Templates
Van maintenance log with service and renewal dates
One log per van: every service and repair with the odometer reading and cost, plus the dates that are easy to miss, such as the next service, insurance expiry and inspection. Keep it current and you can see what each van has cost this year and what’s due next.
The Excel file adds up the Cost column. Print it for the glovebox or keep it in the office. The first two rows are examples.
Van maintenance log
What’s in the template
Scroll sideways to see all columns.
| Date | Odometer | Work done | Cost | Next service (date) | Next service (odometer) | Insurance expires | Inspection / MOT expires | Notes |
|---|---|---|---|---|---|---|---|---|
| 9/12/26 | 48,210 | Oil and filter change | 95.00 | 3/12/27 | 53,210 | 1/31/27 | 4/30/27 | |
| 10/2/26 | 49,020 | Front brake pads | 240.00 | 1/31/27 | 4/30/27 |
What each column is for
| Column | What to write |
|---|---|
| Date | When the work was done. |
| Odometer | The reading that day, in whatever unit the van shows. |
| Work done | Oil and filter change, front brake pads, new tires, a new battery. |
| Cost | What you paid, parts and labor together. The Total row adds it up. |
| Next service (date) | When the next service is due, from the shop’s sticker or the owner’s manual. |
| Next service (odometer) | The reading at which it’s due. The service is due at whichever comes first. |
| Insurance expires | The policy’s expiry date. Copy it down each row and change it when you renew, so the latest row is always current. |
| Inspection / MOT expires | The state safety or emissions inspection expiry, where your state requires one. UK readers can enter the MOT expiry here: in Great Britain a van needs its first MOT at three years old and then one every year. |
| Notes | The shop’s name, the invoice number, a warranty on the part. |
A spreadsheet won’t remind anyone. Before the end of each month, check the next service, insurance and inspection dates on the latest row and book anything due in the coming weeks.
When a spreadsheet stops working
- Dates pass while the file is closed. HiVis marks insurance, inspections and services as due soon or overdue, by date or mileage, and emails the people who manage vehicles.
- More vans, more files. HiVis keeps each van’s plate, make, model, year, VIN, mileage and assigned driver in one record, with its insurance and maintenance history.
- The paperwork is somewhere else. Each HiVis record can hold documents, such as the policy or a service invoice. See van maintenance reminders in HiVis.
How to use it
Download one copy per van
Download the Excel file, delete the two sample rows and make a copy or a sheet tab for each van.
Fill in the header
The vehicle, its plate and the assigned driver.
Add a row after every service or repair
Date, odometer, what was done and the cost, plus the next service date or reading and the current insurance and inspection dates.
Check the dates each month
Look at the latest row for each van and book anything due soon. The Total row shows what the van has cost so far.
Questions and answers
See your crews, hours and costs in one place
Book a 30-minute demo or start a 30-day trial. We set up your workspace and help move your data.