Spreadsheet Data Entry
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Logistics and transportation

Vehicle Inspection and Maintenance Log

Spreadsheet Data Entry helps you enter data into spreadsheets quickly from your phone: create forms, fill in fields, scan QR codes and barcodes, add photos, and save records to Google Sheets or locally.

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More in this group

Collect Route and Operations Data with a Phone

When a route, delivery, or shift ends, I want to record the event, time, metric, comment, and location from my phone so that report data is collected in a consistent format.

Confirm Delivery with Status and Geolocation

When an order is delivered or a delivery attempt is completed, I want to record the number, status, time, coordinates, and recipient from my phone so that the office and customer can confirm the result without calls or messages.

Track Fuel, Mileage, and Vehicle Expenses

When a driver refuels a vehicle or finishes a shift, I want to record mileage, fuel volume, amount, and vehicle from my phone so that I can monitor expenses and fuel consumption for every vehicle.

Situation

When a driver takes over a vehicle or maintenance is performed, I want to record mileage, condition, faults, and completed work so that the history of every vehicle is preserved.

Spreadsheet Data Entry vs Alternative Ways to Solve This

Alternative Limitations Why SDE is better
Paper pre-trip checklist and repair log
Inspections and maintenance are stored separately, making vehicle history difficult to assemble by mileage and date
SDE lets you select the vehicle and record mileage, condition, defect, and completed work without re-entering data; it uses component lists, number fields, and vehicle-code scanning.
Direct entry in Excel or Google Sheets from a phone
On a small screen it is difficult to find the correct row and column, and formulas, previous records, or the spreadsheet structure can be changed accidentally
SDE separates data entry from spreadsheet editing: the user sees only the required fields, and values are placed automatically in the columns configured for the “Vehicle Inspection and Maintenance Log” use case.
Fault reports in a work chat
Defects do not have a consistent status and may be lost among other messages
SDE collects all required values in one guided form and immediately creates a structured row for the “Vehicle Inspection and Maintenance Log” use case.
Fleet maintenance system or CMMS
Supports maintenance schedules and work orders but requires implementation and continuous vehicle-record maintenance
SDE can be launched without a full implementation: create a form, connect Google Sheets, and use only the fields required for the “Vehicle Inspection and Maintenance Log” use case.

How to Set Up SDE with Google Sheets

1

Install the app and sign in with Google

Download SDE, sign in with Google, and grant access to your Google account so the app can work with your Google Sheets.

  1. Install SDE on your smartphone.
  2. Open the app.
  3. Sign in or create an account with Google.
  4. Open Settings.
  5. Connect the Google account you want to use with Google Sheets.
  6. Confirm access.

The app is ready to work with Google Sheets.

2

Create a spreadsheet and connect a form

Prepare a Google Sheet and create a new SDE form that will send data to the required worksheet.

  1. Create a Google Sheet.
  2. Add a worksheet for collecting data.
  3. Tap “Create form” in SDE.
  4. Enter the form name.
  5. Select Google Sheets as the storage destination.
  6. Choose the required spreadsheet and worksheet with the assistant, or paste the link manually.

The form is connected to Google Sheets and ready for field configuration.

3

Add form fields and map them to spreadsheet columns

Configure the fields users will complete on their phones and specify which Google Sheets column should store each value.

  1. Open the form field editor.
  2. Add the required fields, such as date, barcode, item name, quantity, and location.
  3. Select the appropriate data type for every field.
  4. Specify the destination column for each field: A, B, C, and so on.
  5. Mark required fields when needed.
  6. Save the form.

The form is fully configured and ready for data entry.

4

Open the form and send data to the spreadsheet

Open the completed form, fill it in on your phone, and send the first record. The data will appear in Google Sheets immediately.

  1. Open the saved form.
  2. Complete the fields or scan a code.
  3. Tap “Submit”.
  4. Wait for the successful submission confirmation.
  5. Open Google Sheets and check the new data row.

The data was submitted successfully and appeared in the spreadsheet.

Template

Ready-to-use Google Sheets template: Vehicle Inspection

Copy the ready-made spreadsheet to your Google Drive, connect it to an SDE form, and start collecting data from your phone. The template already includes the required columns, formulas (where needed), filters, and a sample row.

Open template

Result

VEHICLE CONDITION HISTORY IS NOT LOST

Complete an inspection before the shift and add a record after maintenance.

  • faults are recorded before departure
  • work and mileage are stored by date
  • future maintenance is easier to plan

FAQ

Which fields are needed for a vehicle inspection?

Vehicle, mileage, inspection point, condition, defect, date, and driver.

How do I set up an inspection checklist?

Use separate fields or records for tires, lights, fluids, and other points.

How do I maintain a repair log?

Create a second form with work, parts, cost, mileage, and date.

Can critical faults be highlighted?

Yes. Add a severity level and conditional formatting in the spreadsheet.

How do I find the history of a specific vehicle?

Filter by registration number or internal code.

Get started

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