Vehicle
Tracks a vehicle, including identification, ownership, value
By
AnyDB
The AnyDB Vehicle template is a centralized record for managing individual vehicles within an organization’s fleet or asset system. It consolidates key details such as identification, ownership, insurance, current status, and value—while also rolling up dynamic, real-time data from related child templates including service records, reminders, fuel logs, expenses, and issues.
Suitable for
Description
This master vehicle template stores core vehicle metadata (e.g., make, model, year, license plate) and ownership details (e.g., purchase price, vendor, ownership type). It tracks insurance provider info and includes upload fields for documents such as insurance contracts and vehicle photos.
Crucially, it pulls in live data from related child documents via embedded attachments and formulas:
- Service Count (from Vehicle Service Records)
- Fuel Cost (from Vehicle Fuel Logs)
- Vehicle Expenses (from Vehicle Expense Reports)
- Open Issues (from Vehicle Issue Records)
- Reminders Count (from Vehicle Reminders)
- Inspection Result (from Vehicle Inspection Records)
Each of these data points is automatically calculated or updated based on linked child templates, enabling a live operational snapshot for each vehicle.
Key Data Stored
- Vehicle Name, Type, License Plate
- Make, Model, Year, Color
- Current Mileage and Registered Location
- Ownership Details – Owned, Leased, Rented
- Purchase Price, Date, and Seller
- Current Value
- Status – Active, Under Repair, Sold, etc.
- Insurance Provider, Policy #, Expiration Date, Contract Upload
- Inspection Result – Auto-calculated pass/fail from latest child inspection
- Vehicle Photo
- Notes – Rich-text field for history, context, or annotations
Rolled-Up Fields from Child Templates
- Open Issues Count – from Vehicle Issue Records
- Reminder Count – from Vehicle Reminder Records
- Service Count – from Vehicle Service Records
- Next Service Date – from Service logs
- Vehicle Fuel Cost – Total from Vehicle Fuel Log entries
- Vehicle Expenses – Total from Vehicle Expense Report entries
Business Use Cases
- Fleet Management Dashboards – View all essential data about each vehicle in one place
- Asset Audits – Verify ownership, insurance, value, and maintenance history
- Preventive Maintenance – Automate reminders and link maintenance logs
- Cost Tracking – Summarize total spend per vehicle (fuel, service, repairs)
- Compliance & Safety – Store inspection results, insurance status, and service history
Why This Template is Powerful
- Rollup-Driven Insights – Automatically aggregates service, fuel, cost, issue, and compliance data
- All-in-One Record – Combines documentation, status, and analytics in one view
- Modular & Scalable – Supports large fleets and integrates with child workflows
- Smart Badges & Statuses – Highlights inspection results, ownership, and license information visually
- Audit & Policy Ready – Links to insurance, repairs, and purchase documentation for traceability
This template serves as the control center for every vehicle in the organization, enabling teams to monitor condition, cost, compliance, and action—seamlessly and in real time.