Vehicle maintenance

Inspiration Fleet maintenance records were spread across spreadsheets and separate processes, making it hard to see a vehicle’s full service history or know what needed attention. We wanted one place where teams could manage vehicles, maintenance, workshop work, and costs—and keep each record connected to the truck or trailer it belongs to. What it does Vehicle Maintenance is a fleet management app for trucks, trailers, and workshop operations. It includes vehicle records, maintenance history, oil changes, tire management, workshop job cards, reports, and purchase invoices with VAT separated from vehicle expenses. Job cards can be previewed, downloaded, and printed as A4 PDFs. The app also supports role-based access and separate workspaces for organizations. When OneDrive is connected, app data can sync to an Excel workbook, and workbook changes can be reviewed in the app before they are applied. How we built it We built the app with Next.js and TypeScript, using PostgreSQL with Prisma for data storage. It runs on Vercel, with organization-specific data separation and permissions enforced in the app and API. For Excel integration, we connected Microsoft OneDrive through Microsoft Graph. The app writes fleet data to a workbook, while workbook edits are staged for permission-checked review. Challenges we ran into A major challenge was turning inconsistent spreadsheet data into useful, reliable records without losing important details. We also had to make the app work well on phones and computers, keep Arabic and English content usable, and make job cards and invoices print cleanly. Excel synchronization brought its own challenges: files can be locked or temporarily unavailable, and simultaneous changes can conflict. We added status reporting and review steps so users can see what needs attention before workbook edits change app data. Accomplishments that we're proud of We brought fleet, workshop, and expense workflows together in one app. A job card can follow a vehicle through reported issues, maintenance work, checklist items, and approval. Purchase invoice costs can be assigned to a truck or trailer, with VAT tracked separately. We’re also proud that the app supports mobile use, role-based permissions, organization workspaces, and a review process for changes coming from Excel. What we learned Reliable fleet software depends on the details: consistent vehicle identifiers, clear permissions, careful data imports, and useful error messages. We also learned that “real-time sync” needs to account for delays and conflicts, so users need clear status and control over which external changes are applied. What’s next for Vehicle Maintenance Next, we want to make synchronization status and recovery clearer, continue improving mobile workflows, and expand maintenance reminders and analytics. We also plan to keep refining organization setup and permissions so each company can manage its own fleet data and users with confidence.

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