# Manage maintenance

> Plan the servicing of your cars, block them during the work, record the cost and the next due date, and spot overdue servicing.

**Who can use this:** Agency owner, Agency manager, Fleet manager  
**In the app:** More › Maintenance  
**URL:** https://docs.drivego.thesuperplatform.com/en/guides/agency/maintenance  
**Updated on:** 2026-10-25

A maintenance record describes work on a car: oil change, brakes, tyres, full service or inspection. It can make the car unavailable during the work, which removes those dates from search. The cost is counted in your expenses when the work is completed.

## Steps

1. Open **More**, then **Maintenance**.
2. Create a record: choose the car, the type of work and the dates.
3. Fill in the description, the mileage, the garage and the expected cost. Attach the garage's quotes or invoices.
4. Tick **Make the car unavailable** if the car cannot be rented during the work.
5. Enter the next due date, in kilometres and as a date.
6. Save. Move the record to **In progress** when the work starts, then **Completed** at the end, with the actual cost.

*Screenshot: Maintenance list and work record (screen no. 82).*

**Maintenance screen and work record**

| Field | Required | Values or format | Example | What it means |
|---|---|---|---|---|
| Status filter | No | Scheduled, In progress, Overdue, Completed, Cancelled | Overdue | Filters the list of records. |
| Car | Yes | A car in your fleet | Dacia Logan, 12345-A-6 | The car concerned. |
| Type of work | Yes | Oil change, Brakes, Tyre rotation, Tyre replacement, Air filter, Full service, Inspection, Other | Oil change | The kind of work. |
| Description | No | Free text | Oil change and oil filter | Details of the work. |
| Mileage | No | Whole number of kilometres | 48,250 | The odometer at the time of the work. |
| Garage | No | A provider from your list | Garage Atlas Auto | Who does the work. |
| Cost | No, advised at the end | Amount in the agency currency | MAD 650.00 | The cost of the work. |
| Start date | Yes | Date | 22 May 2026 | Start of the work. |
| End date | No | Date, after the start date | 23 May 2026 | Expected end. |
| Status | Yes, Scheduled by default | Scheduled, In progress, Completed, Cancelled | Scheduled | Overdue is set automatically. |
| Make the car unavailable | No | Checkbox | Ticked | Blocks the car from the start (00:00) to the end (23:59). |
| Attachments | No | Photos or documents | Garage quote | The supporting documents. |
| Next due (km) | No | Number of kilometres | 58,250 | The next service by odometer. |
| Next due (date) | No | Date | 22 November 2026 | The next service by date. |

**After you save:** if the car is made unavailable, its dates are blocked in the [availability calendar](https://docs.drivego.thesuperplatform.com/en/guides/agency/availability) and it shows the Maintenance status during the work. When the record is **Completed** with a cost, the expense is counted once in [finance](https://docs.drivego.thesuperplatform.com/en/guides/agency/finance).

## Block the car during the work

When **Make the car unavailable** is ticked, the car is taken out of rental from the start date at 00:00 to the end date at 23:59. Without an end date, the period stays open, with one day of margin. If a booking already covers those dates, saving is refused: DriveGo never takes away a car promised to a customer.

## Who can do what

The owner, the agency manager and the fleet manager create and edit records. Employees view the history and add notes to the car. The finance manager sees the costs in finance.

## What happens next

- **Completed or Cancelled**: the blocked period is released and the car is Available again if nothing else holds it.
- **Every night**, a record whose end date has passed without being completed becomes Overdue, and managers get "Maintenance overdue". A car whose next service date has passed, with no open record, triggers the same alert.

## Troubleshooting

| Message shown | Cause | What to do |
|---|---|---|
| "This car is no longer available for those dates. Pick other dates or another car." | A booking covers part of the requested period. | Choose other dates or untick **Make the car unavailable**. |
| The car stays in Maintenance after the work | The record was not moved to Completed. | Open the record and mark it Completed. |
| No expense in finance | The cost is empty or the record is not Completed. | Enter the actual cost, then complete the record. |

## Related pages

- [Manage the fleet](https://docs.drivego.thesuperplatform.com/en/guides/agency/fleet)
- [Availability calendar](https://docs.drivego.thesuperplatform.com/en/guides/agency/availability)
- [Maintenance in the field](https://docs.drivego.thesuperplatform.com/en/guides/employee/maintenance)
- [Follow the agency's finance](https://docs.drivego.thesuperplatform.com/en/guides/agency/finance)