Managing a vehicle fleet often starts with a spreadsheet. Excel is accessible, familiar and flexible enough to centralise your first data: registration, driver, contract, mileage, insurance, maintenance and expenses.
It’s a logical starting point when your fleet is small. But to be useful, the file must be structured, shared and updated regularly. Our template helps you get started.
Download our free fleet management Excel template to track your vehicles, deadlines, costs and key indicators. This guide also explains when Excel reaches its limits and when connected software can take over.
Discover how OEM data and real-time vehicle data help you identify hidden costs, improve vehicle utilisation and regain control over the real cost of your fleet.
What’s in the template
Vehicle inventory
Registration, make, model, driver and status: a clear foundation for your entire fleet.
Mileage tracking
Readings, annual mileage and contractual variance, so you can anticipate overruns.
Alerts and deadlines
Projected overrun date, contract end and fleet exit date, calculated automatically.
Cost tracking (TCO)
Lease payments, energy, maintenance, insurance and taxes grouped together to calculate the real cost per vehicle.
This free fleet management Excel template is no substitute for a complete platform. However, it gives you a clear foundation to regain control of your data and identify the information you’re missing.
Excel has its limits. Here’s where they show.
An Excel file is still a snapshot of the past: no real-time data, no automatic connection to your leasing companies, insurers or workshops, and reliability that deteriorates as soon as several people edit the same file.
Who is this template for?
This file is for you if…
- You manage a small fleet (fewer than 20–30 vehicles) on a single site
- You want to centralise your data before investing in software
- You’re looking for an initial view of your TCO per vehicle
- You don’t have a dedicated tool yet, but you feel your spreadsheet is reaching its limits
What you’ll be able to do afterwards.
- Centralise the key data of your vehicle fleet
- Track your contract and maintenance deadlines
- Calculate the total cost of ownership per vehicle
- Identify when Excel reaches its limits for your fleet
Take back control of your fleet tracking.
Download the free template or talk directly to an Echoes expert about switching to connected fleet management.