Service Charge Budget Excel
Budget, levies, arrears & sinking fund for OMCs
- Budget in the 9 categories of the MUD Act, vs actual
- Levy per unit from the lease share or floor area
- Arrears aged 0–30 / 31–60 / 61–90 / 90+ days
One-off purchase – no subscription
Vehicle Maintenance Log Excel
Fleet maintenance log for Irish vans, cars and light trucks – NCT, CVRT, walkaround checks, fuel and cost per km
€69incl. VAT
Every van, every due date, every defect – and what each vehicle really costs
10sheets
60vehicles · 2,000 fuel lines
0macros
- Vehicle register with NCT / CVRT, motor tax, insurance and service due dates
- Next service by km and by date, safety inspections and tachograph calibration
- Daily walkaround checks – a dangerous defect puts the vehicle 'Off road'
- Fuel log with full-to-full consumption per 100 km and high-use flags
- Drivers: licence expiry, categories, Driver CPC, penalty points and licence checks
- Cost per vehicle, per km and per month – fuel, repairs, tax, insurance, lease, damage
STARTSETTINGSVEHICLESWALKAROUND CHECKSSERVICE & REPAIRSFUEL LOGDRIVERSDAMAGE & CLAIMSCOSTS & TCODASHBOARD
Found an error in the template? We'll fix it – or refund you.
One log for the whole fleet – what is due, what is broken and what it costs
Enter each vehicle once, then log services, walkaround checks, fuel and damage as they happen. The workbook works out the next NCT or CVRT, the next service by km and date, which vans are off the road, fuel use per 100 km and the cost per km of every vehicle.
In most Irish firms with a handful of vans the fleet lives in someone's head: the CVRT is remembered when the disc runs out, the service when a warning light comes on, and fuel receipts go into a shoebox. It works – until a van is stopped with an expired CRW, a driver's licence lapsed months ago, or nobody can say what the old Transit is actually costing.
This workbook puts it in one place. The VEHICLES sheet holds each van, car or truck with its NCT or CVRT date, motor tax, insurance and service interval; the logs for services, walkaround checks, fuel and damage fill in the odometer, the next service, open defects and the costs. Every vehicle and driver gets a status – OK, due soon, overdue or off road – and the dashboard shows the next twelve months of deadlines and the cost per km.
Without a template
- CVRT, NCT and motor tax dates remembered only when the disc runs out
- Walkaround defects reported on paper and never followed up
- Fuel receipts in a shoebox – no idea which van uses too much
- No real figure for what each vehicle costs per km
With ExcelGrand
- Due dates with warnings and one status per vehicle
- Defects tracked until repaired; dangerous ones take the van off the road
- Full-to-full consumption per 100 km with 'High use' flags
- Cost per vehicle, per km and per month, updated from the logs
What's in the file
START
Key figures, quick links and a step-by-step guide.
SETTINGS
Company, warning windows (days and km), licence-check interval, penalty-point thresholds, vehicle classes with NCT / CVRT rules and service intervals, depots and garages.
VEHICLES
Reg., make & model, class, fuel, first registration, depot, driver – odometer, vehicle status, next deadline, NCT / CVRT, motor tax, insurance, next service, safety inspection, tachograph, costs and fuel target.
WALKAROUND CHECKS
Daily pre-use checks in 8 areas, defect details and severity, repaired on, status (OK / Open / Off road / Repaired) and days to fix.
SERVICE & REPAIRS
Services, safety inspections, repairs, tyres, NCT and CVRT tests with garage, invoice, parts, labour, days off road and test result.
FUEL LOG
Fill-ups and charging: litres or kWh, price per litre, km since last fill, full-to-full use per 100 km vs target, fuel cost per km and checks.
DRIVERS
Licence categories and expiry, Driver CPC, penalty points, last and next licence check, main vehicle, checks done and incidents – with a status per driver.
DAMAGE & CLAIMS
Collisions, reversing knocks, theft, glass and vandalism: Gardaí, insurer, claim no., repair cost, recovered, own cost and status.
COSTS & TCO
Per vehicle for the period: km, fuel, maintenance, tests, motor tax & insurance, lease or depreciation, damage – total, cost per km and per month.
DASHBOARD
Vehicles in use, action needed, due soon and cost per km, with charts of deadlines, cost per vehicle, cost per month and defects by area.
Take a look inside
Specifications
Format.xlsx
RequiresExcel 2016+ / Microsoft 365
Sheets10
Capacity60 vehicles · 50 drivers · 600 checks · 400 jobs · 2,000 fuel lines · 100 claims
AlertsOverdue, due soon, off road, high fuel use, licence and CPC
MacrosNone
Who is it for?
- Contractors & tradespeople with vans
- Facilities & maintenance companies
- Delivery & service businesses
- Fleet and office managers
- Small fleets moving off paper
Frequently asked questions
What should be included in a vehicle maintenance log?
For each vehicle: registration, make and model, odometer, and every service, repair, inspection and test with the date, mileage, garage and cost. For vans and trucks add the daily walkaround checks with any defects and when they were fixed, and keep the NCT or CVRT, motor tax and insurance dates in view. This workbook has a sheet for each and links them by reg. number.
How do you record vehicle maintenance?
Log each job as it happens – date, odometer reading, type of work, garage, invoice and cost – and note what triggered it (a service interval, a defect, a test). In SERVICE & REPAIRS a 'Service' line automatically sets the next service by km and by date in the VEHICLES sheet, and a safety inspection sets the next one.
What does the RSA walkaround check check?
The daily walkaround covers the parts a driver can see and test before setting off: tyres and wheel fixings, lights and indicators, brakes and steering, mirrors, glass and wipers, fluid levels and leaks, bodywork, doors and load security, dashboard warnings and horn, and the discs and safety equipment. The WALKAROUND CHECKS sheet records these 8 areas; check the RSA's current guidance for your vehicle type.
When is a van due its CVRT, and a car its NCT?
Commercial vehicles such as vans and jeeps up to 3,500 kg, trucks and minibuses are tested one year after first registration and every year after that. Private cars have their NCT at 4 years, then every 2 years until they are 10, then yearly. Type the expiry date from the certificate; if it is missing, the workbook estimates it from the first registration and highlights it.
Is there a free vehicle maintenance log template in Excel?
Yes – several sites offer simple logs with a date, mileage and cost column. This one adds Irish due dates (NCT, CVRT, motor tax, insurance), service reminders by km, walkaround checks with defect follow-up, full-to-full fuel consumption, driver licence and CPC checks, damage and claims, and cost per km per vehicle, with sample data so you can see it working.
Does it make our fleet compliant with RSA rules?
No spreadsheet can do that. It helps you keep dated records of checks, defects, repairs and tests and spot what is due or overdue, but it does not replace the NCT or CVRT, a competent mechanic, your drivers' checks or advice on which rules apply to your vehicles.
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Vehicle Maintenance Log Excel
Fleet maintenance log for Irish vans, cars and light trucks – NCT, CVRT, walkaround checks, fuel and cost per km · €69
Vehicle maintenance log template in Excel – fleet maintenance spreadsheet, service records and walkaround checks
A vehicle maintenance log template keeps the service and repair history of every van, car and truck in one place. This Excel version works as a fleet vehicle maintenance log and a vehicle maintenance schedule: next service by km and by date, NCT and CVRT due dates, motor tax and insurance renewals, all with warnings before they fall due.
Use it as your fleet management spreadsheet for a commercial vehicle maintenance log in Ireland: record daily walkaround checks and defects, fuel use per 100 km, driver licence checks and penalty points, damage and insurance claims, and see the total cost of ownership and cost per km of each vehicle.
Vehicle Maintenance Log Excel€69