Service history provides a centralized record of all service activities performed on each vehicle. Keeping accurate records helps control costs, monitor vehicle health, and maintain compliance.
Overview
Maintenance history tracks every service performed on your fleet vehicles, from routine inspections to major repairs. This historical database provides a complete view of each vehicle’s lifecycle, helping you identify recurring issues, track costs over time, and determine when replacements or additional maintenance are needed.
- Full visibility: View detailed logs for all maintenance events in one place to monitor vehicle health over time.
- Cost control: Track maintenance expenses and spot trends that could indicate recurring issues, allowing for informed budgeting.
- Informed decisions: Use the History Detail and Reminders Detail reports to see how your maintenance timing aligns with actual vehicle usage, helping you refine your schedules over time.
- Audit-ready: Maintain accurate, organized records that can be accessed quickly for compliance checks, helping avoid penalties or delays during inspections.
Managing Service History
The Service History tab provides a comprehensive record of all completed maintenance tasks, allowing you to analyze fleet performance and stay audit-ready.
To view your fleet's past maintenance records, navigate to Maintenance > Service History. Use the horizontal scroll to view all technical data and documentation for each record.
1. Reviewing Maintenance Records
The history table provides a comprehensive view of every completed job:
- Date (MDY): The specific date the maintenance was performed.
- Vehicle or Asset: The entity that received the service.
- Service & Types: Detailed labels of the work performed (e.g., Axles, Battery Checkup).
- Total Cost (USD): The sum of labor, parts, and taxes for that specific entry.
- Completed By: The name of the Fleet Manager or user who logged the service note.
- ODO (KM/Miles): The odometer reading of the vehicle at the time of service, essential for tracking mileage-based intervals.
As you scroll to the right, you will see icons indicating additional details attached to a record:
- Note Icon: Indicates a detailed text description or technician comment is available.
- Attachment Icon (Paperclip): Confirms a physical document (e.g., invoice, receipt, or photo) has been uploaded.
2. Filtering and Searching History
Locating specific records is streamlined with the comprehensive filter bar:
- Vehicles/Assets: Search by ID, name, or VIN to see the full lifecycle of a specific unit.
- Search Name: Look for specific service types (e.g., Brake or Tire).
- Date Range: Filter by specific timeframes to generate monthly or yearly maintenance reports.
- Notes: Search for keywords within the service descriptions.
- More Filters: Refine results by specific Fleet Managers or service Types.
3. Viewing and Editing Service Notes
To see the granular breakdown of a past repair, click the three dots (...) and select Edit Service Note. Within the note, you can review or modify:
- Work order / Reference numbers.
- Odometer and Engine Hour readings.
- Cost Breakdown (Labor, Parts, Tax, and Miscellaneous).
- Detailed technician observations and attached files.
FAQs
Who can access and edit service history?
Access is determined by your organization’s admin. Only users with the appropriate permissions can view or edit service records.
Can I upload receipts or service documents?
Yes. You can attach invoices, mechanic reports, or other documents to any maintenance entry.
How do I track maintenance costs over time?
Costs are recorded with each maintenance entry. You can generate reports to view totals and analyze trends over time.
Can I import past services data?
Yes. You can use bulk import tools to upload historical service records.
How does service history help with audits?
All maintenance records are stored in one place, making them easy to retrieve and share during audits.
Can I set reminders for upcoming scheduled service?
Yes. You can configure service schedules to receive automated alerts before maintenance is due.
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