Keeping track of maintenance and repairs

[JDgreen227]

For those here with numerous cars, trucks, tractors and trailers, etc. what method do you use to keep a record of work done on your wheeled vehicles? As for me, I use three different methods: One is a hard copy folder stored in a regular 2 drawer file cabinet that is used to keep a record of all invoices, parts purchases, and repair orders. The second method is in my budget book, where I keep an assortment of 4X6 and 5X8 cards that are filled with notations such as:

Deere 4210

Greased, oil and filter changed at 990 hours on 10/30/12

Or:

Saturn L-300

Cooing system flushed and refilled at 60,000 miles, 10/1/12 65% concentrate

Wiper blades new on 9/1/12

The third method I find handy is to make notations in the memo pad function of my smartphone, with basic information as to the part numbers for oil filters, oil weight and quantity, etc. as well as when the most recent service work was done, such as:

Saturn L-300, oil and filter changed on 10/2/12, 5 quarts 5W-30, oil filter is Wix #####, filter case housing bolt is 24mm, drain plug is T-45 Torx. Oil and filter last changed at.....(fill in the blanks)

Having the part numbers and refill quantities as well as the type of tools needed to change the oil and filter at hand makes it easy to know what I am going to need and or saves me the time running in and looking up the information.

My brother and his wife have four kids, meaning six vehicles he has to keep track of as far as repairs and maintenance go. He told me that he never thought of keeping track of such information before and was mainly dependent upon (fill in the blank) shop or quick lube place to call them as a reminder.

So, what method do you use?

 

[Buckgnarly]

3 ring inder with clera page holders containg a spreadsheet I made. The spreadsheet includes a space to record date, service done, and mileage/hours.

 

[Bob77064]

We have two vehicles, I use the blank page in the owners manual.

 

[murphy1244]

I scratch on the hood of my tractor or truck. When it rusts I can really see it.

 

[Soundguy]

i keep a folder with reciepts in it.. including part numbers and whatnot.. one for each machine.

that folder lives tucked in to the inside cover of the associated service manual.

soundguy

 

[D7E]

with our 30 odd machines and vehicles i write in the dirt with my finger . With filters i scratch the hrs or km's in with a screwdriver .

 

[Diamondpilot]

Vehicles I do it in the manual. Boats, tractors, equipment I right it on the filter.

Chris

 

[JDgreen227]

My Deere has black oil filters and you have to remove the FEL to even get the side panel off to access the filter...at one time I started writing the servicing information on the underside of the hood but after ten years, 22 oil changes, and three hydro fluid and filter changes, etc. it would be really crowded by now. And much of it would have faded away anyhow.

 

[Deere Dude]

Put it in an Excel spreadsheet. Type in all important numbers, notes and mileage, hours, and anything else.

 

[daugen]

I use a plastic film labeler (Brother P-Touch) from Staples, which holds up outdoors,
and abbreviate like crazy: Nov 2012 687 Mob 1 10/30 filter
I put the new label over the old one, so I actually have a maintenance trail.
The label will do one, two or three lines high, so you can pack a lot of info in a small space.