Keeping Vehicle Maintenance Logs

[James-W]

I have a small notebook in the glove box of each vehicle. I write down when I get gas and how much gas as well as the cost per gallon and the total cost. I write down oil changes and services done as well as repairs. In this way I can check the vehicles "miles per gallon" at any point during the time I have owned the vehicle and if I need to know when I did something to the vehicle, I have that information close at hand.

 

[zmotorsports]

I have a small notebook in the glove box of each vehicle. I write down when I get gas and how much gas as well as the cost per gallon and the total cost. I write down oil changes and services done as well as repairs. In this way I can check the vehicles "miles per gallon" at any point during the time I have owned the vehicle and if I need to know when I did something to the vehicle, I have that information close at hand.

I too used to write down every gallon of fuel that went into each vehicle as well as calculated the MPG but over the past 8 or so years have stopped tracking the fuel portion, with the exception of our coach. I have a record of every fuel stop and every gallon of diesel that has gone into it since we purchased it in February 2007. I really don't have a good reason why I still track this but I do.

 

[zmotorsports]

As far as upcoming projects or repairs to vehicles I just write those on a large white board and then cross off as they are completed and write them in the vehicle log for the corresponding vehicle. If my wife tells me about something that isn't an emergency or I notice something on one of my vehicles, OPE or anything else I simply make a note on the white board and try to fit it in when possible.

 

[Greeny]

Reciepts in a file folder for each vehicle. Each vehicle has a small notebook in the glove box where I log the date and mileage of oil changes, tires/brakes/belt replacement, etc.

 

[fsae0607]

I have an excel spreadsheet for our cars that has type of service, date, mileage and part numbers used.

Every so often I'll jot down the current mileage on one of our cars and check the spreadsheet to see what's due.

Also, when logging part numbers, when something is due I can pull it up, write it down and order the same thing.

 

[GarageGuy89]

Between toys and family daily drivers, I maintain 6 cars. Each one has a spiral notebook. The first page has info about the car's purchase and data like lug nut torque, tire pressures, oil and air filter part numbers, etc. A couple pages in I record all oil changes with date and mileage. A few pages after that I keep notes of all repairs with date and mileage. Each car also has a file folder in my file cabinet with all parts and service receipts.

Same here, but I keep it in the glove box of each vehicle. I can't remember all the things and dates, and have more vehicles to maintain then I have fingers. If I didn't do it I would forget or make the change too early.

Motorcycles, tractors, and toys just get a yearly maintenance schedule so no need to keep track of them.

 

[schm1an]

I keep a very detailed Excel spreadsheet that tracks every drop of gasoline consumed, every penny spent, every mile driven, everything that has been done to the car, and on what date. Each entry has a separate line and every topic has a pivot table and a graph for easier data viewing.

Yes, I am an engineer. Yes, there's something wrong with me

 

[rlitman]

I use google drive. Set up folder for each vehicle. In the folder I keep a google spreadsheet for maintenance. I also throw pics, pdf's etc in the folder for future reference.

I can access from phone of garage PC.

+1 for a Google Sheet. I can access my Google Sheet with my phone while at the parts counter, or at the car side, while still being able to use it from my computer when shopping for parts online, etc. I find it so much more convenient for this data to be in the cloud available from anywhere, than in a single notebook.

 

[kkenney]

This is what I use, works great. http://www.carcaresoftware.com/

 

[yeldogt]

I keep a very detailed Excel spreadsheet that tracks every drop of gasoline consumed, every penny spent, every mile driven, everything that has been done to the car, and on what date. Each entry has a separate line and every topic has a pivot table and a graph for easier data viewing.

Yes, I am an engineer. Yes, there's something wrong with me

don't have kids ...maybe skip the wife as well

 

[threeputt]

I keep up 6 vehicles and a boat. When I service one of them I just send an email from Outlook to my Gmail email address. I can then look on my phone to check my gmail to see when it is time for next service. Works for me
I also use a sharpie and mark the filter with miles or hours when I last service them.

 

[Tonyuk]

I change the oil in my car at 10K or yearly with a new filter, i change all other filters etc.. at 20K or 2 years.

I don't bother with any service records, my cars past 100K now and likely would just be auctioned when it was traded in, a written service history wont really matter.

I habit i've had since i started working on cars is to write the mileage and date on filters, batteries etc.. being put on. Helps people know if work has actually been carried out.

I wouldn't bother with spreadsheets etc.. unless i owned some valuable classic.

 

[GMCGarage]

How does everyone here keep logs on vehicles and track of services? It seems like I have a ever rotating fleet of vehicles I work on and I keep telling myself "hey you dummy you need to keep better records" So after recently doing a large amount of work on my diesel truck I am looking for some kind of system to keep track of vehicles right now I take care of about 7-10 cars/trucks plus some farm equipment.

The thought has crossed my mind to get a file cabinet and do " work orders" for every job but I think it may get cluttered up over time.

or do most people like E repair logs? if so what would you recomend

Anymore I dont bother. I have never had a dealer ask me for my records, they only want to make the sale, they will take my car. If selling to private person, I leave it up to them to judge. My newest cars have onstar, and that records when I change oil.

Sure you might get a few extra 100 bucks from a private sale, but most folks doing private sales still judge the car for themselves.

 

[NOMAD]

I just jot things down in one little notebook in my office. Oil Changes and any parts changing etc. I try to keep up with it but inevitably I'll add something later.
Gives me a "close enough" reference list.

 

[glend123]

I have a vehicle maintenance template printed out from microsoft word for each car and they are taped to the inside of my upper cabinet doors.

 

[velillen01]

For tracking fuel I have an app for the phone (fuelly). I don't do it every fill up but usually when I'm curious..so every couple of months or if i'd been towing or long road trip type stuff.

As for maintenance I have a simple spread sheet for each car/thing to track. It has the common stuff as a header on top (wiper blades, oil, filters, ect) and the date mileage. Easy to write date and mileage and a X in the appropriate box. For not as normal things I just write it after date/mileage.

I mostly just do it for myself more than anything. Oil changes are done every 5k so easy to know when due. But things like wiper blades it nice to be able to see how many miles and age I got out of them

 

[APEowner]

I have a file for each vehicle in my file cabinet for receipts and other documents. The street cars each have a notebook in them where I document services, repairs and fuel used (also DEF on the new diesel.) Any paperwork that's worth hanging on to (parts warranties, accessory instructions...) goes in the file.


The race cars get a three ring binder for setup information and documentation (CAD drawings, schematics, manufacturer's notes...) Receipts go in the file. I use Stock Car Stats Pro (even though they're road race cars) software to track tires, setups and track notes.

 

[strutaeng]

I have a '99 Silverado I bought when I was in college in 2009 with like 87k miles. I started a log when I had like 120k miles. I started with oil changes, but was driving it a lot back then so I gave up quickly on that. I'll put in coolant change, plugs, alternators, etc., but not oil changes. I do mostly for warrante items. I did get a set of spark plug wires waranteed. The old log book helped pin down the place and when I bought them.

Honestly, I have less than half of page of things that I have done, and I'm at 240k; it's probably just breaking in. I just bought a 2000 K3500 SRW with 204k miles. Maintenance unknown, so I'm starting a log book on it.

I have started using Excel.

My wife has a 2013 T&C with less than 55k, so no log book there yet.

I'd say log book is good idea for vehicles over 100k. There's really not much maintenance on modern vehicles prior to that mark anyways.

 

[9C1]

I keep a 3x5 spiral notebook in each of the 7 cars in our fleet. We enter fuel purchases as well as other maintenance items in there for a quick glance at what might be due.

Additionally I have Automotive Wolf software (http://www.automotivewolf.com/) on the home desktop that all that gets entered into. I can set maintenance intervals on there as well as record maintenance and repairs. I get warned of maintenance due and reports of mileage at each fuel entry. This allows me to see performance trends that might indicate the need for maintenance or repairs sooner than the regular schedule calls for.

The Automotive Wolf was $20 several decades ago, but I would gladly pay more for it. I like it a lot. I have no financial or other interest in that program or the producers of it. BTW: Two of the fleet are approaching 300K miles with no major powertrain replacements. I attribute that to the quality maintenance driven by these steps.

 

[jdoe213]

I have a note book with a couple of pages dedicated to each vehicle. I do pretty good with keeping track with new parts ( dates and part #)and stuff like that when the honey do list is not too long.

 

[analog]

This is what I use, works great. Car Care Software

I use this software too. It works very well and I've used the historical records many times. "When did I last change the brakes on the car?".

 

[LifeLongWNYer]

I use Excel, and have a file for each vehicle. for the daily drivers, I enter the fuel and mileage every couple of months, or so, not each fill up, but the total since my last entry, which is good enough for me. The antiques don't go through much gas, so each fill up gets an entry, usually not that many in a summer.

Other expenses, like purchases of parts, and oil, just get an entry for the type of item, cost and mileage when done.

Each worksheet has a column which gives me a "10 tank" MPG, a "overall" MPG, and a "cost per mile" of ownership. Yup, maybe too much information, but fun to review on those cold winter nights when there is nothing good on TV.

I started these YEARS ago, when I was first learning Excel, and do it more now out of habit, than necessity. Once one file is set up, when I buy a new vehicle, it takes all of 2 minutes to set up a blank file for the new purchase.



.

 

[Low50s]

Where I work we have extra large note cards with filter and fluid information written on stored inside a card catalog. Then we track miles daily and monthly we enter those into the computer which generates services due.
I have always had some kind of log with work so now I want some kind of log for home vehicles i love all the suggestions

 

[finn]

Spiral notebook in the glove box or file cabinet for all maintenance and repairs. With six active trucks, a Jeep, four active collector cars, four project cars, a side x side, tractor, boat, lawn tractor, three mowers, log splitter, rototiller, and several chain saws, there is no way I can remember when the last oil change or brake job or under chassis inspection was.

 

[schm1an]

don't have kids ...maybe skip the wife as well

Too late on both counts

 

[mfewtrail]

I just use a simple text document formatted with bullets for each entry. I date each entry, list what maintenance was performed or part was replaced, mileage it was replaced at, and any other notes that may be helpful later on. I have this under a folder with the year/make/model of the vehicle and have another folder within that containing digitized receipts for all parts. I have all the receipts labeled by name, where it was purchased, etc. so it's very easy to find what I'm looking for. It sounds like a lot of work, but it really isn't. I spend maybe 30 seconds to update an entry at most.

 

[Lynden]

I also keep a spiral notebook in each vehicle and a file for each vehicle in the file cabinet. The best notebook I have found is a surveying field book. My dad was a civil engineer (as am I) and always used a field book for vehicle records. I've carried on the tradition.

https://www.amazon.com/dp/B071S96P5L/?tag=atomicindus08-20 -- Hardcover field books are also available.

I still have dad's notebooks from his '48 Chevy, '57 Chevy and '64 Dodge Dart.

 

[PALYDIN11]

I started out keeping a folder for each vehicle.

Fast forward to today
I now have an excel spreadsheet for repairs and maintenance, with tabs for each vehicle.
I also scan the work orders and receipts and keep the electronically.

 

[3rdgendslmech]

If you've got a smart phone or even if you don't....just go to Google and create a document for each vehicle.

 

[BigSteve63]

I started out keeping a folder for each vehicle.

Fast forward to today
I now have an excel spreadsheet for repairs and maintenance, with tabs for each vehicle.
I also scan the work orders and receipts and keep the electronically.

Same Here! The last time I traded vehicles, I handed the dealer a print out of everything done to the vehicle and all the receipts - he asked my wife "who does this kind of stuff?" She just shook her head and said "he does"

Steve

 

[marineman]

My vehicles are my maintenance records, anything that's not rusty was recently replaced.

 

[Chris4x4Gill2]

I keep a small pocket size notebook in the console of each car and record date and mileage of any service plus any notes. Receipts go in the glove box in a envelope.

 

[SHOCheapRacing]

I just started a running list on the garage wall. It worked out great for 12 years, till I moved. The last thing I did on the way out was take pictures of the maintenance and repairs and put them up in my new garage.

I only really cared about when I did pads/rotors, diffs, hoses, belts, batteries and tires.

Almost like tracking kids heights, but it was the cars history right there all the time. Hard for the wife to forget to tell me she needs and oil change when it was written right next to her car door.

 

[Jazz1]

My '91 daily driver I keep a log under seat as its been using some ink to keep track the past few years as it nears 200,000 miles. At least 2 entries annually plus fluid changes

My hotrod only needs oil changes logged so no log kept yet after building 7 years ago as all suspension and engine new. Transmission was inspected by pro 2 years ago with a clean bill of health.

Wife's car only fluid changes logged. 2000 miles a year

I think its handy to keep some records although I am sure most of you drive more than me. My daily driver I average 4000 miles per year

 

[DGersic]

Each car gets a spreadsheet to track date, mileage, work done, cost, and links to receipts, Blackstone lab reports, or other documents. Receipts get scanned with name and date (Napa-18Dec2018).

There’s a separate one for gas and mileage. That’s probably not needed, but could point out something going wrong before it gets bad. Also interesting to see how driving styles affect mileage.

I haven’t sold a car in 25 years. They get driven until the rust kills them. The records save me having to look up old receipts to get part numbers or figure out when I did something last time. On the regular cars, that’s a convenience. On the hot rod, it’s damn near essential, since there’s so much there that’s otherwise a pain in the *** to figure out again.



Sent from my iPad using The Garage Journal mobile app

 

[Adam12367]

Silver sharpie on the air cleaner housing for routine work like oil and various filter changes.
Silver sharpie on the radiator support or shroud for other work like timing chains/guides, water pump, fuel injectors and seals.
All with dates and mileage.


now all this is on 1977 Mercedes, so there is a lot or real estate on that air cleaner housing.

i figure that way if i ever sell the car its all there under the hood for someone to look at.

 

[bczygan]

Life is too short.

Bill

 

[sberry]

I make a couple notes under the hood with a marker too. Only a couple things I care about. Belt, plugs, anti freeze and possibly other fluid change, maybe oil on occasion.
None of the rest of it I care about, brakes are by need and inspection during tire rotate or problems, I dont care about dates, if its worn its worn, doesnt matter when.

 

[exranger06]

I keep paper files on each vehicle. Each vehicle has its own folder with receipts and records in it. Files are stored in a filing cabinet in my office, along with all the other important files for the house and whatnot.

In the files, I keep a few sheets of notebook paper - one sheet I record just oil changes on with date, mileage, brand/type of oil.
The other sheet has all other maintenance items and repairs recorded on it with date, mileage, and part numbers used. It makes it nice and easy to see a car's entire repair/maintenance history on a single sheet of paper (or a few sheets of paper, if I've owned the car long enough).

 

[sberry]

I thought when I looked at a couple jobs thought I might get a warranty but the problem is usually something else. I aint taking a few worn out **** up pads for replacement, I am going to put a new over the counter set on and any replacement parts I put on usually outlast the car.
I don't rebuild cars either. I fix them and keep them going and when I look back it took me a while to figure out I didn't need to throw every part at them. Its kind of the point of it. I made it as super easy as I can to do the most common routine work vs really trying to make a super science of it all.
I try to impress this on Bill G. The point isn't to see how many pieces you can hunt for but should have been building all the way along with a simple feeder. You aint gotta rebuild the whole thing. I don't always do both ball joints on an old car, I don't always do up and down especially if I catch stuff before it becomes a wreck. When I get a sticky brake I pull in and fix it at the first sign vs studying it to death.
I have had a couple old cars have brake issues after I work on it but **** happens. Not the end of the world to do some stuff twice,.