Fleet control spreadsheet: how to build one

For companies that are in a period of organization and without a standardized management methodology, a fleet control spreadsheet can be very helpful.

It is not as practical as a management system, but it can still make the routine easier for those who need to organize the fleet's tasks, records and processes while the operation matures.

We want to stress this: having fleet control is essential. It is through it that the company can analyze what happened during the month, see bottlenecks and plan its next actions more clearly.

So, if it is not yet time to invest in software, it is worth building a simple spreadsheet that is useful and easy to fill in. The most important thing is that it helps record the right data and does not become just a large file that no one updates.

Fleet control spreadsheet guide

A spreadsheet is a basic tool for fleet control. That is why it needs to reflect the operation's day-to-day: which vehicles are on the road, who drives them, what maintenance was done, what costs came up and what information will be used later to make decisions.

Where should you create your spreadsheet?

The most common choice is Microsoft Excel. Another option is Google Sheets, an online spreadsheet app that lets you create and format files and collaborate with other people on the same document.

When choosing between one tool and the other, think less about the name of the program and more about the team's routine. If several people need to access the file, update fields and check data, Google Sheets' real-time collaboration can help. If the operation already uses Excel and works with local files, it makes sense to start with it.

What should you put in it?

Some fundamental information is the driver register and the vehicle register. It is also important to have preventive maintenance control for each vehicle, with fields such as service date, issues found, services performed, tire changes, oil and fluid changes.

It is also worth including cost control, separating fixed and variable costs. This split helps when planning new purchases, hiring, services and fleet priorities.

Fuel can be tracked in its own tab, recording consumption, vehicle, driver, date, refueling location, amount paid and relevant notes. Even if the spreadsheet does not replace a full analysis, it already builds a history for investigating increases that are out of the ordinary.

Here is an extra tip for you:

Create your spreadsheet with the fleet performance indicators in mind. The data in the file should serve to analyze process performance, not just to fill columns.

How do you build a fleet control spreadsheet?

A spreadsheet is made up of rows and columns and can be subdivided into tabs. This way, each tab is dedicated to a specific control, which makes organization easier and avoids mixing registers, expenses and operational follow-up in the same place.

For example:

• Tab 1: driver register, with name, internal document, contact, job role, status and notes.
• Tab 2: vehicle register, with license plate, model, year, vehicle type, cost center and current status.
• Tab 3: maintenance control, with date, vehicle, mileage, service type, issue identified, person in charge and cost.
• Tab 4: fixed costs, such as insurance, vehicle licensing, recurring contracts, monthly fees and other expenses that repeat.
• Tab 5: fuel consumption, with vehicle, driver, date, volume refueled, amount, gas station and the average the company tracks.
• Tab 6: tire management, with tire identification, position, changes, retreads, inspections, incidents and associated cost.
• Tab 7: toll control, with date, route, vehicle, driver, toll plaza, amount and cost center.
• Tab 8: daily costs, bringing together occasional expenses such as parking, washing, minor repairs and trip expenses.

To start your spreadsheet and build something useful, you need to know what you want to control. The items above are examples of common aspects of fleet management, but they do not need to become a rule for every company.

Adapt as needed. A small fleet can start with fewer tabs; a more complex operation can create additional controls. The main point is to keep fields that will actually be filled in.

How should you use your spreadsheet?

Ideally, create the spreadsheet only with information that will actually be filled in. This makes it easier to read, reduces rework and increases the chance that the file becomes part of the routine.

Also, remember that it usually works best as a monthly control. So keep a copy of each month before starting the next one, avoiding loss of information and preserving the history.

You can (and should) create a tab with the consolidated results. How do you do that?

First, the sum of expenses in a range can start from the formula: =SOMA(A2:A100)

This assumes the expenses are listed from cell A2 to A100. Adjust the range to your own spreadsheet. If the file is set to English, the equivalent function usually appears as =SUM(A2:A100). What matters is using a colon to indicate the range between cells, not a semicolon between just two cells.

To pull a specific total from another tab, use a reference like: ='Tires'!A40

This assumes the total tire expense is in cell A40 of the tab called Tires. Again: adapt as needed and also change the titles to match each tab.

In a separate spreadsheet or in a consolidation tab, enter the consolidated results to get a clearer view of annual control. This makes it easier to compare months, identify recurring expenses and understand which areas of the fleet deserve attention.

Is it worth using a spreadsheet for fleet management?

With everything you have seen so far, using a spreadsheet seems like a lot of work, doesn't it? And it really is.

Doing all this work manually has downsides: it is time-consuming, increases the risk of data entry errors, depends on the team's discipline and still takes time to analyze results and create reports before a new round of planning.

However, it can indeed be a good temporary aid.

In general, a spreadsheet makes sense while the company organizes processes, defines which indicators it wants to keep track of and does not yet have the budget or maturity to invest in a management system.

Alternatives to optimize your transport operations

Instead of investing directly in fleet management software, you can look for help from more specific systems that still provide a good boost in productivity.

The electronic checklist is one of these options. It is used during preventive maintenance and replaces the traditional paper checklist.

So, instead of a clipboard, the driver or mechanic uses a phone or tablet with the system installed to record maintenance information. In solutions like Prolog, digital inspections on the phone can also open work orders automatically when a nonconformity is identified.