Digital Maintenance Logbook

A digital maintenance logbook is an online record of everything done to a vehicle over its life: scheduled services, repairs, tyre changes, inspections and the documents that prove them. It replaces the paper booklet kept in the glove box with a single, searchable history that the fleet team, drivers and garages can update and consult.

What a digital logbook contains

A complete entry usually records:

• The date and mileage of the intervention.
• The type of work: routine service, repair, tyres, bodywork, roadworthiness test.
• The supplier or garage that carried it out.
• The cost, with the invoice attached.
• Parts replaced and any comments or follow-up actions.
• The next due date, by time or by mileage.

Over time, these entries build the maintenance history of each vehicle and of the whole fleet.

Why fleets move away from paper

• Nothing gets lost: a paper booklet can be forgotten, damaged or stay with a vehicle that has left the site. A digital record is available anywhere, to authorised people.
• Consistent data: standard fields make entries comparable between vehicles, sites and suppliers.
• Faster decisions: you can search past repairs in seconds, spot recurring problems on a model and compare garage costs.
• Better planning: due dates feed reminders, which supports preventive maintenance and avoids missed services.
• Stronger resale and lease returns: a complete, documented history reassures buyers and helps settle end-of-lease discussions.

How to set one up for a fleet

1. Gather existing paper records and invoices for each vehicle.
2. Define the categories and mandatory fields everyone will use.
3. Link each vehicle to its maintenance plan so that due dates are generated automatically.
4. Decide who records interventions: fleet team, drivers from a mobile app, or garages.
5. Review the data regularly to spot vehicles whose maintenance costs keep rising.

How Dadycar helps

Dadycar is a French fleet management software in which each vehicle has its own record of services, repairs and costs. Reminders and due dates warn the team before a service or inspection is overdue, document management keeps invoices and reports attached to the vehicle, and work orders and supplier management track each intervention. Drivers can report issues from the Dadycar Go mobile app. Data is hosted in France, with OVHcloud.

FAQ

Is a digital logbook accepted instead of the manufacturer's booklet?
Many manufacturers now offer their own digital service records. For a fleet, a central logbook complements them by gathering every vehicle and every supplier in one place.

Who should fill it in?
Whoever is closest to the work: the fleet team for planned services, garages for repairs and drivers for issues found on the road.

Does it help when selling a vehicle?
Yes. A complete, dated history with invoices shows how the vehicle was maintained and makes the sale or lease return easier.