Fleet Management Spreadsheet Template

Overview

This template provides a comprehensive system for managing fleet operations, centralized around `Vehicles`, `Users`, `Maintenance`, and `Fuel Logs`. It connects every fuel receipt and repair invoice to specific vehicles and drivers, ensuring you always know the total cost of ownership for every asset. Unlike static files, this database actively works for you—using AI to look up vehicle specs and assess the urgency of reported issues automatically.

Why choose a Fleet Management database over spreadsheets

Scale your operations without the chaos of broken formulas or disconnected files. Softr Databases use a relational structure where a single vehicle record connects natively to unlimited maintenance logs and fuel entries. This ensures data integrity—drivers can't enter text in date fields—and allows for powerful rollups to calculate total maintenance costs instantly without navigating complex pivot tables.

Core features and functionality

This template goes beyond storage by utilizing Database AI agents to automate administrative work. The AI actively searches the web to fill in engine specs for your inventory and analyzes maintenance descriptions to tag urgency levels (Low, Medium, Critical) automatically. Combined with attachment support for fuel receipts and damage photos, this system provides a level of depth and automation that spreadsheets simply cannot match.

Who is this Fleet Management database for

This template is designed for operations teams that need to move beyond manual tracking:

• Fleet Managers: Monitor vehicle status, track total maintenance costs, and assign assets to drivers.
• Logistics Coordinators: organize driver shifts and ensure vehicles remain active and compliant.
• Small Business Owners: Centralize asset management to prevent missed service dates and expensive breakdowns.

How to take it further

1. Customize the database
Add specific fields to the `Vehicles` table for insurance policy numbers, registration expiry dates, or lease terms. You can also modify the `Status` options to match your specific operational workflow (e.g., adding "Awaiting Parts").

2. Import your existing data
Stop manually copying rows. Use the CSV import feature to bulk upload your current vehicle list and driver details directly into the database, instantly creating a structured inventory.

3. Build an app on top
Turn this database into a mobile-friendly app using the interface builder. You can give drivers a portal to upload fuel receipts and report issues from their phones, automatically linking records to their profile. Use users and permissions to ensure drivers only see their assigned vehicles while admins view the entire fleet dashboard.