Vehicle Fleet Register & Cost Tracker

What this tool does

CM8-100 keeps one register of everything a fleet costs — servicing, repairs, tyres, fuel or charging, insurance, tax, damage — and turns it into the numbers that decide whether a vehicle stays or goes: cost per kilometre or mile, fuel efficiency, and how close each vehicle is to its next service.

Everything runs inside this single file. There is no account, no upload and no network request of any kind, so your registrations, drivers and costs never leave the computer you are using.

It works in any currency, in kilometres or miles, and in litres, gallons or kWh — so an electric van and a diesel truck can sit in the same register.

What to record

One row per event. A service is a row; a fill is a row; an insurance renewal is a row. Put the vehicle's registration or fleet number on every row — that is what groups the register together.

The make and model only needs entering once per vehicle; the summary picks it up from whichever row has it. The same is true of status: the most recent row wins, so marking a vehicle sold on its last row takes it out of the "in service" count without deleting its history.

Distance and odometer readings

Enter the odometer reading on every row you can, especially fuel and service rows. Distance is worked out per vehicle as the highest reading minus the lowest, so two readings are the minimum and more is better.

This means the distance shown is distance covered across the rows you have logged, not the vehicle's lifetime distance. If you started logging at 62,400 and the latest reading is 81,500, the tool reports 19,100 — which is the right basis for the costs you have recorded over the same period.

Mistyped readings are the most common source of nonsense in a fleet log. A single transposed digit — 18,500 entered as 81,500 — will inflate the distance and collapse the cost per unit. If a figure looks too good, check the readings before believing it.

Cost per kilometre or mile

This is the single most useful number in fleet management, and the one most often quoted wrongly. It includes everything you have logged: fuel, servicing, repairs, tyres, insurance and tax. Comparing a vehicle whose insurance you have logged against one whose insurance you have not will make the second look cheap. Be consistent about what you record.

The figure excludes depreciation and finance, which for a newer vehicle are often the largest costs of all. Treat it as a running cost, not a total cost of ownership.

Fuel and energy efficiency

Record the volume on every fuel or charging row and the vehicle summary works out distance per litre, per gallon or per kWh for each vehicle individually, plus the price you actually paid per unit.

Efficiency is where fleet problems announce themselves early. A vehicle whose consumption drifts upward over a few months usually has something wrong — tyre pressures, a dragging brake, an injector, a driver habit — long before anything fails. Watch the direction, not the single reading: one short cold-weather trip will always look bad.

For electric vehicles, record kWh as the volume and set the fuel volume unit to kWh. The arithmetic is identical; only the label changes.

Service intervals

Set your service interval and the tool works out, for each vehicle, the odometer reading at which the next service falls due:

The vehicle summary shows how far there is to go, and flags anything overdue or within your warning distance. This only works if you log services with an odometer reading against them — a service row with no reading tells the tool nothing.

Many manufacturers specify whichever comes first, distance or time. This tool tracks the distance side; use the next-due date field for the time side.

Renewals and expiries

Anything with a fixed expiry — a roadworthiness test, an insurance policy, road tax, an operator's licence disc — goes in with a next due date. The renewals table lists them in date order, marks those already expired in red and those within thirty days in amber, and the headline tile counts both.

An expired test or an uninsured vehicle is not a cost problem, it is a stop-driving problem. Check this table before the vehicle leaves, not at month end.

When to replace a vehicle

The replacement decision is usually made on a feeling that a vehicle "keeps breaking down". The register lets you check that against the arithmetic:

• Compare cost per unit distance between vehicles doing similar work. One that is materially worse is telling you something.
• Look at the split between servicing and repairs in the cost-by-type chart. A vehicle whose repair spend has overtaken its scheduled servicing is past the point where maintenance is preventing failures.
• Watch days off the road. A cheap vehicle that cannot work is expensive.

Against that, weigh what a replacement costs to buy or finance — which this tool does not track. The register tells you the running cost honestly; the capital decision is still yours.

Units and currency

Distance unit, fuel volume unit and currency are all settings, and every rate on every screen and in the printed report follows them. Change the distance unit and existing readings are not converted — they are the numbers you typed. Pick your unit before you start logging, and stay with it.

Saving your work

Events, settings and the report header are written to this browser's local storage as you type. That storage belongs to one browser on one computer.

Treat Export .json as the real save — one file containing everything, which Import .json restores anywhere. Export CSV gives you every filtered event for spreadsheet work. Reset asks twice, then erases everything this tool has stored.

Accuracy & disclaimer

This tool records what you enter and calculates from it. It cannot verify an odometer reading, know your manufacturer's service schedule, or tell whether a vehicle is legally fit to be on the road.

Roadworthiness testing, inspection intervals, driver licensing, tachograph rules and operator-licence duties differ by country, by vehicle class and by how the vehicle is used, and several carry criminal liability. This is a cost-tracking aid, not a compliance system. Keep the statutory records you are required to keep, in the form you are required to keep them.