Service Entries are a simple way to log completed Service Tasks and Issues - the routine Preventive Maintenance and one-time repairs that are performed on Fleetio Vehicles. Service Entries are a fast and easy, yet powerful, way to keep track of service history and maintenance expenses.

Service Entries work in conjunction with Service Reminders to help you stay on top of scheduled tasks.

Add a Service Entry

There are a number of ways to initiate a new Service Entry, including:

• The Quick Add Menu (+ icon in the top right corner of the Fleetio web app) > Service Entry
• Services > Service History > + Add Service Entry button
• Reminders > Service Reminder > More Actions Button > Enter Service
• Issues > Issue List > More Actions Button > Resolve via Service Entry
• Vehicles > Vehicle List > Vehicle Overview > + Add button > New Service Entry, or via the More Actions Button in the Issues or Service Reminders areas
• By Adding Service Reminders to Service Entries in Bulk

Service Entry Sections

A new Service Entry is divided into five main sections:

1. Service Details
2. Issues
3. Custom Fields
4. Line Items
5. Attachments/Comments

1. Service Details

Initiate a new Service Entry via any method described above, then begin by entering basic information.

• Select the Vehicle
• Identify the Repair Priority Code, if enabled
• Enter the Odometer reading at the time of service and note the optional checkbox to Mark as Void 
• Enter a Secondary Meter, if enabled
• Select the Completion Date
• Note the optional checkbox to Set Start Date which you may enable if the service took more than one day. The Start Date field must be manually cleared if you want to remove it from the Service Entry in the future. Unchecking the Set Start Date box will not automatically clear the previously set value.
• If you use any external identifier, such as an invoice number, you may enter it in the Reference field
• A Service Entry may be associated with any Vendor which has Service Classification so that you may track and report costs associated with this Vendor for services provided
• Labels offer powerful sort and filter capabilities in Lists and Reports
  

2. Custom Fields

Any Custom Fields you have established for the Service Entry record type will be displayed in this section. (Individual Custom Fields may be set as required in Account Settings).

3. Issues

The Issues section of the new Service Entry shows all Issues associated with the Vehicle you selected above.

• View Issues by Status and check the boxes for any Issues you wish to include.
• Add a NEW Issue on the fly via the + Add Issue link.
• Link to Line Items by selecting the appropriate line item.
  

You can also link Issues to Service Tasks in the Line Items section, explained below.

4. Line Items

Add Service Tasks to the Service Entry in the Line Items section.

• Here, you can View Service Reminders for the currently selected Vehicle
• Click in the Search box to select from the entire Service Task list

Once the Service Task has been added, more options will be revealed.

• Enter a Labor cost and/or Parts cost, which will automatically sum as the Subtotal and allow for detailed cost accounting with a labor/parts breakdown on a "per line item" basis
• Change the Task entirely by clicking the Edit icon
• If there are Open Issues assigned to the Vehicle, click to link these to the Service Task. If there are already issues linked to the Service Entry, you can view them below.
• If a Service Reminder has already been established for this Vehicle/Task, the details will appear with quick access to Edit; otherwise, a link will be available to Add Service Reminder.
• Click the miles or kilometers remaining to view a Meter forecast 
• An optional Notes area provides space for notes specific to this Task
• When you add a Service Task to a Service Entry, the Maintenance Categorization section for that line item will be pre-populated with default VMRS codes you’ve set for that Service Task. If you do not have default codes set for a particular Service Task, you may still manually apply codes to the line item while creating or editing the Service Entry. Since Reason for Repair will vary, most elect to set a Reason for Repair code manually while creating or editing Service Entries.
  

Beneath the Service Task list and details, you can enter General Notes and view the Cost Summary.

• The General Notes area allows for notes that apply to the Service Entry overall (as opposed to the notes associated with the line item shown above).
• Apply Labor and/or Parts markup(s), if available. Learn more about Markups for Parts and Labor.
• Apply Warranty Credits, if available. Learn more about Warranty Management.
• Apply a Discount as a Percentage or Fixed amount. Taxes will default to the rates set in your Account Settings.
• As with the Subtotals, a sum Total will be calculated automatically from the values above
  

5. Attachments/Comments

Finally, upload any Attachments (Images and/or Documents) to provide quick access to receipts, invoices, warranty paperwork, or damage photos. Enter Comments for internal tracking and communication. You may also @mention another Fleetio User in a comment if you would like to direct their attention to a comment. Then, click Save.

Service History

The Service History page provides a summary of Service Entries for all of your Fleetio Vehicles.

To access the page, click Service in the Sidebar Navigation, then click Service History.

Here, you can view pending and completed Service Entries and their details, Import Service Entries, export the list as a CSV, and Add a New Service Entry.

Click on a Service Entry to view its Details Page. Here, you can see the information about the Service Entry, including its Details and Line Items.

Pinned Fields

Fleetio allows you to pin fields you commonly use to the top of the Details card. Once pinned, these fields will be added to the Pinned Fields subsection. To pin a new field, hover over the field and click the Pin Icon. To unpin a field, click the Pin Icon again.

Reorder your pinned fields by clicking and dragging the reorder icon on the left side.

Service Summary Report

The Service Summary Report can be found by clicking Reports in the Sidebar Navigation. This report provides you with a listing of summarized Service History for all of your Fleetio Vehicles.