docs” tab in the Glovebox section. Files stored here will stay in your account and should NOT be vehicle specific (i.e. Drivers license, AAA card, etc)

Can I email my records stored on the app? What format does it email in?

Absolutely! All individual records are emailed in JPEG or PDF format.

I forgot my email or password / I want to change my email or password

If you forgot your password, you can go here to reset it: http://autosist.com/portal/login/forgot_password. Please email us at admin@autosist.com if you would like to change your email.

Can I search easily through my records?

Definitely – When you add a record, you should put keywords in the Title and/or the details section. For example, if you have a receipt that you did an oil change, brakes, and maybe a new exhaust. You would want to put those keywords in the Title and/or details of the receipt when so that when you search, it will find those key words.

How secure are my records/data?

We take the security of all the data you input into AUTOsist very seriously. There are multiple levels of security to protect and back up your records/data over our secure infrastructure, including: AES 256 Bit Encryption Secure Socket Layer (SSL) Daily Backups (Automatic) User generated backups (Select “Export / Backup Data” within the web portal)

Does AUTOsist cost anything?

AUTOsist allows you to manage 1 vehicle free with limited cloud storage. If you would like to manage more vehicles and want more cloud storage space, there is a small fee that you need to pay. We have special plans for our fleet customers and you can learn more about those plans by clicking here.

Free Vehicle Maintenance Log Template (Excel Download)

Name: AUTOsist
Brand: AUTOsist
Rating: 4.7 (114 reviews)

Miya Bholat

Feb 10, 2026

Key Takeaways: Start Tracking Maintenance Today

Maintenance logs reduce costly downtime. Even basic tracking prevents overlooked services that lead to expensive breakdowns.
Essential data fields create decision clarity. VINs, mileage, service dates, and costs provide the foundation for smarter planning.
Consistency matters more than complexity. A simple spreadsheet updated regularly outperforms an advanced system used sporadically.
Spreadsheets work — until they don’t. Growing fleets eventually need automation to avoid administrative overload.
Free templates offer a strong starting point. Downloading and customizing an Excel log lets fleets build discipline before investing in software.
Transitioning to software should be strategic. When reporting, reminders, and collaboration become bottlenecks, automated solutions like AUTOsist provide scalable support.

Why Vehicle Maintenance Logs Matter for Fleet Operations

Vehicle maintenance logs are not just administrative paperwork — they are operational control tools. When fleets consistently record maintenance activity, they reduce unplanned downtime, improve budgeting accuracy, and extend asset life. A structured log helps managers see patterns such as recurring brake issues, premature tire wear, or vehicles that cost more to operate than they’re worth.

Industry studies show that unplanned vehicle downtime can cost $450–$750 per day per vehicle depending on the industry. For a 10-vehicle delivery fleet, even two unexpected breakdowns per month can quickly turn into thousands of dollars in lost productivity, overtime pay, and missed service windows. Maintenance logs help prevent those surprises by turning reactive repairs into scheduled preventive actions.

A well-maintained log also supports:

Regulatory compliance and audit readiness
Warranty claim validation
Resale value documentation
Budget forecasting accuracy
Driver accountability and safety assurance

When fleet managers rely on memory or scattered invoices instead of structured records, small issues go unnoticed. A simple Excel log can serve as a strong starting point for organizations that are not yet ready for full software automation.

What to Track in Your Vehicle Maintenance Log

A maintenance log only works when it captures the right information. Missing fields lead to incomplete decisions, while excessive fields discourage consistency. The goal is balance — enough detail to support decisions without slowing data entry.

Basic Vehicle Information

Every log should begin with identifying data that uniquely distinguishes each asset. This prevents confusion when fleets operate multiple vehicles of the same make and model.

Essential identifiers include:

Vehicle Identification Number (VIN)
Make, model, and year
License plate number
Department or assigned driver
Purchase date and acquisition cost

For example, a fleet with five identical white vans can easily mix records if VINs are not recorded. Basic information ensures every service entry connects to the correct asset and simplifies resale or transfer documentation later.

Maintenance Records and Service History

Service history is the backbone of any maintenance log. This section shows what work was performed, when it happened, and how much it cost. Without this information, fleets cannot measure cost per mile or predict future maintenance cycles.

Key service fields should include:

Service date
Odometer or engine hours
Type of service (preventive, repair, inspection)
Service provider or technician
Total cost and parts cost

Consider a 10-vehicle delivery fleet tracking oil changes every 3,000 miles. Without a log, they may change oil too early (wasting money) or too late (risking engine damage). A structured record prevents both extremes.

Parts and Fluids Tracking

Consumable components directly affect vehicle reliability and safety. Tires, brake pads, filters, and fluids degrade predictably and must be tracked with mileage or time intervals. Ignoring these records leads to premature failures.

Important consumables to monitor include:

Engine oil and oil filters
Tires and tire rotations
Brake pads and rotors
Air and cabin filters
Transmission and coolant fluids

Tracking these items also helps fleets identify abnormal wear patterns that might signal alignment issues, driver behavior concerns, or mechanical faults.

Compliance and Inspection Documentation

Many fleets must comply with local, state, or federal regulations. Maintenance logs provide verifiable proof during audits or inspections. Even small fleets benefit from maintaining documentation because compliance failures often carry steep penalties.

Common compliance records include:

DOT inspections and corrective actions
Emissions testing certificates
Safety inspection checklists
Registration and insurance renewals
Smog or environmental compliance tests

Maintaining these entries in one spreadsheet prevents last-minute scrambling before an audit and reduces administrative stress.

How to Use the Free Excel Maintenance Log Template

The free Excel template is designed for simplicity while still covering essential data points. It typically contains multiple tabs that separate vehicle lists, service entries, and summary views. Even users with basic Excel knowledge can begin immediately without technical training.

Here’s how most fleets can start using the template effectively:

Vehicle Tab: Enter each vehicle’s basic information once
Service Log Tab: Record every maintenance event chronologically
Parts Tab: Track consumables and replacement intervals
Summary Dashboard: View cost totals and upcoming service needs

The template may also include simple formulas that automatically calculate totals or highlight overdue maintenance. These formulas reduce manual math errors and speed up reporting.

Fleets can customize the spreadsheet by adding columns such as driver notes, warranty status, or fuel efficiency tracking. Small fleets with fewer than 15 vehicles often find Excel manageable for several years before scaling pressures appear.

Best Practices for Maintaining Your Vehicle Logs

Consistency determines whether a maintenance log becomes a strategic tool or an abandoned spreadsheet. The most successful fleets treat data entry as a routine responsibility rather than an occasional task.

To keep records accurate and reliable, fleets should adopt the following habits:

Set reminder schedules for oil changes, inspections, and renewals
Assign clear responsibility for who enters data after each service
Conduct monthly reviews to catch missing or incorrect entries
Back up spreadsheets in cloud storage or external drives
Transition from paper notes to digital entries as early as possible

A delivery company with rotating drivers, for example, may assign a dispatcher to update logs at the end of each shift. Without ownership, entries get delayed and eventually forgotten. Digital backups also protect against data loss from hardware failures.

When to Upgrade from Spreadsheets to Fleet Maintenance Software

Spreadsheets work well at the beginning, but they reach limits as fleets grow. Manual data entry, version conflicts, and reporting challenges increase administrative workload and introduce risk. The transition point often occurs when maintenance tracking consumes more time than actual maintenance planning.

Common signs a fleet has outgrown Excel include:

Fleet size exceeds 20–25 vehicles
Frequent data entry mistakes or duplicate rows
Difficulty generating cost or compliance reports
No automated service reminders
Multiple team members editing the same file simultaneously

At this stage, dedicated systems such as AUTOsist become practical rather than optional. Automation reduces errors and frees managers to focus on operational efficiency instead of spreadsheet maintenance.

Limitations of Excel for Growing Fleets

Excel lacks several capabilities that larger fleets rely on daily. While it provides structure, it does not inherently provide automation or real-time collaboration.

Typical limitations include:

No automated maintenance reminders
Limited mobile accessibility for drivers or technicians
Manual report generation
Integration challenges with GPS or fuel data
Risk of version conflicts across departments

Many fleets explore articles like Is Excel Good Enough for Fleet Maintenance? to evaluate whether their current approach still meets operational needs.

What Automated Fleet Management Systems Offer

Automated platforms centralize maintenance, compliance, and cost tracking into one system. They eliminate repetitive tasks and improve visibility across departments. Solutions such as AUTOsist provide cloud-based access, mobile inspection tools, and automated reminders that spreadsheets cannot replicate.

Key advantages include:

Real-time updates from mobile devices
Automated preventive maintenance scheduling
Compliance tracking and audit readiness
Integrated cost analysis dashboards
Centralized reporting across all assets

Fleets looking to move beyond manual tracking often reference resources such as Fleet Vehicle Maintenance: The Complete Guide to Maximizing Uptime and Minimizing Costs or Why Fleet Maintenance Software Matters More as Growing Fleets Scale when planning the transition.

Download Your Free Vehicle Maintenance Log Template

Getting started is straightforward. The free Excel template is compatible with Microsoft Excel, Google Sheets, and most spreadsheet software. Users only need basic spreadsheet skills to begin tracking maintenance immediately.

The template includes:

Vehicle identification tab
Service and repair history log
Parts and consumables tracking sheet
Basic cost summary formulas

After downloading, fleets can duplicate sheets for additional vehicles or departments. Customizing color codes or adding mileage alerts helps align the spreadsheet with operational preferences. Small fleets often pair this template with educational resources such as How to Track Fleet Maintenance (Step-by-Step) to build consistent habits early.

Start with the free template, build consistent habits, and upgrade tools as your fleet grows. Consistent maintenance tracking today prevents costly surprises tomorrow.

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