A Fleet Maintenance spreadsheet is a process of maintaining the good operating condition of vehicles under the same ownership to ensure the maximum availability of the vehicles. Using a spreadsheet you can manage or arrange a Truck Fleet or a different Fleet according to your requirement.

Whether you are looking for truck fleet maintenance shipment fleet or vehicle fleet – require this type of spreadsheet for maintaining logs every month or week.

What is include in fleet maintenance template?

  1. Starting Mileage of every vehicle
  2. Ending mileage
  3. Annual Mileage
  4. Cost per Mile
  5. Total service cost

A preventive and proactive maintenance approach is considered helpful in managing the maintenance schedule of fleets for the best business profits by reducing the operating costs of vehicles.

  1. Create a Truck Maintenance Log
  2. Create Auto Maintenance Log
  3. Work Performed & record of work performed tracking through the spreadsheet
  4. Fleet Preventive Maintenance schedule
  5. ASK ProjecSpreadsheet.com for custom Fleet layout design

A Fleet Maintenance Spreadsheet in Excel is a tool designed to help manage and track the maintenance activities and costs associated with a fleet of vehicles. It is commonly used by businesses, organizations, or individuals that own and operate a fleet of vehicles, such as delivery companies, transportation services, or rental car companies.

The spreadsheet typically consists of multiple worksheets or tabs that provide different functionalities and features for maintaining and monitoring the fleet. Here are some common components you might find in a Fleet Maintenance Spreadsheet:

  1. Vehicle Information: This tab contains details about each vehicle in the fleet, including its identification number, make, model, year, mileage, and other relevant information.
  2. Maintenance Schedule: This tab helps you plan and schedule routine maintenance tasks for each vehicle, such as oil changes, tire rotations, inspections, and other regular services. It may include reminders or notifications based on mileage or time intervals.
  3. Maintenance Log: This tab allows you to record and track all maintenance activities performed on each vehicle. It includes fields to note the date, type of service, service provider, costs incurred, parts replaced, and any additional comments or observations.
  4. Expense Tracking: This tab helps you monitor and analyze the expenses associated with maintaining the fleet. It may include categories such as fuel costs, repairs, parts, labor, insurance, and other related expenses. This information can be useful for budgeting, cost analysis, and decision-making.
  5. Reports and Analysis: Some Fleet Maintenance Spreadsheets include predefined or customizable reports and charts that provide summaries and analysis of the fleet’s maintenance history, costs, vehicle downtime, and other key metrics. These reports can help identify trends, maintenance patterns, and areas that require attention or improvement.

Overall, a Fleet Maintenance Spreadsheet in Excel provides a centralized and organized system to manage and monitor the maintenance activities of a fleet of vehicles, helping to ensure their reliability, safety, and cost-effectiveness.

Whether managing Truck transportation or Ship fleet, you need this data sheet for maintenance. Watch our video and understand how this fleet management template work. You can comment to us about filling in data in this spreadsheet. For more information about this template just contact us.

Key Features of Fleet Maintenance Spreadsheet:

A well-maintained vehicle ensures the minimum operating cost for the fleet business. Fleet maintenance spreadsheet helps in management and following a strict maintenance schedule for the fleet to avoid any unplanned downtime.

Cutting ongoing costs on every vehicle isn’t a difficult task, when you have available the best tools/templates. Templates help to manage big fleet systems for keeping records with up-to-date refiling systems.  Planned service Vs UN-plan services record can also manage through this sheet easily.

These spreadsheets are compatible with any type of vehicle fleet. It requires a beginner’s skill to manage the fleet using this sheet. Also, easy to understand and record all the information about the fleet maintenance schedule.

These features result in many benefits of fleet maintenance. It helps to ensure the durability of vehicles. A strict fleet maintenance schedule extends the life of a vehicle by avoiding any severe damage to the critical parts of the vehicle due to breakdown maintenance.

  1. You can calculate maintenance of the truck monthly basis
  2. Create scheduling
  3. Create budget invoices & repair purchasing items


Fleet Maintenance Scheduling

There are different software available in the market to monitor the mileage, fuel consumption, and engine hours to assist in the implementation of a fleet maintenance schedule based on these parameters.

The preventive maintenance approach for fleet maintenance always results in the reduction of fleet overall repair costs. Breakdown maintenance always adds extra costs to the repair and maintenance budget for the fleet. Whenever any part of the vehicle starts making noise, vibration, or any problem. The severity of the issue increases with time and its impact on the other parts gets manifolds resulting in abnormal trends for fleet repair and maintenance costs.

  1. Travel Expense spreadsheet

Similarly, a poorly maintained engine results in 50% more consumption of fuel and results in lower mileage of the vehicle. It impacts to increase the operating costs of the vehicle.

Fleet Maintenance in Excel Format:

A simple fleet maintenance log or spreadsheet can be created using Excel. This sheet is compatible with fleet management software to generate alerts. A separate Excel format sheet can be made for each individual vehicle of the fleet to record detailed information about each maintenance section.

While a dashboard-type fleet maintenance sheet covers the information about the availability of vehicles. Also, highlight which vehicle is going to be unavailable due to planned maintenance activity for a specified time period.

How to Create a Fleet Log?

A fleet log is a document that is used to record information about the condition of all the vehicles of a fleet. It also includes tracking the performance rating factors like mileage, engine condition, available days, vehicle up-time, date of last maintenance session, the due date of next planned maintenance, and overall health of each vehicle. The operating cost of vehicles can also be added for the purpose of a better comparison.

In the end, vehicles are integral parts of fleets’ business. It is important to take good care of the vehicles to avoid any breakdowns.

Enterprise Fleet Maintenance

Enterprise fleet format usually creates custom, so REQUEST US for custom design fleet spreadsheet template.


Any delay in the application of maintenance will risk the safety of employees, resulting in extra repair costs, unplanned downtime, unavailability of vehicles, and failure to meet legal inspection standards. Therefore, it’s important to maintain the good health of the fleet in order to make a profit in the fleet’s business.

How ProjectSpreadsheet Can Help You to Maintain Fleet?

In addition, we provide a complete source of managing fleet systems (Small-Medium). Free download template (Blank + Editable) compatible with MS Excel 2010 to 2016. We also keep you up-to-date with the calendar (Recent update 2022 year).


  1. ankit


    Could you please share me this fleet maintenance spreadsheet or link to download the sheet?

    Thanks in advance

  2. Pierre-Marie Derouin

    Hi Kiran,
    Many thanks for this post.
    Could you please share me this fleet maintenance spreadsheet or link to download the sheet?
    Thanks in advance

  3. Nicole

    This post was very informative and exactly what I was looking for. Could I also have the document or link sent to me? Thank you for your assistance!

  4. Jiri

    Hi Im also looking for Fleet Maintence… Your looks amazing and very helpful.
    Can I have also link or the file?
    Thanks in advance

  5. Mehmood


    Could you please share with me this fleet maintenance spreadsheet or a link to download the sheet?

    Thanks in advance

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