Complete Fleet MOT & Tax Tracker

MOT, tax, insurance, service, plus the tail lift inspection and the tachograph: every van has five dates, and every driver has a licence to check. This fleet tracker puts all of them on one list, most urgent first, so nothing slips past.

Made for UK trades businesses, delivery firms, care agencies, charities and any small business running cars, vans or a few lorries. Enter each vehicle and driver once: due dates, statuses and the Due List are worked out for you.

▶ Easy Start Here guide included – video tutorial coming to our YouTube channel

Works in Microsoft Excel and Google Sheets, with no macros.

What it does for you

• Vehicles: up to 100, with registration, make/model, type, main driver, location, and in use or off road
• Five due dates per vehicle: MOT, tax, insurance, service, plus one item of your own (tail lift LOLER, tachograph calibration, etc.)
• First MOT worked out from the first registration date when no MOT expiry is entered (3 years for cars and vans, 1 year for lorries, editable per type)
• Service due from the last service and the interval for that vehicle type, with a per-vehicle override
• Drivers: up to 100, with photocard expiry, last licence check, penalty points and Driver CPC. Drivers with more points get a shorter check interval (your own policy)
• Due List: every vehicle and driver date due in the next 90 days or overdue, most urgent first
• Compliance Summary: one printable page (vehicles and drivers in date, items overdue, 12-month costs, next items due) with a sign-off box
• Costs log with 12-month totals per vehicle, by category and by month
• Dashboard with 5 charts and a "What needs your attention" list, plus a Start Here tab with a health check that flags text dates, duplicates and names not on your lists

How it works (3 steps)

1. Set up once: business, warning days, licence-check policy, vehicle types, locations and cost categories on Settings
2. Add each vehicle and driver, and log costs as they come in
3. Check the Due List weekly and print the Compliance Summary when someone asks

What's included

• Fleet-Compliance-Tracker.xlsx: filled with fictional example data (14 vehicles, 12 drivers, a year of costs) so you can see how it works
• Fleet-Compliance-Tracker-BLANK.xlsx: an empty copy, ready for your own fleet
• Works in Google Sheets: upload the .xlsx to Google Drive, right-click > Open with > Google Sheets, then File > Save as Google Sheets (tested: formulas and charts kept)
• Start-here.pdf: one-page quick-start guide, including how to open it in Google Sheets

Compatibility

• Microsoft Excel 2010 or newer (Windows & Mac) and Microsoft 365
• Google Sheets (free Google account). Set File > Settings > Locale to United Kingdom for £ and UK dates
• Not designed for Apple Numbers or mobile-only editing. A computer is recommended
• No macros, add-ons or subscriptions

Instant download

This is a digital product. Nothing physical will be shipped. Your download link appears straight after checkout and is also emailed to you. Stuck or have a question? Email info@phkmedia.co.uk and I'll gladly help you set it up.

Good to know

• Cream (pale yellow) cells are for your input. White and grey cells are worked out for you, and the sheets are protected (no password) so formulas are not overwritten by mistake
• A Health check on the Start Here tab and a Check/Status column on every log flag missing or odd entries
• Based on gov.uk guidance (checked 02/11/2026): first MOT by the third anniversary of registration, then yearly; lorries tested yearly from 1 year (gov.uk/getting-an-mot); Driver CPC 35 hours every 5 years (gov.uk/driver-cpc-training)
• It does not connect to DVLA or the MOT database: you type the dates in (check them free at gov.uk/check-mot-history and gov.uk/check-vehicle-tax)
• Room for 100 vehicles, 100 drivers and 3,000 cost entries. Dates show as DD/MM/YYYY
• FAQ: Does it send reminders? No, but the Due List and Dashboard show what is due as soon as you open it
• FAQ: Can several people use it? Yes, in Google Sheets you can share it with your team

DISCLAIMER

This tracker is a record-keeping aid, not legal or fleet compliance advice. It does not replace checking MOT, tax and licence records on gov.uk, your insurer or operator licence (O-licence) duties. All names and figures in the example file are fictional.

Licence: Licensed for use within one business. Please do not resell, share or redistribute the files.

AI disclosure: This template and its listing images were designed by PHK MEDIA LTD with the help of AI tools. All formulas were tested and the files were reviewed and finalised by the seller.

© PHK MEDIA LTD

Licence: Licensed for use within one business or household. You may edit and print the files for that business. You may not resell, share or upload them for others.