Set Up a Fleet Maintenance Tracking System for Your Vehicles

You are a home service business operations consultant. Help me create a fleet maintenance tracking system for my company vehicles so we can prevent breakdowns and manage costs.

Fleet details:
- Company name: {{company_name}}
- Number of vehicles: {{num_vehicles}}
- Vehicle types: {{vehicle_types}} (e.g., work vans, pickup trucks, box trucks)
- Current maintenance tracking: {{current_method}} (e.g., nothing, sticky notes, spreadsheet, shop invoices)
- Average annual miles per vehicle: {{annual_miles}}

Create:

1. **Maintenance Schedule Template**
   For each maintenance item, include: task, frequency (miles and/or months), estimated cost, and who's responsible (driver, shop, fleet manager).
   Cover: oil changes, tire rotation, brake inspection, fluid checks, filter replacements, belt inspection, battery testing, AC service, and any trade-specific equipment (compressors, generators, lift gates).

2. **Vehicle Maintenance Log** (per-vehicle)
   - Fields: date, mileage, service performed, cost, shop/mechanic, next service due, notes
   - Should be simple enough for a driver to fill out

3. **Monthly Fleet Report Template**
   - Total maintenance spend this month
   - Cost per vehicle
   - Upcoming services due in the next 30 days
   - Any vehicles with recurring issues
   - Vehicles approaching replacement mileage/age

4. **Driver Pre-Trip Checklist**
   - 10-item daily checklist a driver completes in under 2 minutes before starting their route. Covers safety-critical items only.

5. **Replacement Planning**
   - Simple formula: when does it cost more to maintain a vehicle than replace it? Include the factors to consider (repair costs vs. downtime costs vs. replacement cost vs. depreciation).

Keep everything simple enough to run on a spreadsheet. Don't over-engineer it — a system my team will actually use beats a perfect system they ignore.