Free monthly vehicle report
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Download a free monthly vehicle report. Summarise km, fuel, maintenance costs and incidents for each fleet vehicle. PDF ready to print.
Commercial Director
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See the first part of the monthly vehicle report below. Download the full version above.
What is a monthly vehicle report?
A monthly vehicle report is a summary document that consolidates the key operational and cost metrics for a fleet vehicle over a calendar month. The report covers total kilometres driven, fuel consumption and cost, maintenance and repair costs, incident count, downtime days, tyre replacements and any compliance items due. Fleet managers use monthly vehicle reports to monitor fleet health, control costs and identify vehicles that need attention.
Individual trip logs, fuel receipts and maintenance records contain valuable data, but they are difficult to analyse in isolation. A monthly vehicle report brings all of this data together for each vehicle, enabling meaningful comparisons across the fleet and over time. Fleet managers can quickly identify vehicles with rising costs, excessive downtime or recurring issues. The report also provides the data needed for fleet budgeting, replacement planning and management reporting. Organisations that produce monthly vehicle reports consistently make better fleet decisions because they are working from accurate, consolidated data rather than scattered records.
Learn more about gps and fleet tracking in MapTrack.
Benefits of using this monthly vehicle report
- Cost visibility: see total operating cost per vehicle per month, broken down by fuel, maintenance, tyres and other categories.
- Performance comparison: compare kilometres, consumption and costs across vehicles to identify outliers.
- Maintenance trend tracking: spot vehicles with increasing maintenance costs that may be candidates for replacement.
- Downtime monitoring: track days out of service per vehicle to understand fleet availability and plan around gaps.
- Budget support: monthly actuals provide the data needed for accurate fleet budget forecasting.
- Management reporting: a single-page summary per vehicle that can be rolled up into fleet-wide reports for leadership.
Benefits of digitising forms in MapTrack
When you move your reports from paper to MapTrack, you get:
- Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
- Automatically get alerts when faults are identified.
- Link every form digitally as a PDF to the relevant asset, location or person.
- Receive a digital PDF copy with every submission to your email.
- Ability to share forms digitally.
- Build conditional logic (show or hide questions based on answers).
- Take pictures or attach photos. Not possible with a paper-based form.
- Electronic signatures.
- Edit forms later without reprinting.
- Restrict permissions (who can view, complete or approve).
- Build forms with AI (describe what you need and MapTrack suggests the form).
- Monitor odometer and service-interval triggers across your entire fleet.
- Capture fuel receipts and trip logs alongside vehicle inspection data.
- Compare vehicle downtime and repair costs to inform replacement decisions.
Book a demo to see how MapTrack handles reports.
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What to include in a monthly vehicle report
This monthly vehicle report covers 10 key areas:
- Vehicle details: registration, fleet number, make/model, year, assigned driver or department.
- Kilometres: odometer at start and end of month, total km driven, comparison to previous month.
- Fuel: total litres, total cost, average consumption (L/100 km), comparison to previous month.
- Maintenance: scheduled maintenance completed (description, cost), unscheduled repairs (description, cost), total maintenance cost.
- Incidents: number of incidents or accidents during the month, brief description, total incident-related cost.
- Downtime: days out of service, reason for each downtime event.
- Tyres: any tyre replacements or rotations during the month, cost.
- Compliance: registration renewal status, next service due date, next inspection due date.
- Cost summary: total fuel + maintenance + tyres + incidents + other = total monthly cost, cost per km.
- Notes: space for fleet manager observations or recommendations.
How to use this monthly vehicle report
- Collect all source data for the vehicle at the end of the month.: Gather fuel receipts or fuel card statements, maintenance invoices, incident reports, tyre records and odometer readings. If using digital systems, export the relevant data. The accuracy of the monthly report depends on having complete source records.
- Record kilometres, fuel consumption and costs.: Enter the odometer at the start and end of the month. Calculate total kilometres driven. Total all fuel litres and costs. Calculate average consumption in litres per 100 km. Compare against the previous month to identify trends.
- Summarise maintenance, incidents and downtime.: List all scheduled and unscheduled maintenance with descriptions and costs. Record any incidents or accidents with a brief description and associated costs. Note all days the vehicle was out of service and the reason for each.
- Complete the cost summary and cost-per-kilometre calculation.: Add all cost categories to calculate the total monthly operating cost. Divide total cost by total kilometres to get cost per km. This metric allows fair comparison across vehicles with different usage levels.
- Review, add observations and file the report.: The fleet manager should review the report for accuracy, note any recommendations (for example, schedule a major service, investigate high consumption, plan for replacement) and file the report. Monthly reports should be retained for at least three years.
In MapTrack, you can track your fleet with gps and digital pre-starts. Each submission is stored as a timestamped PDF against the asset record.
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Back to download formHow often should you complete this report?
A monthly vehicle report should be compiled once per calendar month for every vehicle in the fleet. The report should be completed within the first week of the following month to ensure data is current. Quarterly and annual fleet summaries should be compiled from the monthly reports.
Frequently asked questions
- What metrics should I track in a monthly vehicle report?
- The most important metrics are total kilometres driven, fuel consumption and cost (litres per 100 km), maintenance cost (scheduled and unscheduled), downtime days, incident count and total cost per kilometre. Tracking these consistently each month allows you to identify trends, compare vehicles and make informed decisions about maintenance, replacement and fleet sizing.
- How do I calculate cost per kilometre?
- Divide the total monthly operating cost (fuel + maintenance + tyres + incidents + registration and insurance if allocated monthly) by the total kilometres driven that month. For example, if a vehicle cost $1,800 to operate and drove 3,000 km, the cost per km is $0.60. This metric normalises cost across vehicles with different usage levels, making fair comparisons possible.
- When should a vehicle be considered for replacement?
- Consider replacement when the monthly maintenance cost consistently exceeds the equivalent monthly lease or finance payment for a new vehicle, when downtime is affecting operations, when the vehicle fails to meet safety or emission standards, or when the cost per kilometre is significantly higher than comparable vehicles in the fleet. Monthly vehicle reports provide the data needed to make this decision objectively.
- Is this monthly vehicle report template free?
- Yes. This monthly vehicle report template is completely free to download and use. Open the HTML file in any browser and print to PDF. No MapTrack account is required. If you want automated monthly reporting from GPS and maintenance data, MapTrack can help.
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