Multi-Vehicle Fleet Tracker

Who this is for

Every vehicle on one page, with what is due next. A line per vehicle with the four dates that matter and a days-left count, and a monthly cost beside each.

Small businesses with a few vans, families with several cars, and anyone who looks after vehicles they do not drive every day.

What this helps you track

• Which vehicle needs something next, and how many days away it is
• Who is driving what, and the last odometer reading you took
• Service, inspection, insurance and tax dates side by side for the whole fleet
• Monthly running cost per vehicle, totalled for the fleet
• A single sheet to glance at on the first of the month

How to use it

1. List each vehicle with its registration, the usual driver and the odometer reading when you filled the sheet in.
2. Fill in the next service date, the next inspection or test date, and the insurance and tax renewals from each vehicle's paperwork.
3. In the browser and spreadsheet versions the days-left columns count down from today; the soonest for the whole fleet appears in the summary.
4. In the second table, write each vehicle's typical monthly spend by category; the total per vehicle and for the fleet are worked out.
5. Update the odometer and the dates each time a job is done, and reprint the paper copy when it gets untidy.
6. Keep a maintenance log or service history sheet per vehicle for the detail; this sheet is the overview.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

How many vehicles does it hold?

Seven lines on the printed page, and as many as you like in the browser and spreadsheet versions. A larger fleet is better split across sheets by depot or driver.

Where do the due dates come from?

From each vehicle's own paperwork and its garage — the sheet does not suggest any intervals. What inspections a vehicle must pass differs by country and by vehicle type, so check the rules that apply to yours.

What should go in the monthly cost table?

An honest average for each category — fuel, servicing and repairs, insurance and tax spread over twelve months, and anything else such as finance or parking. The running cost spreadsheet gives you the real figures for one vehicle if you want them.

Can I use it for hire or pool vehicles?

Yes. Use the driver column for whoever has the keys this week, and the notes column for the hire company or the return date.