Any recommended vehicle maintenance/record keeping software?
 

Any one using one and would recommend? I have 3 huge files full of maintenance history of my 4 BMW's. I need to be able to find out if and when a repair was done, how much was spent, part numbers, total year cost of maintenance, etc. Would be great if the data is stored in the cloud.

I hope someone has one as I use a bookkeeping ledger.

I have thought about using an ETS/DROS countdown app for recurring maintenance, scheduled parts replacements.:dunno:

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If it’s in Excel you can merge the 4 files and then use Microsoft OneDrive to have it available to you anywhere you have an internet connection. Would require office 365 to be installed on your phone/tablet though to access OneDrive when you were remote.

Then you could do a simple “control f” to find what you were looking for and pop right to that location.

That said I think Office 365 with a 5 install/user license is $99 a year.

I’m sure there’s probably specific auto software but I’ve alway just used Excel because I have office on my pc and phone...

Looks like there's a bunch of free fleet management/maintenance software.

https://blog.capterra.com/the-6-best...ware-programs/

I've used fuelly.com to log all my fill ups and all my service records for over 10 years now.



It's a gas logging site first, but it actually works really well for service logging. It doesnt do well with totalizing service costs, but it does easily dump everything out into excel so you can do it yourself.

Requirement Questions: Do you have more than 5 vehicles with daily inspections, GPS movement requirements, multiple drivers for each vehicle and need a mile by mile print out on stops daily, need same time notifications on each vehicle? Federal/State/DOT record needs?

If your answer to these questions are NO, then use this format in Excel simple to add columns and tracking elements.

2003 BMW 525iT
WBADS43493GE10XXX
Prod Date 09-16-2002
Color: TITANSILBER METALLIC (354)*
Upholstery*STANDARDLEDER/SCHWARZ (N6SW)*
Order Date: On Going/PENDING
Wagon Repairs
System Part Desc Location Size/Color PN QTY COSTS Order Date Vendor Order Number Install Date Install Mileage NEXT DUE DATE/MILEAGE

PDF sample attached

You can add as many columns as you wish, add macros, colors and anything else you need per car per tab. Remember it is only true info if you keep all of it up to date, otherwise it is interesting but of no real value.

I use this spread sheet PLUS a per car log book for fuel - cost/mileage, oil changes, misc repairs and time/mileage service records. Then again no one cares but my anal self..... If you have multiple drivers record keeping gets much worse. That why they call it FLEET MAINTENANCE RECORD KEEPING and then you get into having a full time staff w/ dedicated hrs to something of very little value.

+1

This is what I use.

I've been looking for one of these for years...and finally found one: https://airtable.com

It's half-spreadsheet, half-database. Has an incredible UI, and desktop and mobile apps that stay sync'd automatically.

What I love:
- add (multiple) high-res scans of receipts for each entry
- tallies the total amount spent automatically
- Auto sorting/filtering
- each cell can be customized to include anything. URLs, images, date picker, dollar amounts, text entry,

I've been using the *free plan* for two cars and my house. I must have 500mb of receipt images in there and still haven't come close to upgrading to the paid version. Although I would pay for the full version in a heartbeat.

There is no off-the-shelf "car maintenance" template, but I just made my own, just like making any spreadsheet:
- date of service
- mileage at time of service
- category of issue (interior, body, engine, etc.)
- description of service
- vendor of parts
- URL to parts page
- BMW Part #s
- Image(s) of part (all live in a single cell)
- Image(s) of receipt (all live in a single cell)
- price

Total price is tallied without having to do anything, although it can be depressing to look it.

Jeffmiller, thanks so much for sharing! This is exactly what I've been looking for. Fantastic:thumbup: