Record the maintenance work done on a vehicle

Introduction

When a vehicle comes back from the garage, you write down what was done to it in the maintenance log. Each entry (the screen calls it a Maintenance log) says which vehicle, on what date, at what mileage, which kinds of work were done and anything else worth keeping. The screen headed Maintenance Log lists every entry for your company, newest first; the same entries also appear on each vehicle's own record, on its Maintenance tab, under Maintenance logs.

The kinds of work you can pick from — oil change, tyres, brakes, whatever your company uses — come from a short list your administrator keeps, called Maintenance items.

You would be here because:

• A van is back from the garage and you want its oil change and new brake pads on record.
• A customer or a buyer asks when a car last had its tyres changed.
• You are looking through a vehicle's history before deciding whether to repair or sell it.
• You just want to see what the garage has done to the fleet this month.

Words this screen uses

Every way to add a log entry

Use this page after the work has been done. If the work was booked as an appointment, start from Mark as executed on that appointment, so the appointment is closed and its cost carried over. To plan work that has not happened yet, see Book a vehicle in for a service.

How to use

Configuration

The only setting is the list of kinds of work. Keep it short and clear, because staff pick from it every time.

1. From the main menu, open Admin, then Assets.
2. Click the Maintenance items tile. The screen headed Maintenance item opens, with one column headed Naam (Dutch for "name").
3. Click New. A small window opens with one box, Name. Type the kind of work, for example Oil change, and click Save.
4. To rename an item, click the pencil icon at the end of its row, change Name, and click Save. The new name shows at once on every log that already uses it.
5. To remove an item, click the bin icon at the end of its row. It is deleted straight away, without asking first, and it also disappears from every log that listed it.

The list belongs to your company only; other companies on RentVisie have their own.

Before you start: anyone with an ordinary staff account can add, change and delete log entries on the Maintenance log screen. Only an administrator can open Maintenance items and change the list of kinds of work. The New button on a vehicle's Maintenance logs list is also for administrators only; if you do not see it, use the Maintenance log screen instead.

Using the maintenance log

From the main menu, open Assets, then click the Maintenance log tile (the spanner icon). The screen headed Maintenance Log opens.

1. Look through the list. It shows Log date, Registration number and Mileage, newest first. Each column has a filter box underneath its heading. The columns Log number, External id, Reference and Notes exist but are hidden; switch them on with the column-selection control at the top-right of the list.
2. Add an entry. Click New Maintenance log. A window headed Edit Maintenance Log opens. Fill it in using the table below.
3. Save it. Click Save. The window closes and the entry appears in the list, and on the vehicle's Maintenance tab. Cancel throws away everything you typed.
4. Change an entry. Click its row, or the pencil icon at the end of it, change what you need and click Save.
5. Delete an entry. Click the bin icon at the end of its row. It is deleted straight away, without a question, and cannot be brought back.

Picking the items. Clicking Item opens a window headed Select items, with Tick the items that apply., Select all and Clear all. Tick the work done and click Apply; the items are stored when you click Save.

Skim the table once; you will come back to particular rows as you fill in the window:

To start from the vehicle instead, open Assets, click the Assets tile, go to the Vehicles tab and double-click the vehicle's row. On its record, click the Maintenance tab. The lower list, Maintenance logs, shows Log number, Log date and Reference for this vehicle only. New above it opens the same window with Asset already filled in; the pencil and bin icons work as above.

A worked example

Van V-482-KX comes back from Garage Jansen on 14 September 2026 with invoice 2026-0418 for €385.40: an oil change and new front brake pads, at 48,215 km.

The €385.40 does not go in this window: the log has no amount box. It goes in the garage appointment's Costs, as explained under Key details.

Starting from the appointment instead. Mark as executed on the appointment opens this window filled in: Reference from its Title, Notes from its Description, its items, Log date now and the vehicle's current Mileage. Correct Log date, Mileage and Reference before you click Save.

Key details

Mark as executed turns an appointment into a log entry. The planned appointment (a Maintenance, see Book a vehicle in for a service) leaves the planner and the log window opens in its place. An entry added by hand with New Maintenance log closes no appointment; that stays until it is marked executed or deleted. The log keeps no link back to the appointment, so put the garage reference, here Jansen 2026-0418, in the appointment's Title before you mark it executed.

Costs. Put the garage bill in the appointment's Costs box. Saving it records a cost in the category Maintenance, and Mark as executed moves it onto the log entry; see Record what a vehicle costs you. The Maintenance Costs report under Dashboards lists only appointments still in the planner. An entry added by hand has no cost.

The mileage on a log does not update the vehicle's odometer. It is a note of what the reading was, nothing more. To record a new odometer reading, see Check and correct a vehicle's odometer and fuel readings.

Nothing on the log changes the vehicle's service countdown. The days and kilometres left until the next service come from the vehicle's service schedule, not from the log; see Set up a service schedule.

What to do next: if the work was planned, fill in the appointment's Costs, save it, and close it with Mark as executed rather than adding a separate entry — see Book a vehicle in for a service. If the work was the statutory safety inspection, record it there instead; it writes its own log entry. See Plan and record the statutory safety inspection.

Q&A

I clicked Cancel on the log window that opened after Mark as executed. Is the work recorded? Only if the appointment had a cost: then the entry was saved before the window opened, and you find it in the list as it was filled in. Without a cost, nothing is kept, and the appointment is gone too. Add the entry by hand with New Maintenance log.

Why do I see two log entries for the same garage visit? Someone added an entry by hand and the appointment was also marked executed, which creates its own entry. Keep the one that carries the cost (it came from the appointment) and delete the other with the bin icon.

Why does a log entry show no registration number in the list? It was saved without a vehicle. The window does not insist on one. Click the row, pick the vehicle under Asset and click Save; it then also shows on that vehicle's Maintenance tab.

I deleted a log entry by mistake. Can I get it back? No. The bin icon deletes at once, without asking, and there is no bin to restore from. Enter it again with New Maintenance log.

Why is a kind of work missing from the Item list? It is not on your company's list yet. Ask your administrator to add it under Admin → Assets → Maintenance items. Until then, write it in Notes.

Why did an item disappear from old log entries? Someone deleted it from the Maintenance items list, which also removes it from every entry that used it. The rest of those entries is unchanged. Ask your administrator to add it again, then open each entry and pick it again under Item.

Why does Mileage refuse what I typed? It takes whole kilometres only: no dots, commas, spaces or "km". Type 48215, not 48.215 km.

Why can I not find the Maintenance items tile? It is only on the administrator's Assets screen, under Admin. The Assets item in the main menu does not have it.

Can I see which garage appointment a log entry belongs to? Not from the log. An entry made with Mark as executed carries the appointment's Title in Reference, and the appointment itself no longer exists. For an entry added by hand, search the appointment list for the same reference; see Book a vehicle in for a service. Warnings about inspections that were planned but look unfinished are on Understand the inspection warning flags.

Related pages:

• Book a vehicle in for a service — plan the garage visit, and record its costs
• Set up a service schedule — the reminders that tell you a service is due
• Plan and record the statutory safety inspection — the one kind of work with its own record
• Check and correct a vehicle's odometer and fuel readings — the real odometer history