Vehicle Maintenance & Service Log

The problem this kills

Your fleet's service schedule lives in someone's head, three spreadsheets, and a stack of garage receipts. An oil change gets missed because nobody noticed the odometer crossed the interval. An inspection lapses and a van gets pulled off the road. When finance asks "what did we spend maintaining unit 14 this year?" you spend an afternoon adding up paper invoices.

The painful part isn't the work itself - it's that nothing watches the calendar and the odometer for you, nothing stops the same "this is due" alert from firing five times, and there's no single place that says who approved a repair and what it actually cost.

What you'll build

A private, login-only web app for your team that:

• Imports your vehicles (with current odometer and service intervals), your service types (oil, tires, inspection, etc.), and your vendors/garages from a CSV or Google Sheet.
• Automatically flags every vehicle that's due - either because a date interval has passed or because the odometer has crossed the mileage interval.
• Projects the next-due date from each vehicle's real mileage trend, so a van that drives 200 km a day gets warned earlier than one that barely moves.
• Routes every due-service recommendation through a fleet manager's approval before it's scheduled, and again before it's logged as Complete with its final cost.
• Keeps a full service history per vehicle with a cost rollup, and exports the whole thing as a clean CSV.

What's inside the Implementation Plan

• A copy-paste runbook you drop into Claude Code that builds the whole tool with you, step by step - no prior coding needed.
• It opens by interviewing you about your fleet - your vehicles, how you name and number them, your service intervals, who approves repairs, and your messy exceptions (loaners, leased units, odometer rollbacks). It tailors the data model and rules to your operation instead of handing you a generic template.
• The exact build steps: secure login, vehicle/interval/vendor import, the due-by-date-and-mileage engine, the manager approval gate, completion logging with cost, the per-vehicle history and rollup, reminder emails, and the CSV export.
• An odometer always-increases validation, a mileage-trend projection for next-due, and a duplicate guard that won't re-trigger a due alert until the prior service is logged.
• A "No API yet?" fallback so you can build and use the whole thing today straight from a spreadsheet - no integration with your existing fleet system required.

The governance it includes (this is the point)

• Login so only your team can open the tool.
• Row-level security so each organization only ever sees its own vehicles and history.
• A complete audit trail - who flagged, approved, scheduled, and completed each service, and when.
• A human-in-the-loop approval gate - the tool drafts the due-service recommendation; a fleet manager reviews and approves before anything is scheduled, and approves the final cost before it's logged as Complete.
• Duplicate guards so one overdue vehicle can't generate a pile of repeat alerts or double-logged services.

Who it's for

Fleet managers, facilities and maintenance coordinators, and garage liaisons who keep vehicles serviced, road-legal, and on budget - and who are tired of doing it from memory and a shoebox of receipts.

You've got this - paste the first prompt and let the agent interview you about your fleet.