Overview
Service entries allow you to log, update, and categorize service records, improving your vehicle and asset maintenance tracking in Fleet Pro. You can also attach files, filter records, track costs, and automatically update maintenance reminders for better visibility on your vehicles and assets.
Who uses this feature
Fleet managers, dispatch managers, and dispatchers
Applies to all business types
Applies to all trades
Feature configuration
Account configuration is required to use this feature. Please contact Technical Support for details.
To get started with Fleet Pro, request a demo by clicking Get Started on our Pro Products page, or reach out to your Customer Success Manager (CSM) or Pro Account Manager.
Things to know
Service entries can’t be deleted, only archived.
A maintenance reminder’s Last Service Date is only updated if the selected Service Date for the corresponding service entry is more recent than the reminder’s Last Service Date.
How service entries interact with maintenance reminders
When you create a service entry for a vehicle or asset, any maintenance reminders for that vehicle or asset are updated if the Last Service Date is older than the service entry’s Service Date.
For example, if you have a maintenance reminder for a vehicle where the Last Service Date is 02/26/2025 and you create a service entry for that same vehicle where the Service Date is 03/01/2025, the maintenance reminder’s Last Service Date automatically updates to 03/01/2025.
As a result, the Mileage, Engine Runtime, and Time intervals for that maintenance reminder are now starting from 03/01/2025 as well. For more information, see Use Maintenance Reminders.
Create a service entry
To create a new service entry:
Go to the navigation bar and click Fleet Pro
. In the side panel, go to Maintenance > Service Entries.
Click Create Service Entry. The Create Service Entry screen opens.
Tip: You can also create a service entry for a vehicle or asset from the Live Map by clicking More > Create Service Entry.
Select a vehicle or asset from the Vehicle/Asset dropdown.
Select Unscheduled, Scheduled, or Repairs from the Category dropdown.
Select the date the service was performed on from the Service Date dropdown.
Click Add Performed Service for each service that was done on this service date.
For each performed service, select a Service Type from the Service Type dropdown.
For each performed service, enter a Cost in dollars.
Under Additional Details, make edits to the Odometer and Engine Hours fields if needed.
Fill in the Service Center and Invoice Number fields.
Add any notes into the Notes field as needed.
Click Upload Files to attach any images or documents as needed.
When finished, click Save to create the service entry.
View and edit service entries
To review and edit existing service entries:
Go to the navigation bar and click Fleet Pro
. In the side panel, go to Maintenance > Service Entries.
Use the filter dropdowns to refine your search by:
Vehicle/Asset
Group
Service Type
Date
Category
When you find the service entry you want, click on it to expand it.
To make changes to the service entry, click Edit
.Note: You can only edit Active service entries.
Make your changes to the service entry and click Save.
Archive and unarchive service entries
If you want to reduce the total numbers of visible service entries, you have the option to archive them. This is best used for older or less relevant service entries. To archive and unarchive service entries:
Go to the navigation bar and click Fleet Pro
. In the side panel, go to Maintenance > Service Entries.
Find the service entry you want and click Archive entry.
Click Archive to confirm your choice. The service entry is now under the Archived tab.
If you want to unarchive a service entry, click the Archived tab.
Find the service entry you want and click Unarchive entry.
Note: If a vehicle or asset has been removed from Fleet Pro, it can’t be unarchived.
Click Unarchive to confirm your choice. The service entry is now under the Active tab.
