Logging Maintenance, Fuel & Odometer

Every vehicle has three append-only logs — maintenance, fuel, and odometer. Here is how to use each one.

Quick Answer

Each vehicle's detail page has three log cards. Click the Add button on each to record a new entry. Entries are permanent — only the maintenance document link can be edited after saving.

Vehicles have three independent logs. Each is append-only — entries are permanent records — and each surfaces a running total on the Quick Stats card at the top of the vehicle detail page.

Maintenance Log

Click Log maintenance on the Maintenance Log card. The Work Performed picker lets you pick:

—One of the vehicle's active scheduled items (e.g., Oil Change) — completing the entry resets that item's next-due date and stores its actual cost
—Ad-hoc — for one-off repairs or service that isn't on the schedule. You type a free-form description

Fill in the date, odometer (optional), vendor, cost, notes, and optionally a document URL pointing to your invoice or service report. Save. The entry is locked except for the document URL — see the "Attaching Documents" article.

Fuel Log

Click Add fuel entry. Enter the date, odometer at the time of fill, fuel amount, total cost, and vendor. Fuel entries with an odometer also auto-create an odometer log entry, so you don't have to record the same reading twice.

Trailers don't consume fuel — the Fuel Log card is automatically hidden when a vehicle's powertrain is set to Trailer.

Odometer Log

Click Add odometer reading for standalone readings (e.g., end-of-month checks). Most readings come in automatically from fuel and maintenance entries — you only need to add manual readings when no fuel or maintenance was logged but the odometer should be recorded anyway.

The vehicle's current odometer is denormalized from the latest reading, so adding entries here updates the Quick Stats card immediately. It also feeds the smart replacement date — more readings over time produce a more accurate mileage projection.

Running totals

The Quick Stats card on every vehicle shows Total Fuel Spend and Total Maintenance Spend. These totals are kept up-to-date automatically on every entry write, so they stay accurate even for vehicles with hundreds of log entries.

ℹ️ Note: Bulk odometer entry is available from the Vehicles list — select multiple vehicles and use the Odometer Entry bulk action. Useful for monthly fleet-wide reading sweeps.