Fleet Maintenance Log Spreadsheet, Vehicle Service & Fuel Tracker (Digital Download)

6 QUICK ANSWERS BEFORE YOU BUY

1. How does it tell me what is due?
Set up to 100 service plans by miles or months and every vehicle shows On Track, Due Soon or Overdue automatically. The Dashboard's What's Due Next list puts the urgent items on top.

2. Do I need a paid subscription?
No. It works with a free Google* account or Microsoft* Excel* 2019, 2021, 2024 or Microsoft* 365 on Windows* or Mac*. You get both versions instantly.

3. Can I use kilometers, liters and my own currency?
Yes. The default is miles, gallons and USD, and you can switch to km, liters and your local currency.

4. Is it beginner friendly?
Yes. White cells are for typing, gray cells are automated, soft warnings prevent accidental edits, and a Formula Backup tab restores any formula you delete.

5. Is this a physical item?
No. It is an instant digital download; nothing is shipped.

6. Is there a YouTube tutorial?
Yes. A step-by-step video walkthrough (about 8 minutes, with chapters and captions) covers Settings, adding vehicles, logging service and fuel, the Maintenance Schedule and the Dashboard. The link is in your download as a PDF.

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A missed oil change is a $60 problem. A missed oil change on a work van you did not know was overdue is a $6,000 problem and a week of lost jobs.

The Fleet Maintenance Log by ProFormaGRID is a Fleet Command Center inside Google Sheets* or Excel*: up to 50 vehicles, 1,000 service entries, 1,000 fuel fill-ups, 100 maintenance plans and a print-ready one-page history for any vehicle. 300+ formulas calculate cost per mile, flag low MPG and tell you exactly what is due next.

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WHAT'S INSIDE

• Dashboard: 8 KPI cards (spend, cost per mile, overdue services and more), 3 charts and a What's Due Next action list.
• Fleet Roster: up to 50 vehicles with VIN, plates, expiry dates, automatic average MPG and health status.
• Service Log: 1,000 rows for parts, labor, tax and downtime days, totaled automatically.
• Maintenance Schedule: 100 plans by miles or months with On Track / Due Soon / Overdue status.
• Fuel Log: 1,000 rows of fill-ups with automatic low-MPG alerts that catch mechanical issues early.
• Parts Tracker: 200 rows for tires, batteries and warranties with replacement alerts.
• Vehicle Report: pick any vehicle for a print-ready one-page history.
• Annual Summary: month-by-month spend, spend by service type and a fleet cost heatmap.
• Settings: drivers, vendors, service types and alert thresholds.
• Formula Backup: restore any formula you might delete.

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WHY SMALL FLEETS RUN ON THIS

• Know your true cost per mile per vehicle, not a guess at year end.
• Catch problems from the fuel log. A sudden MPG drop is flagged before the breakdown.
• Hand a buyer or mechanic a full one-page history in seconds.
• Never miss an inspection, registration or warranty expiry again.
• No fleet-software subscription. One purchase for the whole fleet.

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WHO THIS IS FOR

• Landscaping, HVAC, plumbing and delivery businesses with service vans
• Trucking owner-operators, courier routes and rideshare drivers
• Rental fleets, farms and families running several vehicles

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WHAT YOU RECEIVE (INSTANT DIGITAL DOWNLOAD)

• Microsoft* Excel* workbook (.xlsx)
• Google Sheets Download Link PDF with a one-click copy link
• 6-page Instructions PDF including how to resize cells without breaking formulas
• YouTube video tutorial link (PDF): an 8-minute step-by-step walkthrough
• 300+ automated formulas
• Tested error-free in Google Sheets* (web) and Excel* 2019 or newer
• Templates arrive blank and ready for your vehicles

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HOW IT WORKS

1. Complete your purchase and open your files from the Etsy* purchases page (the download link is also emailed to you).
2. Open the Excel* workbook on your computer, or open the Google Sheets Download Link PDF and click the link to make a private copy in your own Google Drive*.
3. Follow the Instructions PDF and the guide tab inside the workbook, type your numbers into the input cells, and watch the dashboard fill in. Prefer video? Watch the YouTube tutorial linked in your download.

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SUPPORT AND OUR PROMISE

Questions before or after you buy? Message ProFormaGRID through Etsy* and you will get a prompt, friendly reply. If something is not working the way it should, we will help you fix it. You can re-download your files any time from your purchases page.

Explore the full collection of ProFormaGRID templates at ProFormaGRID.com

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LICENSE AND LEGAL

Instant digital download; no physical item will be shipped. This template is not made to order. Licensed for personal use. Please do not resell, redistribute, share or recreate this workbook in whole or in part. Copyright ProFormaGRID. All rights reserved.

*Google Sheets, Google Drive and Google are trademarks of Google LLC. Microsoft, Excel, Windows and Microsoft 365 are trademarks of Microsoft Corporation. Mac, iPad and iPhone are trademarks of Apple Inc. Etsy is a trademark of Etsy, Inc. ProFormaGRID is an independent shop and is not affiliated with, endorsed by or sponsored by any of these companies.