Schedule verified requirements
Keep date, mileage and dual triggers visible. Separate DATA ISSUE, overdue and due-soon status from the booking action.
MERCER LANE PRESS · EXCEL SYSTEM + OPERATIONAL FORMS
Small Fleet Maintenance System
Keep maintenance scheduling, repair approvals and completion evidence connected.
A working system for the owner, office manager or fleet administrator handling a small fleet of cars, vans, pickups or light-duty vehicles. Give the next maintenance action a source, an owner and completion evidence.
£5.99 Introductory price · one-time digital purchase
Microsoft Excel desktop required and supplied separately. Checkout and download delivery through Etsy; applicable taxes and local-currency conversion appear there. No physical item is supplied.
Make the maintenance process easier to follow
Trust the mileage
Preserve accepted readings and review anomalies, corrections and stale data. Keep Unit ID stable across records.
Control reported defects
Capture observations, owners, target dates and next actions without turning a symptom into an unsupported diagnosis.
Authorize and close repairs
Connect approved scope and limits to actual service, invoice evidence, rule resets, recommendations and downtime closure.
Review cost and disruption
Use defined fleet-paid categories and actual mileage boundaries. Separate technical downtime, shop cycle and business impact.
Make evidence visible
Use monthly and quarterly review workspaces and a repair-versus-replace evidence pack. Management makes the decision.
See inside the finished v1.2 files
Actual workbook and document previews. The Demo uses fictional Northline records and a fixed 15 October 2026 snapshot. All intervals, costs and outcomes are illustrations, not recommendations or benchmarks.
Your download contains exactly six files
- Blank Excel workbook: clean operational registers for your own fleet.
- Worked Demo Excel workbook: fictional records, deliberate exceptions and complete service/reset/approval examples.
- 16-page visual Quick Start and User Guide PDF.
- 13-page Operational Forms PDF: weekly exceptions, defect reports, authorization, service history, downtime, review and replacement-evidence workspaces.
- Matching editable Operational Forms Word document.
- License and Use Notes PDF.
Highlighted inputs and locked formulas help reduce accidental edits. The core workbook requires no macros, add-ins, external workbook links or internet connection.
Start with a working copy
- Purchase on Etsy, download the ZIP and extract all six files.
- Read the Quick Start and explore the fictional Demo.
- Save a working copy of Blank; choose your settings and add stable vehicle IDs.
- Add actual mileage and source-verified requirements, then review due work and Audit exceptions.
Capacity, software and practical limits
Prepared capacity: 75 vehicles and cost rows; 3,000 mileage readings; 1,000 maintenance rules and actions; 500 authorizations; 1,500 service events and reset links; 750 downtime events; 100 replacement-evidence records; 200 monthly and quarterly reviews.
Use the prepared rows first. Structural expansion or sorting locked calculated tables requires temporarily unprotecting, preserving formulas and validation, checking the result and re-protecting. Filtering and routine entry are available while protected. Protection is not encryption.
Microsoft Excel desktop is required. Word or compatible document software is needed to edit the DOCX, and PDF software for the printable files. These applications are supplied separately. Google Sheets and Excel Web have not been verified.
Hours, event and condition requirements use entered evidence and manual review; the automatic engine calculates date and mileage rules. The system does not supply universal service intervals, diagnose faults, send automatic reminders, certify safety, guarantee savings or replace qualified advice or required inspection/compliance records.
The licence permits internal use by the purchasing organisation and its authorised employees/helpers. No resale, sublicensing or redistribution. Developed with AI assistance and reviewed by Mercer Lane Press.
The book teaches the method. The digital system supplies the working files.
The Small Fleet Maintenance Operating Manual by Warren Holtby explains source discipline, operating routines and review decisions. This separate companion implements that process in workbooks and forms.
The book is sold separately and is not included in this digital download.
Read the book on AmazonFrequently asked questions
Is there a subscription?
No product subscription: the introductory price is £5.99 for a one-time digital purchase. Excel is supplied separately. Etsy shows applicable taxes and currency conversion.
Are service intervals included?
No. Enter current requirements from an appropriate verified source for each specific vehicle. Demo intervals and costs are fictional illustrations.
How do I receive the files?
Checkout and digital-file delivery are through Etsy. After purchase, download one ZIP containing the six customer files and extract it on your computer.
Can I try a calculation first?
Use the free Fleet Maintenance Due Date & Mileage Calculator for one verified rule. No account or email is required.
Where can I get product help?
Email mercerlanepress@gmail.com with the product version and a non-sensitive description. Keep driver, invoice and payment details out of support messages.