Maintenance and inventory tracking

[nomadicflyer]

I’m looking for those that use a spreadsheet, database or app to track vehicle and equipment maintenance and what they think of it. I’m looking for something that tracks and schedules preventive maintenance (oil changes/tune ups), the part numbers involved in those events (filter numbers/gasket numbers), and maybe even what parts I have “in stock” that are running low and need re ordered.

Im too old to pay someone a monthly fee for this. I don’t mind paying for a program or a database- but then it’s mine and I can do what I want with it. It’s gotta live on my shop laptop or iPad.

What are you guys using out there? What’s not working, what’s working, and who can help me get out of my notebooks and status boards?

Thanks!

 

[tarmy]

I keep a binder with sections for each car, truck, my tractor and 4 boats. It also includes sections on the house appliances, various motorized things (pool cover, lawn mower, chainsaws, etc.) and the homes (paint, dock, septic tank, etc). Three big binders with pouches to hold paperwork and receipts covers it. Each section has part numbers and service tips I have learned.

 

[nomadicflyer]

Thanks, Tarmy! I’m in your camp. I have a hard bound notebook for each vehicle, a large project progress board on the wall, notes, files, a work order rack to track ordered parts…. And I need to join the 20th century. LOL. I don’t even need to join this decade, just something a little more searchable. I’m going to have to bring in outside help to keep up with all the projects, so this needs to be usable by several of us to track work done, work that still needs to be done, and where we stand.

 

[BillK]

Is this for personal vehicles or work ? I cant imagine there not being an app available to do it.

 

[Stuart in MN]

Unless you have an entire fleet of vehicles I would just use an Excel spreadsheet, or whatever spreadsheet program that came included with your computer.

 

[mm08822]

I use a single spreadsheet for 3 vehicles - front & back used of 1 sheet of paper, placed on the front of my tool cabinet. It includes service interval, consumable part #'s, fluid capacities/specs, bolt sizes, torque values, psi, etc. It has minimal room for notes but I write them in and eventually scan that sheet for retaining some past info.

I then update it with the most recent service mileage/date performed and put up a new clean version for reference.

Some info just has to get scanned to pdf, or websites saved. I try to pdf relevant website info in case the link breaks or info taken down. Sometimes pics taken and saved in relevant titled sub-folder.

It's still pretty manual....just minimizing loose paper....otherwise I will drown...

 

[LopezBart]

I use a separate google doc for each vehicle:
date, mileage (or hours for tractor, mower), service performed and/or problems noted.
part numbers for routine maintenance are at the top for easy reordering.

I suppose I could use a google sheet; that's what I did for my own bp/bg/medications for a while.

When the shop is finished w/ wifi, etc, I'll put a computer there so I can keep track and watch youtube how-to videos .

 

[nomadicflyer]

Is this for personal vehicles or work ? I cant imagine there not being an app available to do it.

Bill
There are plenty of pay per vehicle per month apps out there, I’ll just keep using paper before I use those. I’m tracking about a dozen vehicles/pieces of equipment that need PMs and outside maint tracked. And a cabinet or two full of pieces and parts that I’d like linked to project and PM work.

 

[nomadicflyer]

Unless you have an entire fleet of vehicles I would just use an Excel spreadsheet, or whatever spreadsheet program that came included with your computer.

Hey Stuart,
Yeah I’m at the fleet level. I’m at least beyond my own brain capacity. It’s not a fancy fleet, but between daily drivers, tractors, brush cutters, chain saws and other equipment, there’s a lot of oils and filters and other MX that needs tracked. I’ve used access database PM software at work places, and would love to find a light version for the family stuff.

 

[nomadicflyer]

I use a single spreadsheet for 3 vehicles - front & back used of 1 sheet of paper, placed on the front of my tool cabinet. It includes service interval, consumable part #'s, fluid capacities/specs, bolt sizes, torque values, psi, etc. It has minimal room for notes but I write them in and eventually scan that sheet for retaining some past info.

I then update it with the most recent service mileage/date performed and put up a new clean version for reference.

Some info just has to get scanned to pdf, or websites saved. I try to pdf relevant website info in case the link breaks or info taken down. Sometimes pics taken and saved in relevant titled sub-folder.

It's still pretty manual....just minimizing loose paper....otherwise I will drown...

MM,
Sounds like a system I was starting on. Basically putting in files what I had on paper, but then I got stuck trying to search what was coming up next and what parts I had vs what parts still needed ordered. I might be looking for something that only exists in database offerings like what we had at some work sites. But I figured I would ask around!

 

[nomadicflyer]

I use a separate google doc for each vehicle:
date, mileage (or hours for tractor, mower), service performed and/or problems noted.
part numbers for routine maintenance are at the top for easy reordering.

I suppose I could use a google sheet; that's what I did for my own bp/bg/medications for a while.

When the shop is finished w/ wifi, etc, I'll put a computer there so I can keep track and watch youtube how-to videos .

Best of luck in the shop, Bart! And the meds. I’m new to the daily medication world, and multiple docs. That takes its own book and notes!

 

[BillK]

Bill
There are plenty of pay per vehicle per month apps out there, I’ll just keep using paper before I use those. I’m tracking about a dozen vehicles/pieces of equipment that need PMs and outside maint tracked. And a cabinet or two full of pieces and parts that I’d like linked to project and PM work.

Ill ask the guys at the electrical contractor next door to me. They probably have 30 vehicles and I know he uses something that tells him when they need PMs etc. I am sure whatever they use is not cheap. But you never know.

 

[dhally]

I use an app called Drivvo for tracking auto maintenance. It can also track fuel usage but I don't do that. I think the Fuelly app has similar features. I use the

For parts, I use Google Keep which is basically a note app. It's good for quick reference when I'm at the auto parts store.

 

[nomadicflyer]

Thanks, dhally! I’ve seen Drivvo in the searches I’ve done. Will Drivvo give you a list of **** to do, if you entered in a maintenance schedule?

 

[racecougar]

I just use Google sheets. I have a separate tab for each vehicle (16 vehicles currently). It's free, simple, and completely tailorable.

 

[LopezBart]

I just use Google sheets. I have a separate tab for each vehicle (16 vehicles currently). It's free, simple, and completely tailorable.

And of course is available anywhere you can get a cell signal, so you can recall service info while on a trip if needed.

 

[racecougar]

And of course is available anywhere you can get a cell signal, so you can recall service info while on a trip if needed.

True and very good point. I often make my entries from my cell phone whilst sitting in the driver seat (in view of the odometer) of the vehicle directly after performing whatever service was needed. Being able to easily access it from phone or PC is super handy.

 

[ITGuy1998]

I've always used a small spiral bound notepad that I keep in each car's glovebox. I check often enough where it isn't a big deal. I ahve toyed with doing something like the OP is suggesting, but for my small number of vehicles, I didn't find it worth it. It all comes down to personal preference.

I have also started logging all of my maintenance on Carfax though.

 

[R07AG]

I use Fuelio (https://www.fuel.io/) to track maintenance. I use to be meticulous on tracking fill ups with it but stopped a few vehicles ago. I think there is a paid version but I just use the free version and have been happy with it.

I recently looked https://canadiangearhead.com/gearhead-tracker/ from Canadian Gearhead and it does a similar thing. Didn't move forward with it though but looked into the Notion site after which might be helpful instead.

 

[rd65]

One of the guys at work made up an Excel spreadsheet that tracks date, unit number, manufacturer, model, dept, who turned unit in w/ problem, and finally work that I did on unit. I can look up using any of those categories. I've been using it for the last 10+ years and it has worked great. It doesnt track parts or order points but I see the need when I am working on the unit and order parts when stocks get low.

 

[nomadicflyer]

I've always used a small spiral bound notepad that I keep in each car's glovebox. I check often enough where it isn't a big deal. I ahve toyed with doing something like the OP is suggesting, but for my small number of vehicles, I didn't find it worth it. It all comes down to personal preference.

I have also started logging all of my maintenance on Carfax though.

1998- yeah, I’ve got some work trucks tracking with the Carfax app. It’s nice that it pulls prior service done from shops that report. I haven’t found where to enter in a mx schedule or project flow list, though. Still using paper for that.

 

[BTL-A4]

I’m looking for those that use a spreadsheet, database or app to track vehicle and equipment maintenance and what they think of it. I’m looking for something that tracks and schedules preventive maintenance (oil changes/tune ups), the part numbers involved in those events (filter numbers/gasket numbers), and maybe even what parts I have “in stock” that are running low and need re ordered.

Im too old to pay someone a monthly fee for this. I don’t mind paying for a program or a database- but then it’s mine and I can do what I want with it. It’s gotta live on my shop laptop or iPad.

What are you guys using out there? What’s not working, what’s working, and who can help me get out of my notebooks and status boards?

Thanks!

Sounds like you'd like something that has some sort of "alarm" to tell you when the next service is due. What about those stickers that go in the corner of the windshield that have the next oil change/tune-up date/mileage written on them? I suppose you could place them on your equipment as well. You could use those in conjunction with your notes. They are not an alarm that goes off, but you see them when you get in the vehicle or use the equipment.

Many newer cars have some sort of maintenance calendar in the onboard computer. I reset mine every time I change the oil, etc. I have the part numbers. torque specs, etc. listed in an Excel spreadsheet and on a sticky note on a bulletin board on the garage wall.

 

[Yankeefarmer]

I simply use the Notes app on my iPhone/ipad. One note per vehicle/piece of equipment. Photo of VIN plate, license plate, list of filter part nos, fluid recommendation, then a log of maintenance and repairs.

 

[Two Door]

I received an email about this today -Amsoil - My Garage. I haven't looked at it but it sounds like part (maintenance tracking) of what you're asking for. Appears to be both internet and phone.

Keeping track of vehicle maintenance can be a hassle. Some people end up with greasy notebooks scattered around the garage. Others jam fistfuls of receipts in their glovebox.

MyGarage is a far better – and cleaner – way to track maintenance.

This free, easy-to-use online resource lets you...

• Store all your vehicle and equipment records in one place
• Keep track of oil changes, ****** service, tire rotations – virtually anything
• Download and print all your records and have them available if you decide to sell a vehicle
• Store unlimited vehicle records

MyGarage can track maintenance records for everything in your family fleet. As an added bonus, you can print all your records and have them available if you decide to sell a vehicle.