Maintenance & Fuel
Track vehicle service schedules, fuel consumption, and maintenance costs across your entire fleet.
Overview
Maintenance & Fuel is the service history and running-cost ledger for every vehicle in your fleet. It integrates directly with Fleet Manager — service events recorded here automatically update vehicle statuses there, ensuring that a vehicle in the workshop never gets accidentally dispatched.
The screen is divided into two main areas: Service Records for maintenance events and Fuel Log for consumption tracking. Both areas share a vehicle selector so you can focus on one vehicle at a time or review the full fleet in aggregate.
Service Records
Each service event is logged as a separate record with the following fields:
| Field | Description |
|---|---|
| Vehicle | The plate number of the vehicle being serviced. |
| Service Type | Category of the service: Oil Change, Tire Rotation, Brake Inspection, Full Service, or Emergency Repair. |
| Service Date | Date the service was performed or started. |
| Mileage | Odometer reading at the time of service (km). |
| Workshop | Name of the mechanic or service centre performing the work. |
| Cost | Total cost of the service in local currency. |
| Notes | Optional free-text field for anything not captured by the structured fields — parts replaced, follow-up needed, warranty reference, etc. |
| Attachments | Optional file uploads (PDF, PNG, JPG) attached to the record — invoices, service forms, inspection photos. Stored per-tenant on the server, never mixed with other tenants' files. |
| Status | In Progress or Completed. Only Completed records release the vehicle from Maintenance status in Fleet Manager. |
Attaching Files to a Service Record
Use the Attach file control in the service entry form to upload an invoice or service form before submitting the record. Accepted types are PDF, PNG, and JPG (20 MB max per file). Attached files show a small paperclip icon next to the record's description in the Service Ledger.
Service Alerts
The screen automatically computes service alerts for each vehicle based on the nextServiceDate stored on the vehicle record (set in Fleet Manager) and current mileage:
Email Reminders
Every time you open Maintenance & Fuel, the screen checks the whole fleet's nextServiceDate in the background. Any vehicle that is overdue or due within 7 days triggers a summary email sent from the system mailbox (contact@totalapp.app) to your account's email address, listing every vehicle that needs attention. Each vehicle/date combination is only emailed once — reopening the screen won't send duplicate reminders for the same due date.
Fuel Log
Every fuel fill event is recorded with the following fields:
| Field | Description |
|---|---|
| Vehicle | Plate number of the vehicle being refuelled. |
| Date | Date of the fuel fill. |
| Fuel Type | Diesel, Petrol, or Electric charge (kWh). Must match the vehicle's registered fuel type in Fleet Manager. |
| Volume | Litres filled (or kWh for electric vehicles). |
| Cost | Total fuel cost for this fill. |
| Odometer | Odometer reading at the time of the fill (km). |
| Fuel Efficiency | Auto-calculated from the previous fuel log entry: (odometer − previous odometer) ÷ litres = km/L. |
Fuel Efficiency Requires Two Entries
The km/L efficiency figure is calculated relative to the previous fuel log entry for the same vehicle. The very first log entry for a new vehicle will show — for efficiency until a second entry is recorded.
Cost Summary
The Cost Summary tab aggregates maintenance and fuel costs per vehicle over a selectable period (last 30 days, last 90 days, last 12 months, or all time). It shows:
- Total maintenance costs per vehicle — sum of all service record costs for the period
- Total fuel costs per vehicle — sum of all fuel log costs for the period
- Cost per km — total fleet costs divided by total km driven in the period
- Combined total — maintenance + fuel across all vehicles
All cost summary data can be exported to Excel using the Export button in the header, producing a spreadsheet with one row per vehicle per period.
Fleet Manager Status Integration
Creating a service record with type Full Service or Emergency Repair automatically changes the vehicle's status in Fleet Manager to Maintenance. This prevents the vehicle from being assigned to new Dispatcher jobs while it is in the workshop.
The vehicle status remains Maintenance until the service record is marked as Completed. Marking it Completed returns the vehicle to Active status in Fleet Manager automatically.
Do Not Manually Override
Avoid manually setting a vehicle back to Active in Fleet Manager while a service record is still showing In Progress. This creates a data inconsistency — the vehicle would appear available for dispatch but still have an open service record. Always mark the service as Completed first.
AI Assistant
Click the AI Assistant tab anchored to the right edge of the screen to open a chat panel with context on the vehicle cost ledger — per vehicle: plate, make/model, status, mileage, trailing-30-day running cost, fuel efficiency (L/100km), next service date and mileage, and the number of maintenance and fuel records. When a vehicle is selected it also focuses on that one so you can review its full history.
Example Prompts
- "Which vehicles have the highest monthly running cost?"
- "Which vehicles are overdue for service?"
- "Summarize fuel efficiency across the fleet"
- "Analyse the selected vehicle's cost and service history"
Analyze the Selected Vehicle
With a vehicle selected, the panel offers Analyse Selected Vehicle and Summarize Selected Vehicle shortcuts that scope the answer to that plate — its maintenance history, fuel logs, monthly cost, and service outlook.
Save as Report & Add Knowledge
After the assistant replies, a Save as Report button stores the response in My Reports with an auto-generated title. Use Add Knowledge in the input dock to attach documents so the assistant can factor in your service intervals and cost-control policies.
Frequently Asked Questions
contact@totalapp.app) and lists every vehicle that is overdue or due within 7 days. There is no separate distribution list configuration yet — each user who opens the screen receives the check for their own account.