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Fleet Maintenance Spreadsheet Template

Efficiently managing fleet preventive maintenance can be complex — even for a small fleet. As your fleet grows, it becomes less manageable to track maintenance from a filing cabinet. If you’re looking for a tool to get control of your fleet maintenance, we built a best-in-class spreadsheet template to ensure nothing slips through the cracks.

Fleet Maintenance Spreadsheet Template

Why is fleet maintenance important?

Fleet maintenance programs allow you to take care of the small, routine costs associated with operating a vehicle to avoid the major costs of mechanical failure and unplanned vehicle downtime. In addition to ensuring that your fleet assets run properly, an effective maintenance program keeps your drivers safe by reducing the chances of breakdown on the road.

How to keep track of fleet maintenance?

Once you define your maintenance schedule for a vehicle, you should keep an ongoing record of performed maintenance to better anticipate future maintenance needs. This record can be kept as paper work orders in a binder, through a maintenance spreadsheet, or using fleet maintenance software that sends automatic notifications when an upcoming service task is due.

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How to use Fleetio’s free maintenance spreadsheet template

This spreadsheet was built to keep track of all critical vehicle information and maintenance tasks, plus calculate key metrics like total cost per mile.

Our spreadsheet template is built using Google Sheets, a free online alternative to Excel. To create your own editable version of this template, you simply need to select “File” and then “Make a copy” once you open the template link.

Log and track information

With this free fleet maintenance spreadsheet, you will be able to log and track information like:

  • Keep a historical record of what work has been performed on an asset and how much it costs.

Example of maintenance costs on fleet maintenance log spreadsheet
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Manage maintenance tasks in Fleetio

If you're tired of the spreadsheets and paper forms, it's time to find the best maintenance software for your fleet. Fleet maintenance software allows you to achieve your ideal fleet maintenance workflow through collaboration within your fleet. Track and manage every aspect of your fleet’s maintenance from reminders to reporting and ensure nothing slips through the cracks. And with a fleet maintenance app, you can access vehicle & equipment details from anywhere – including service reminders, driver inspections, odometer readings, open issues and more.

What customers are saying

"I find this app saves me about 1.5 hours per day in the evening when I sit down to catch up all my files. If you use it as intended, it will be a huge benefit!"

Mark D.

Mark D.

Mark Dominey Trucking

"Fleetio is user friendly; I'm not the most technologically savvy individual but the training sessions provided were more than enough to help me feel comfortable using the software myself"

Jason C.

Jason C.


"Bringing in a tool that brings all the data into one centralized location to make informed decisions and help guide our business was critical."

Chloe G.

Chloe G.


"We like being able to to add our landscaping assets as well as our vehicles to Fleetio."

Robert S.

Robert S.

Cape Fear Landscaping

Read more customer reviews

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