Vehicle Maintenance Tracking

Keep your fleet fit and never miss a service

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Key Capabilities

What Vehicle Maintenance Does For You

Maintenance Types

Define your own service categories (Oil Change, Brakes, Tires, etc.) with default intervals in days and km.

Auto-Block During Service

When a job goes In Progress, the vehicle is automatically blocked from bookings. Unblocked when complete.

Cost Tracking

Record estimated cost when scheduling, actual cost when done. Compare budget vs reality over time.

Next-Service Reminders

System calculates next service date and mileage automatically based on your configured intervals.

Overdue Alerts

Overdue maintenance is highlighted in red on the index. Dashboard card shows total overdue count.

File Attachments

Attach vendor invoices, photos, or receipts to each maintenance record for a full paper trail.

How It Works

Step Inside Vehicle Maintenance

Scheduled → start (vehicle auto-blocked) → complete (vehicle unblocked, next service calculated, actual cost recorded) or cancel. All transitions logged with timestamp.

Estimate costs when scheduling. Record actual costs on completion. Dashboard shows This Month's maintenance spend. Filter by vehicle to see total maintenance cost per car.

Next service date and mileage auto-calculated from the maintenance type's default interval. Dashboard cards show: Scheduled, In Progress, Overdue counts at a glance.

Every job has a priority: Low, Medium, High, or Critical. Sort and filter your maintenance queue by priority to focus on what matters most.

Real-World Use Cases

How Rental Businesses Use This

Schedule 30 oil changes for next quarter in 5 minutes

Car goes in for brakes — automatically blocked from customer bookings

End of month: pull total maintenance spend per vehicle

Dashboard shows 3 overdue jobs — fix them before they cause breakdowns

FAQ

Vehicle Maintenance — Common Questions

The moment you change a maintenance job to "In Progress," the vehicle is automatically blocked from all new bookings on both the admin and customer-facing portals. When you mark the job as complete, the block is lifted instantly and the vehicle returns to available status.
Each maintenance type has a configurable default interval in days and kilometres. When you complete a job, Bookrenia takes the completion date and the vehicle's current odometer reading, adds the interval, and stores the next service date and mileage automatically. No manual calculation needed.
Yes. Multiple files can be attached to each maintenance job — vendor invoices, parts receipts, mechanic photos, or workshop reports. Files are stored securely and accessible from the job record at any time, giving you a complete paper trail per job.
Every job has an estimated cost (set when scheduling) and an actual cost (recorded on completion). You can filter the maintenance index by vehicle to see a running total. The dashboard also shows this month's total maintenance spend across the entire fleet.
Jobs can be set to Low, Medium, High, or Critical priority. The maintenance index is sortable and filterable by priority so your team can immediately identify the most urgent jobs. Critical jobs are visually distinct to avoid them being overlooked in a busy queue.

Questions about setting up maintenance for your fleet?

We'll help you configure your maintenance types, set up service intervals, and show you how to migrate your existing service records into Bookrenia.

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