Records

Go to Maintenance > Records to track repairs and service for your vehicles and trailers. The page has two tabs: Records and Totals.

Import a record with AI

The fastest way to add a record is to upload the receipt or invoice and let AI fill it in.

1. Go to Maintenance > Records and click Import with AI.
2. Drop in or browse for the receipt or invoice (PDF, PNG, JPG, or JPEG).
3. Click Save. AI reads the document, creates the record, and pulls out the parts and labor into line items.
4. Open the new record to check the details and the Items tab.

AI credits: Each AI import uses AI credits. Check your balance in Settings > AI Credits.

Add a record manually

1. Go to Maintenance > Records and click Add Record.
2. Enter the details: Record #, Status, Date, Unit, Odometer, and Amount.
3. Select a Vendor (you can add a new vendor using the + button).
4. Choose the Type for the record.
5. Add a Description if needed.
6. Click Save or Save & Open.

Record details

Click a record number to open it. Each record has these tabs:

• Info – Record #, Status, Date, Unit #, Odometer, Amount, Vendor, Types, and Description.
• Items – the parts and labor on the record.
• Documents – receipts, invoices, and photos.
• Notes – internal notes.
• Activity – a history of changes.

Status can be New, Open, Closed, or Urgent.

Other actions

• Use the Search bar and date picker to find specific records.
• Use Filters to narrow down results, and Columns to show or hide columns.
• The total expenses appear at the bottom of the records list.
• Use the ⋯ menu in the top-right corner to Export CSV or Import CSV.
• To delete a record, open it, click the ⋮ menu in the top-right corner, and choose Delete.

View total expenses

Open the Totals tab to see expenses grouped by unit, with the Unit #, Type, and total Amount spent per unit. This helps you see which units have the highest maintenance costs.

Add and manage types

1. Go to Settings > Maintenance Types.
2. Click + Add Type.
3. Enter the type name (for example, "Oil Change" or "PM") and save.

Add and manage vendors

1. Go to Maintenance > Vendors.
2. Click + Vendor in the top-right corner.
3. Enter the vendor's name, address, phone, and email, and click Save.