Maintenance and Service Scheduling

Keep the next service in sight and completed work on record.

Last updated: 22 September 2026.

Keep your fleet in top shape by recording all maintenance activities and tracking service schedules.

Note: Maintenance tracking requires a subscription plan that includes this feature.

Recording Maintenance

Navigate to a vehicle's Maintenance tab
Click Schedule Maintenance or Record Completed Service
Fill in the details:
- Service type — oil change, tyre rotation, brake service, filter replacement, inspection, repair, or other
- Description of the work needed
- Service provider name
- Scheduled date (for upcoming) or Service date (for completed)
- Cost
- Odometer reading
Attach receipts or documents if needed (photos, PDFs — images are automatically optimised)
Save the record

Completing Maintenance

When scheduled work is done, mark it as complete:

Enter the actual cost
Update the odometer reading
Add completion notes
Upload any final receipts
Optionally schedule the next service immediately (e.g., next oil change in 5,000 km)

Maintenance History

The maintenance tab shows all records for each vehicle — both upcoming and completed — with overdue indicators when a service date has passed. This is invaluable for:

Resale documentation
Warranty tracking
Budget planning

Plan the Next Service

Record both the due date and the next-service odometer threshold when applicable. Scheduled work can become overdue because its date has passed or because the current device odometer has reached the threshold. A missing or incorrect odometer reading can affect mileage-based planning, so compare it with the vehicle's service records.

Keep estimated work separate from completed work. When the service is finished, complete the existing scheduled record with its actual date, cost, and notes rather than leaving it outstanding. Use the account's Outstanding maintenance report for upcoming work and Maintenance costs for completed work with recorded costs.

Create a Scheduled Maintenance Record

Open Vehicle → Maintenance and start a new record.
Choose Scheduled rather than completed work.
Select the service type or types, such as oil service and an inspection.
Enter the scheduled date and the next-service mileage threshold where applicable.
Add the provider, notes, and any supporting documents, then save.
Review the entry in the vehicle's maintenance list and in Outstanding maintenance for the relevant date range.

For a service due at 85,000 km, enter the actual odometer threshold, not the remaining distance to drive. Keep the service interval separate from that threshold when both fields are shown.

Record Work Already Completed

Choose Completed when adding a service that has already happened. Enter the actual service date, mileage, cost in KES, provider, and notes. You can select multiple service types for the same visit and attach its receipts. If scheduling the next service at the same time, enable that option and supply the next date and service details before saving.

When you already have a scheduled entry for the work, use its completion action instead of adding a duplicate. Enter the actual completion details, check the next-service information, and save. The completed record should then appear in service history.

Attach Receipts, Edit, and Delete

Supported maintenance attachments include JPG/JPEG, PNG, WEBP, HEIC/HEIF, and PDF, with a limit of 10 MB per file. Open the record to review its attachments. If an upload fails, check the file type and size before retrying.

Use Edit to correct dates, mileage, service types, costs, provider details, or notes, and manage attachments. Use deletion only for an unwanted or erroneous record after checking the vehicle and service date. Removing a record or attachment affects the service evidence available in the application; keep any business copy you need first.

Understand Maintenance Status

Scheduled means work is still outstanding. Overdue means the relevant due date or mileage threshold has been reached. Completed means the work has been recorded as done. A dashboard warning does not book an appointment or complete the service automatically. Review the record and update it after the actual work.