Service Records

Service Records track every maintenance task and repair performed on your car. Access them by selecting a car in the Garage and clicking the Logbook tab.

Log service

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

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 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.

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.

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, setup details, or detailing products.

Service types

TrackOut includes a comprehensive list of service types covering routine maintenance and motorsport-specific tasks:

• Fluids -- Oil change, coolant flush, brake fluid flush, power steering flush, transmission fluid
• Brakes -- Brake pad replacement, brake rotor replacement, brake inspection
• Filters -- Air filter, cabin filter, fuel filter, PCV valve
• Engine -- Engine tuning, spark plug replacement, belt replacement, exhaust service
• Drivetrain -- Clutch service, differential service, gearbox service
• Suspension & Alignment -- Alignment check, suspension service
• Body & Interior -- Detailing, headlight restoration, windshield replacement, window tint
• Inspection & Registration -- Car inspection, emission test, registration renewal
• General -- General service for anything that does not fit a specific category

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 now have their own catalog, separate from durable parts. The car's Parts & Consumables > Detailing sub-tab shows saved product type, usage history, and application areas, and each service record can link the exact products used.

Records table

The Logbook tab is a full-width sortable table of every service record on the car. Each row shows:

• Date -- When the service was performed (most recent first by default).
• Mileage -- Odometer reading at the time of service.
• Service -- The record name, a short summary line, and any linked parts, consumables, products, or setup chips underneath.
• Vendor -- The installer or shop, if one is attached to the record.
• Cost -- Total spend.
• Actions -- A three-dot menu at the end of the row with Edit, Repeat, Merge, and Delete.

Click any sortable column header (Date, Mileage, Service, 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 -- The search box on the left matches record names, descriptions, notes, vendors, and linked part names.
• Type filter -- The Type dropdown is a multi-select list of every service type used on this car, with a per-type count next to each entry. Pick one or more types to narrow the table, or use Clear filter to reset.
• Filtered count -- A small "X of Y" counter shows how many records match the current search + type filter.

Toolbar actions

To the right of the toolbar:

• More menu (three-dot) -- Smart Import (AI-powered import from a screenshot or PDF), CSV Import, and Export CSV.
• Scan receipt -- The amber Sparkles button for receipt scanning (see below).
• Log service -- Opens the Add Service Record dialog.

On smaller screens the search box spans the row, the type filter stays readable on its own line, and Scan receipt / Log service become full-width actions above the horizontally scrollable table.

Service punch list

Above the records table on the Logbook tab, the Punch list is a quick to-do 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 task row at the bottom of the list and press Enter. 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.

Reordering and linking

Drag the handle on the left of a row to reorder items. Click the link icon to attach a part if the task isn't linked yet -- the part name then appears under the task description.

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 Service Record sheet from the right side of the screen. The sheet exposes the full editor for the record: description, mileage, date, cost, notes, service type, linked parts, consumables, setup details, detailing extras, and any attached URL. 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.

Receipt scanning

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

1. Click Scan receipt in the toolbar (the amber Sparkles button).
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.

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.

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 is pre-selected as the primary record.
2. The merge dialog opens with the rest of the car's records listed; check the additional records you want to merge into the primary.
3. Optionally choose a different record as the primary and rename it.
4. Click Merge to confirm.

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 Logbook toolbar's more menu (three-dot button) holds three import/export actions:

• Smart Import -- Upload a screenshot, PDF, or copied text and TrackOut extracts service records with AI.
• CSV Import -- Bulk import from a CSV file. See Maintenance Tracking for CSV format details.
• Export CSV -- Download the current filtered records as a CSV file (search and type filter are applied to the export).

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 pre-fills a new reminder with the service type and description from the original record.
• Next Service banner -- The next due reminder is always visible in the banner above the car's tabs, so logging service from the Logbook flows straight back into your maintenance plan.