Maintenance Spreadsheets: Show Us Yours!

[BMWCurves]

With all the recent talk of updating maintenance spreadsheets I thought it might be good to start a thread for members to post pics and/or templates of their maintenance spreadsheets for other members to look over and maybe use to improve their own personal spreadsheet.

For those who don't know, maintenance spreadsheets are a great way to keep track of maintenance items and costs for your car so that you can be better organized when maintenance should be done and properly budget your car's expenses.

Here's a screencap of mine, but I plan to update it this weekend with better organization and columns like part number, where it was purchased, and brand, where it was serviced, along with some color coding schemes:

http://i.imgur.com/Jx9ib5C.png

I wasn't sure where to put this so mods can move it to the appropriate forum if necessary.

EDIT:
Below (post link (http://www.zhpmafia.com/forums/showthread.php?18305-Maintenance-Spreadsheets-Show-Us-Yours!&p=491523#post491523)) I posted a link to my updated maintenance template that is available to anyone that wants to use it (link (https://docs.google.com/spreadsheets/d/1FxNwXifRlsq9j-OIw7nWl3a8YZmFbclU6MyeNZkj5rI/copy)), which I have since updated to include a fifth page that acts as a gas ledger if you like to track your gas mileage over time. I use both it and Fuelly.com (and its app) to track my gas mileage. Pics of the template are reposted here for ease of use (missing: gas ledger pic):

http://i.imgur.com/gBa7yvm.png
http://i.imgur.com/mWwQ9Nq.png
http://i.imgur.com/x8ho8BS.png
http://i.imgur.com/BmrO59f.png

[theothersawyer]

I need to do this! When I bought the car it came with a stack of records 2" thick, and I need to put them into electronic form! Easier to look through that way!

[Ssparrow]

I finally got around to doing this last night. It took a long time but it makes it way easier to find information! I still would like to add some stuff (p/n's, and maybe a color coded scheme)

http://uploads.tapatalk-cdn.com/20160522/3611ab12af3a0baead2d3192f56a2046.jpg


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[az3579]

Recent entries. I have numerous tabs with different stuff such as planned maintenance, mods, part # reference, etc.

25965

[BMWCurves]

Finally got around to finishing up my new spreadsheet. I think it's a little more helpful than before. Shoutout to Derbo (Derek) for letting me take a quick look at his. There's a template for those who want to use one for themselves:

https://docs.google.com/spreadsheets/d/1FxNwXifRlsq9j-OIw7nWl3a8YZmFbclU6MyeNZkj5rI/copy

EDIT: In the Service Interval tab, you just need to input your own values and it'll automatically calculate the "due in" columns along with the "status" column. Be sure to input the current date and mileage into column B. I've updated the template so that the current date updates automatically, but you'll have to periodically update current mileage on your own. If you already started using a copy of the template before it was updated, you can just use the "=NOW()" function for the current date in column B. You can also set your service intervals (e.g. oil change every 5,000 miles or 1 year) to your preferences since I'm pretty conservative and it'll automatically calculate accordingly.

http://i.imgur.com/gBa7yvm.png
http://i.imgur.com/mWwQ9Nq.png
http://i.imgur.com/x8ho8BS.png
http://i.imgur.com/BmrO59f.png

[NoVAphotog]

This is great. I'll have to update mine using the template. Stopped keeping a track when I realized I was spending WAY too much money. Just used my build thread post to update and keeping documents. Guess it's worth it to have it in Excel as well. As long as I don't hit Autosum. I also use MyCarfax.com which is nice:

25969

[theothersawyer]

Thanks for the template!

[slater]

everyone's spreadsheets look similar to mine. i've been doing this for over a decade now. it helps not only with keeping track of stuff (i don't list any costs in my spreadsheet... it's too much, and i don't want to know ;)), but also with resale.

[Dual]

Great to see these! I started a Google doc on my own perhaps a month ago: I'd never taken the opportunity to document all the work and purchases since day one. I will be picking up on several of the enhancements here for sure.

ON EDIT: Is there a function in Google Docs to get alternating background colors across a sheet as seen in several of these examples, or do you have to do it manually?

[ryankokesh]

Dang, you guys got some mad spreadsheet skills.

I have a google doc somewhere, but use the one in my sig mostly.

[derbo]

http://i.imgur.com/RoZb3p6l.png

http://i.imgur.com/V9LetJAl.png

I removed my prices etc but this is usually the spreadsheet i update.

[san]

http://i.imgur.com/bXGZRjql.png

http://i.imgur.com/V9LetJAl.png

I removed my prices etc but this is usually the spreadsheet i update.

Like the mileage graph, really nice addition :thumbsup


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[ELCID86]

Alright. I'll do it. :-)


---
"ZHP is a garbage option anyway- just some cosmetic upgrades with a different cam and diff to claw back some of the performance lost fitting those hideous and heavy wheels. Any 330 with a 3.46 diff will smoke a ZHP every time. The whole Mafia thing reeks of childish behavior." - anonymous

[BMWCurves]

http://i.imgur.com/RoZb3p6l.png

http://i.imgur.com/V9LetJAl.png

I removed my prices etc but this is usually the spreadsheet i update.

Took me a sec to realize this wasn't a cost vs. mileage graph.

[BMWCurves]

This is great. I'll have to update mine using the template. Stopped keeping a track when I realized I was spending WAY too much money. Just used my build thread post to update and keeping documents. Guess it's worth it to have it in Excel as well. As long as I don't hit Autosum. I also use MyCarfax.com which is nice:

I didn't know you could self report in CarFax. Or is MyCarFax unrelated to CarFax?


Thanks for the template!

My pleasure. It should be pretty straightforward. Tabs at the bottom. The service intervals thing is nice for me, you just have to input your values and it'll automatically do the math for you. Same thing with the intervals.


everyone's spreadsheets look similar to mine. i've been doing this for over a decade now. it helps not only with keeping track of stuff (i don't list any costs in my spreadsheet... it's too much, and i don't want to know ;)), but also with resale.

Definitely. I keep cost in there, despite how painful it can be :P


Great to see these! I started a Google doc on my own perhaps a month ago: I'd never taken the opportunity to document all the work and purchases since day one. I will be picking up on several of the enhancements here for sure.

ON EDIT: Is there a function in Google Docs to get alternating background colors across a sheet as seen in several of these examples, or do you have to do it manually?

Unfortunately, it's not available in Google Spreadsheets, but there is a workaround. If you select the cell range you want, click "conditional formatting" under Format>Conditional Formatting and input for the cell range you selected (you can also input the cell range here instead of selecting it as mentioned earlier) and under "format cells if" (i.e. the conditional formatting) select "custom formula is" and input "=ISEVEN(ROW())" as your condition. Then select a color you want the even rows to be.


Dang, you guys got some mad spreadsheet skills.

I have a google doc somewhere, but use the one in my sig mostly.

My Excel skills are pretty minimal, but it and Google Spreadsheets can be really powerful tools once you learn some things.


Alright. I'll do it. :-)

Do it. It can be cool/maddening to go back through and log it all, but is worth it in the end when you can easily look up when something was done or when it will be due.

[WOLFN8TR]

Here's Mine...

[3ZHP]

I'll post mine when I get time to take a snap shot of it. Nothing fancy, just date and milage for every tank of gas and every piece of maintenance done in the last 9-1/2 years and 120K miles. I also have a binder with all but 2 or 3 receipts and other related paperwork.


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[derbo]

I also use fuelly for my gas mileage and yes its SHITTY MPG cause i floor it all the time. :)

http://www.fuelly.com/car/bmw/330i/2004/derbo904/261030

http://i.imgur.com/rweJu2Ql.png

[BMWCurves]

I also use fuelly for my gas mileage and yes its SHITTY MPG cause i floor it all the time. :)

http://www.fuelly.com/car/bmw/330i/2004/derbo904/261030

http://i.imgur.com/rweJu2Ql.png

I use fuelly as well. My MPG is worse...19.4. Doesn't help I live up about 800 feet above town so up and down hills all day.

[derbo]

I use fuelly as well. My MPG is worse...19.4. Doesn't help I live up about 800 feet above town so up and down hills all day.

It's only gotten worse when I drive mine now. I have a track day on Monday so I expect a 8mpg return lol


-Sent from Mobile

[az3579]

Took me a sec to realize this wasn't a cost vs. mileage graph.

:rofl


It's only gotten worse when I drive mine now. I have a track day on Monday so I expect a 8mpg return lol


-Sent from Mobile

Why do you bother even tracking fuel usage on the ZHP? You know it's gonna be bad... lol

I averaged 7.5 mpg at the track this past Monday, BTW. :biggrin

[derbo]

:rofl



Why do you bother even tracking fuel usage on the ZHP? You know it's gonna be bad... lol

I averaged 7.5 mpg at the track this past Monday, BTW. :biggrin

Sounds about right. :)

I track it on habit from the TDI.


Anyways back to spreadsheets:

I like to keep a log of the following:
Mileage
Type of entry (maintenance, service, Modification parts)
Cost of Parts if Avai
Who did the work
Notes if any

In a separate spreadsheet,
Parts list to buy

Another sheet or table
Maintenance schedule and next scheduled maintenance



-Sent from Mobile

[GotZHP]

Mine is still in the works. I've created the spreadsheet with a nice header. Will eventually add drop downs and lock the cells at the top. Still gathering all my information though. Need to populate install mileage cells. All work done between 104,000 and 110,000 miles so all very recent. More to come!

[BMWCurves]

Bump and updated my original post with some more info and updated my available template

[KendrickC]

I'll add mine when I get to uni. I didn't bother with part numbers, but I include fuel cost etc

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[slater]

Bump and updated my original post with some more info and updated my available template

wow, that is an impressive spreadsheet! good work!! i'm going to have to import my data into that. ;)

:cheers

[KendrickC]

Sorry for the high resolution screen capture

http://cloud.tapatalk.com/s/57f5b6ea126ba/Spreadsheet%20Example%20ZHPMafia.PNG


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[BMWCurves]

wow, that is an impressive spreadsheet! good work!! i'm going to have to import my data into that. ;)

:cheers

Thanks! If anyone finds it useful or has suggestions, I'm all ears.


Sorry for the high resolution screen capture

http://cloud.tapatalk.com/s/57f5b6ea126ba/Spreadsheet%20Example%20ZHPMafia.PNG

Nice, I like to see how people organize their stuff. Yours has a lot more visual appeal than mine.

[KendrickC]

I use to have one similar to everyone else's with date bought and date installed but have since moved to this new one which was just a template in excel

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[Ridgey]

Here's mine for my car I've only had for a little under a month lol. Just getting it daily drivable and reliable. Next up will be the cooling system.

28301

[3ZHP]

Just got done updating mine for the year.

https://c1.staticflickr.com/6/5595/31079888040_18d6e1964c_o.jpg (https://flic.kr/p/PmqxUC)

https://c3.staticflickr.com/6/5527/31079887370_bb11a70627_o.jpg (https://flic.kr/p/PmqxH5)

https://c8.staticflickr.com/6/5806/30642505543_5e93b9703a_o.jpg (https://flic.kr/p/NFLRk6)

https://c3.staticflickr.com/6/5666/31079885530_c96b6d6f8e_o.jpg (https://flic.kr/p/Pmqxam)
https://c6.staticflickr.com/6/5583/30642503613_8f079b35c9_o.jpg (https://flic.kr/p/NFLQKP)

https://c4.staticflickr.com/6/5496/30642501483_0f0ebd9d99_o.jpg (https://flic.kr/p/NFLQ86)

https://c8.staticflickr.com/6/5581/30642500343_9b5d921985_o.jpg (https://flic.kr/p/NFLPMr)

[Johnmadd]

Why less mpg after new pulleys?

[3ZHP]

Less highway driving lately and the roads are a little more fun in Tennessee.


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