Service Records

Service Records track every maintenance task and repair performed on your car. Access them by selecting a car in the Garage and opening Maintenance → Service history.

If older service history cannot be prepared, the Logbook stays closed and shows Service history could not be loaded. Please try again. Use Try again to reopen it -- the rest of the car page stays usable.

Log service

Click the Add service record button at the top right of the logbook to open the Add Service Record dialog. The dialog walks you through:

If you save without What was done? or a date, the missing field says so in red.

Update Build too?

Brake pad replacement, tire change or replacement, and alignment check records offer the matching Build change in a teal box, ticked by default:

• Pad change -- "Fit pads from Spares", onto the axle the record names (rear when it says rear, otherwise front). The pads coming off retire. Shown when pads are on the shelf.
• Tire change -- "Swap to set from Spares"; the set on the car goes back on the shelf. Shown when a tire set is on the shelf.
• Alignment -- "Record as setup vn": a new version of the fitted setup, carried forward from the last one. Shown when the car has a setup.

The change runs after the record saves. If it fails, the record stays saved and a red banner offers Try again. Untick the box to use the detailed tire, brake pad or alignment section instead. | Vendor | No | Select the installer or shop that performed the work, or use the + button to add a vendor without leaving the form | | Linked parts | No | Parts installed, replaced, inspected, or consumed during the service | | Consumables | No | Fluids, detailing products, and shop supplies used during the job | | Maintenance items this covers | No | Tick the maintenance items this service resets when its service type alone would not -- for example a general service that included a brake-fluid flush. Items the service type already resets don't need ticking | | Tires, brake pads, and setup details | No | Choose existing inventory or saved setups, or create new ones while logging the service |

Choose None for work you performed yourself. You can also change or clear the vendor later when you edit the service record.

Attaching a document

Below Notes, use Attach receipt or document to add one PDF or image up to 25 MB. The file is saved with the service record exactly as you selected it, so you can open it later from the Logbook or Documents view.

This attachment field does not scan the file or fill the form. To extract service details from a receipt image or PDF, use Upload receipt in the Service history toolbar instead.

Adding a URL

Every service record can carry an optional URL -- paste the shop's online receipt page, a manufacturer's info page, a repair guide, or any other link you want to keep with the record. The URL field appears with the attachment control below Notes and is available on all plans.

When the link is a specific product page, TrackOut can also offer an Add part from link action that creates the part with its manufacturer, part number, vendor, and URL, then links it to the service. If the extracted part already matches a part you currently own, TrackOut offers Link existing part first so you do not accidentally create a duplicate. Use Add as new anyway when you really bought another copy.

Free plans see only the URL field -- you can still save the link, just without the auto-fill.

Linking parts

Use Linked parts when a service installs, replaces, inspects, or uses inventory from your Parts Inventory. The search box is always visible, so you can start typing a part name, manufacturer, part number, or multiple keywords right away. Select an existing part from the list, or type a new part name and choose Create to add it to the car's inventory without leaving the service form.

New parts created from the service form are saved as in-stock parts for the selected car and are linked to the record immediately. When you save the service record, TrackOut uses the record's date and mileage as the install context for parts that should be installed by that service.

Consumables

Pick fluids, detailing products, and shop supplies from a grouped type-ahead list. Category headings keep fluids, detailing items, and shop supplies separated while you search. You can use saved products, choose curated common items, or add a new consumable while logging the job. Optional amount and unit fields let you record how much was used, and selected consumables appear as editable cards below the picker.

For oils and fluids, search by brand, product family, or grade (for example 300V 5W40) and select the exact product you used. Manufacturer-verified suggestions include engine oil, brake fluid, transmission fluid, and coolant. Different grades are separate choices. Available manufacturer logos appear beside suggestions and selected products, with initials when artwork is missing. Saving makes that product reusable in your garage, and editing a record retains the selection and its amount. You can still create a custom consumable when yours is absent. A catalogue suggestion does not determine whether a fluid suits your car.

Tires, brake pads, and setup details

When a service record includes tires, brake pads, alignment, or suspension work, the form lets you reuse what is already in your garage or create something new:

• Choose existing -- Select unmounted tires or brake pads from the car's inventory, or pick a saved alignment or suspension setup. You can link the selected hardware to the record for history only, or mount/install it as part of the service by choosing the corner or axle.
• Create new -- Add new tires, brake pads, alignment values, or suspension settings inline when the work introduced hardware or a setup that was not already saved. For new tires, Heat cycles records how many cycles are already on used tires (leave blank for new). Max heat cycles stays under Optional details.

If TrackOut finds matching inventory or saved setups for the car, the section opens in Choose existing mode first so you do not have to re-enter hardware you already track. If there is nothing available to choose, the create-new form appears directly.

Quick Add from the garage

For fast capture, open Quick add from the garage, choose a car, then select Log service. The compact form lets you choose a service type, add an optional description, set mileage and date, and attach a receipt for processing.

Use the full Logbook form when you need cost, vendor, URL, notes, linked parts, consumables, Maintenance items this covers, setup details, or detailing products.

From a track day

A track day's detail page has Service after this day in its right-hand rail. It opens the same form pre-filled with the day's date, the day's car, and that car's current odometer reading, and files the saved record against the event. Records logged that way show an After <track day> link in the logbook, and the track day's own Service & wear card lists them back.

The link is just a pointer: deleting the track day later leaves the service record exactly where it is and only removes the link.

Service types

Every logbook entry, punch-list task, and maintenance rule carries one service type, and TrackOut keys schedules, reminders, and readiness off that type. The picker is searchable; the full catalog, grouped by the system it belongs to:

• Engine -- Oil change, oil analysis, engine tuning, air filter, belt and timing belt replacement, valve adjustment, compression / leak-down test, engine rebuild, engine mounts, catch can service, forced induction service, intake cleaning, throttle body service, PCV valve, exhaust service, oxygen sensor
• Cooling -- Coolant flush, radiator service, water pump, thermostat, hose replacement
• Fuel -- Fuel filter, fuel system service (pump, injectors, lines)
• Ignition & Electrical -- Spark plugs, spark wires, ignition coils, battery, electrical repair
• Drivetrain -- Transmission fluid, gearbox service, differential service, transfer case, clutch service, axle service, driveshaft service
• Brakes -- Brake inspection, brake pads, brake rotors, brake fluid flush, brake bleed, caliper service, brake line replacement
• Tires & Wheels -- Tire replacement, tire change, tire rotation, tire flip, tire balance, tire pressure adjustment, wheel stud replacement, wheel torque check, wheel bearing service
• Suspension & Steering -- Alignment check, corner balance, suspension check, shock absorber replacement, damper rebuild, bushing replacement, sway bar service, steering inspection, power steering flush
• Body, Interior & Aero -- Aero check, body repair, windshield replacement, headlight restoration, wiper blades, cabin filter, A/C service
• Safety Equipment -- Harness replacement, fire suppression service, safety equipment service (cage, nets, seats, kill switch)
• Inspection & Compliance -- Safety (tech) inspection, nut & bolt check, vehicle inspection, car inspection, emission test, registration
• Detailing -- Detailing (including paint correction and protection film)
• Parts -- Part installation, part removal
• Incident -- An off, contact, or mechanical failure at an event. It carries no maintenance interval, so it never advances a schedule and is not offered when you build a recurring maintenance rule -- it exists so the logbook can carry the day something went wrong
• General -- Fluid top-off, general service, and other for anything that does not fit a specific type

Track-specific types such as brake bleed, corner balance, damper rebuild, harness replacement, fire suppression service, wheel torque check, and nut & bolt check have their own schedules, so logging a post-weekend bleed never advances your brake fluid flush interval.

Logging detailing work

Detailing -- paint correction, ceramic coatings, interior cleaning, wheel and tire care -- lives alongside every other service record. Set the service type to Detailing (or type a keyword like "ceramic coating" and let TrackOut auto-detect it) and the form expands with two extra fields:

• Detailing type -- A dropdown for the kind of work performed, such as wash & wax, paint correction, ceramic coating, interior detail, or engine bay detail.
• Products used -- A list of detailing products you applied, each with optional application areas (Paint, Wheels, Interior, Glass, Trim, Tires, Engine Bay, Other).

Start typing in Products used to search your saved detailing products. Choose an existing product to reuse its saved details, or choose Add to save a new product by name while you log the service. Products you create from a detailing record are suggested the next time you log detailing work, so the field gets faster as your catalog grows. Because detailing products are shared across every car in your garage, the same bottle of coating or polish can be reused on any car without duplicating it.

Detailing products have their own catalog, separate from durable parts, and each service record can link the exact products used. The products show on the record in the car's Maintenance → Service history.

Records table

The table

Maintenance → Service history lists the car's service records in one sortable table, newest first. Track days and their sessions live in the car's Driving tab, not here. Each row shows:

• Date -- When the work was done, for example Sep 12. Dates outside the current year carry the year (Sep 12, 2025).
• Service -- The work itself, with a muted line beneath naming what it used: consumables and their amounts (for example Liqui Moly 10W-60 · 7 qt), the parts fitted, and detailing products. A part or product with a saved product page links to it. With nothing linked, the line shows the record's description. Part-install rows title the fitted part (name and number, for example Camber Bushing Kit · ABC-123) instead of repeating Part Installation. Setup chips and an After <track day> link appear beneath when the record has them.
• Mileage -- Odometer reading at the time of service.
• Vendor -- The installer or shop. For part-install records with no installer on file, TrackOut can show the part's vendor instead.
• Cost -- Total spend for the work.
• Receipt -- A Receipt link when the record has a linked receipt -- click it to open Maintenance → Documents with that receipt expanded and marked Opened from Service history. A dash means there is no receipt.
• Actions -- A three-dot menu at the end of the row with Edit, Duplicate, Repeat, Merge, and Delete.

The last row names what the table is showing and totals it, for example 2026 · 6 records and $2,562. It follows the year, type, and search, and counts the whole history rather than only the rows loaded so far.

On phones the records show as cards grouped by month; tap a card to see its vendor, cost, and how the record reached your logbook (Receipt · email, Receipt · scan, Manual entry, Imported, or API). Part Installation cards use the installed part as the heading.

Click any sortable column header (Date, Service, Mileage, Vendor, Cost) to sort ascending or descending. The default sort is most recent date first.

Search and filter

The toolbar above the table has three controls:

• Search -- Matches record names, descriptions, notes, vendors, linked part names, part numbers, and service types. Searching for oil or rotor still finds those jobs even though the type filter is coarser.
• Year -- Opens on the current year. Pick another year, or All years for the whole history. When the car has nothing logged this year, the table opens on all years instead. A link such as ?tab=maintenance&sub=history&year=2025 opens Service history on that year.
• Type -- Narrows to General service, Parts, Setup, or Incident. Only types this car actually has in the selected year are offered, so a car that has never had an incident is not offered an Incident filter.

Each option in the Year and Type lists carries a count: the number of records picking it would list. It follows your search and the other filter, so with brake typed and 2026 picked, Parts · 3 means three rows. An option your search rules out stays in the list at 0 rather than disappearing. The counts and the spend total appear once the whole history has been counted, so they do not flash a partial number while older pages are still loading.

Toolbar actions

To the right of the toolbar:

• ··· (Import and export) -- A menu with:

  • Export to CSV -- Downloads exactly what the table is showing, with search and filters applied, as a CSV file with the columns Date, Mileage, Entry, Details, Where, Cost, Source, and Type.
  • Smart import -- Upload a CSV and AI sorts each row into service records, parts, and tires (see AI Smart Import).
  • Import from CSV -- Bulk import from a CSV file.

  When receipts for this car are waiting in your Inbox, a count appears on the ··· button and the menu offers to open them.

• Upload receipt -- Scans a receipt photo or PDF into a service record (see Receipt scanning).

• Add service record -- Opens the Add Service Record dialog.

On wider screens the search, filters, and actions share one row. On smaller screens the toolbar wraps: the search box spans the row, the filters sit beneath it, and the actions follow, with Upload receipt and Add service record stretching to fill their rows.

When the car has nothing logged yet, the filters, Export to CSV, Upload receipt, and Add service record hide so they are not duplicated. The empty card is the create surface -- stacked Log first service and Upload receipt buttons, the shared receipts inbox address, and quick-start chips. The ··· menu stays in the toolbar with Smart import and Import from CSV, since importing is the fastest path to a first entry.

Service punch list

The To-do list under Needs attention on the car's Overview (formerly the punch list) is a quick list of work you're planning to do on the car. It's separate from your reminder schedule -- think of it as the running list of small jobs you want to remember for the next shop session.

Adding items

Type into the Add a to-do box at the bottom of the list and press Enter or choose Add. Items appear in the order you add them.

You can also push parts onto the list from the Parts inventory: use the Add to punch list action on any part to create a new task already linked to that part.

Linking a part

Choose Link a part in a row's "..." menu to attach a part if the task isn't linked yet -- the part name then appears beside the task.

Completing items

Click the checkbox on any item to open the Complete dialog. You have three options:

• Quick log to Logbook -- Creates a lightweight service entry from the task description, optionally confirming current mileage and cost. If the detected service type matches an active maintenance rule, TrackOut shows an Advance the matching maintenance schedule checkbox. Leave it on when the work should reset that schedule; turn it off for informational notes like top-offs or inspections that should not move the next due reminder.
• Create service record -- Opens the full Add Service Record dialog pre-filled with the task description, so you can capture cost, vendor, linked parts, and dates.
• Just close -- Marks the task done without writing anything to the Logbook. Useful for non-maintenance to-dos.

The service type is important: if it matches an active maintenance rule, TrackOut advances that schedule. It can also close other open, unscheduled tasks or reminders of the same type so duplicate "do the oil change" intentions do not stay open after you log the work.

If you complete a task by creating a full service record, TrackOut also offers to attach a receipt photo or PDF to the new record.

Batch logging

Click Log all to Logbook to review every open task before it becomes service history. The confirmation dialog lets you adjust each task's service type, shows which types advance an active maintenance schedule, and groups matching types into separate service records when you save.

If a grouped record would advance a schedule, the dialog includes the same Advance the matching maintenance schedule checkbox. Leave it checked for completed maintenance, or turn it off when you want to keep the logbook entry without resetting the interval.

Completed history

Items collapse under Recently completed as you check them off. Expand the section to review what's been closed.

Editing a record

Click any row -- or use Edit from the row's three-dot menu -- to open the Edit service record sheet from the right side of the screen. The sheet uses the same field order and labels as Add service record -- What was done?, Service date, Mileage, Service type, Cost, and Notes -- plus linked parts, consumables, setup details, detailing extras, vendor, and any attached URL. Maintenance items this covers shows the items the record resets; tick or untick them to correct the link, and each item re-anchors to its newest service. Save your changes from the sheet's footer.

Duplicating a record

When the duplicate-entry rollout is enabled on your account, the row's three-dot menu adds a Duplicate action. It opens the Add Service Record dialog (re-titled Duplicate service record) pre-filled with everything from the source entry -- service name, type, URL, cost, notes, and (for Detailing entries) the saved detailing type and every linked product with its application areas. Non-detailing entries carry over their linked parts. Date defaults to today and Mileage defaults to the car's current mileage so you can adjust the few fields that changed and save.

If the source record has a linked receipt, the duplicate dialog also offers a Copy receipt and attachments checkbox, off by default. Turn it on to clone the receipt and every attached file onto the new record. Each record gets its own copy, so deleting one record doesn't affect the other.

A duplicate also ticks the same maintenance items as the original, where they're still active on the car.

Receipt scanning

If your plan supports receipt scanning, you can upload a photo or PDF of a receipt straight from Maintenance → Service history. The receipt is processed using OCR and the extracted service details are presented for review.

1. Click Upload receipt in the Service history toolbar.
2. Select a file (image or PDF).
3. Wait for processing -- the button shows "Uploading..." then "Reading..." while OCR runs.
4. Review the extracted data in the Review Receipt modal.
5. Confirm to create a service record from the receipt.

When a single receipt creates multiple Logbook entries -- for example, separate labor and parts lines from one shop invoice -- each service record keeps a link to the shared source document. Open the original PDF or photo from the car's Maintenance → Documents or when duplicating any of those records.

Links work both ways. In Maintenance → Documents, a receipt reads Linked to N services -- click it to open Service history filtered to those services, under a bar naming the receipt with Back to receipt and Show all services. A receipt nothing uses yet says Not linked to a service yet, with Review when it is waiting for review. Deleting a linked receipt asks first and lists the services it is attached to; they keep their cost and lose the paperclip.

See Inbox & Receipt Processing for more details on receipt handling.

Deleting records

Open the three-dot Actions menu on a record and choose Delete. A confirmation dialog appears before the record is permanently removed.

If the record was created from an Inbox receipt that also produced other Logbook lines, deleting this entry updates the shared receipt link to another surviving line when one exists. When you delete the last linked line, the link is cleared but the receipt file remains in Documents until you delete it there.

Merging records

If you have duplicate or related service records (for example, multiple line items from the same shop visit imported separately), you can merge them into a single record.

1. Open the row's three-dot menu and select Merge -- the row you clicked becomes the primary record and the table enters merge mode with checkboxes on every row.
2. Check the additional records you want to combine. The primary row stays selected and cannot be unchecked.
3. A bottom bar shows how many records are selected and a Merge button. Tap Merge when at least two records are selected.
4. In the confirmation dialog, optionally choose a different primary record or rename the merged entry, then confirm.

To exit merge mode without saving, tap the X on the bottom bar. The bar stays visible even when search or filters hide your selected rows, so you can always cancel out of merge mode.

All linked parts, tires, brake pads, part installations, and service reminders from the merged records are moved to the primary record. The source records are then deleted.

CSV import and export

The Service history toolbar has three ways in:

• Upload receipt -- Upload a receipt image or PDF and TrackOut reads the vendor, date, mileage, and line items off it.
• Smart import (in the ··· menu) -- Upload a CSV in any layout and TrackOut classifies each row with AI.
• Import from CSV (in the ··· menu) -- Bulk import from a CSV file. See Maintenance Tracking for CSV format details.

Export to CSV (in the ··· menu) downloads the rows the table is currently showing as a CSV with the columns Date, Mileage, Entry, Details, Where, Cost, Source, and Type. Mileage is in miles. The file re-imports through Import from CSV: Entry, Details, Date, Mileage, Cost, and Type map onto the importer's fields automatically.

Text that starts like a spreadsheet formula is exported with a leading apostrophe so it opens as literal text. If you re-import that file, the apostrophe remains part of the value; review those cells in the import preview.

When forward-fill is enabled on your account, the CSV preview step fills blank Date and Mileage cells from the most recent earlier row that has a value -- handy for spreadsheets that group multiple line items under a single shop visit. Rows that still have no date after forward-fill default to today. Forward-fill is rolling out gradually; if you're not seeing it yet, every cell will need a value as before.

Kilometer columns

If your spreadsheet records odometer readings in kilometers, use a column header that includes a km or kilometer unit -- for example Mileage (km), Odometer km, or Kilometres. TrackOut auto-maps those headers to the mileage field and converts the values to miles before saving, so maintenance intervals and odometer history stay accurate.

A miles column is never converted -- the detector looks for km as a whole word in the header, not as part of another label.

Maintenance integration

Service records work together with the Maintenance Tracking system:

• Rule matching -- When you log a service that matches an active maintenance rule (e.g., oil change every 5,000 miles), TrackOut offers to complete the corresponding reminder.
• Follow-up scheduling -- The row's Repeat action sets the service up as a tracker: it opens the tracker editor on the car's Service schedule with the record's item and name filled in, or the tracker that already follows that item. See Maintenance tracking.
• Up next -- The next booked service sits on the car's Overview, so logging service from Service history flows straight back into what is coming due.