Maintenance
Maintenance tracks servicing and repairs per vehicle — what was done, what it cost, who did it, and when the vehicle is next due. Planned maintenance is far cheaper than a breakdown mid-route, and the next-due fields are what make planning possible.
Where to find it
Go to EcoFleet > Maintenance.
What a record holds
| Field | Description |
|---|---|
| Vehicle | Which vehicle. |
| Maintenance Type | What kind of work, from Maintenance Types. |
| Description | What was done. |
| Employee | Who handled it internally. |
| Supplier / Vendor | Who carried out the work. |
| Scheduled Date / Completed Date | When it was booked and when it was finished. |
| Estimated Cost / Cost | What was expected and what it came to. |
| Supplier Invoice Ref | The workshop's invoice number. |
| Status | Where the job stands. |
| Next Due Date / Next Due Odometer | When the vehicle needs seeing again — by date or by distance, whichever comes first. |
| Notes | Anything for next time. |
Set both next-due fields, not one. A vehicle doing high mileage reaches its service interval long before the calendar date, and one that sits idle reaches the date without the distance — only recording both catches each case.
Cost against estimate
Estimated cost set against actual is worth reviewing per vendor. A workshop that consistently exceeds its estimate is a cost you can plan around or negotiate; one you only notice in the monthly total is neither.
Accounting
Maintenance records carry the supplier invoice reference and its transaction number, so the workshop bill in your payables ledger is traceable to the vehicle it was spent on.
Related pages
- Vehicles — the fleet and its odometers
- Maintenance Types · Service Stations — the setup
- Purchase Invoices — the workshop bills