Car and Bike Service Log in Excel: Next Service Due by km or Date, and Maintenance Cost

By Ravindra Bagale · Last updated: 17 October 2026

Download the template: vehicle-service-log-template.xlsx: example data with real formulas. Yellow cells are inputs you can type over; green cells hold formulas; blue rows are headers and totals. Replace the example data with your own and everything recalculates.

Made-up data: every name, amount, shop and date on this page is made up for practice. Cities are used only to make the examples feel real.

1. The example

Amir's log (made-up), as of 17-10-2026 with 49,350 km on the odometer:

The date is five months away, but the km are nearly used up, so the km rule decides: book the service now. Since March 2025 he has spent ₹38,750 on the car (₹12,150 in 2026), about ₹2.02 per km.

2. Build it step by step

Step 1. Settings

1. In B3 type =TODAY() (the template has 17-10-2026 typed). Type today's odometer in B4, the service interval in km in B5 and in months in B6 (from the owner's manual).

Step 2. The log

1. In A8:E8 type Date, Odometer, Work done, Cost, Garage. Add every visit, oldest first.
2. Select C9:C200 > Data Validation > List: General service,Oil change,Tyres,Battery,Repair,Insurance,Other (drop-down lists).

Step 3. Last general service

1. In H9 type =LOOKUP(2,1/(C9:C14="General service"),A9:A14): 14-03-2026.
2. How it works: 1/(C9:C14="General service") gives 1 for matching rows and an error for others. LOOKUP looks for 2, never finds it, and returns the last 1, which is the latest general service.
3. In H10 use the same with B9:B14: 40,210 km.

Step 4. Next service

1. In H11 type =H10+B5: 50,210 km.
2. In H12 type =EDATE(H9,B6): 14-03-2027 (EDATE).
3. In H13 type =H11-B4: 860 km left. In H14 =H12-B3: 148 days left.
4. In H15 type =IF(OR(H13<=1000,H14<=30),"Book service","OK"): whichever comes first (AND, OR).

Step 5. Spending

1. In H18 type =SUM(D9:D14): ₹38,750.
2. In H19 type =SUMIFS(D9:D14,A9:A14,">="&DATE(2026,1,1),A9:A14,"<="&DATE(2026,12,31)): ₹12,150 (SUMIFS).
3. In H20 type =H18/(B4-B9): ₹2.02 per km. In H21 =SUMIF(C9:C14,"General service",D9:D14): ₹14,200.

Step 6. Colours

1. Select H15 > Highlight Cells Rules > Equal To Book service, red.
2. Select A9:E200 > New Rule > Use a formula: =$C9="General service", green, so the main services stand out (formula rules).

3. Formulas used

Every formula above is written in the template, so you can click a cell and see it in the formula bar. All values on this page were recalculated in the file.

4. Common mistakes

1. Checking only the date. Here the date is months away but only 860 km are left. Use OR so either limit triggers the alert.
2. Counting an oil change as a general service. The next-service formula looks only for "General service". Pick the right item from the drop-down.
3. Logging out of order. LOOKUP(2,1/…) returns the last matching row, so keep the log oldest to newest.
4. Not updating the odometer. km left uses B4. Update it when you open the file, or every fuel fill.
5. Leaving out small bills. Wiper blades and puncture repairs add up; they belong in cost per km.

5. More real examples

Example 1: Two-wheeler. Bikes often have shorter intervals (for example every 3,000 to 5,000 km). Change B5 and B6 to what your manual says.

Example 2: Insurance and PUC dates. Add rows with Work done = Insurance and use EDATE(date,12) for the renewal date.

Example 3: Selling the car. A complete log with dates, km and bills is useful proof of maintenance when you sell.

Quick revision cards

Englishमराठीहिंदी

Quick revision

Each card shows formulas from this page, each with an example and its answer from the template. Scan the QR code on a card to open this lesson. All names and numbers are made up for practice.

More cards: Ravi Sir's Cards.

6. Frequently asked questions

How do I calculate the next service date in Excel?

=EDATE(last service date, interval in months), for example =EDATE(H9,12).

How do I get the next service km?

Last service odometer + interval: =H10+B5.

How do I find the last row that matches a condition?

=LOOKUP(2,1/(range="General service"),dates) returns the last matching date.

How do I show "whichever comes first"?

=IF(OR(km left<=1000,days left<=30),"Book service","OK").

How do I calculate maintenance cost per km?

Total spent ÷ km driven since the first entry: =H18/(B4-B9).

7. Quick quiz

Ten questions on this page. Sign in to save your score.