How to maintain a company car's service history?

Why keep a service history?

A service history is not only about tidy documentation — it is a tool for scheduling maintenance, controlling costs and evidence for tax matters and when handing over a vehicle.

Accurate records speed up accounting, help detect recurring faults and reduce the risk of unplanned downtime. For company-used cars, records are also the basis for assessing usability and deciding on fleet replacement.

• Make it easier to plan inspections and routine replacements
• Provide proof of expenses for accounting and tax inspection
• Streamline transferring the car between employees
• Improve analysis of operating costs and decisions on vehicle replacement

Minimum fields in the vehicle record

The vehicle record (paper or electronic) should contain a consistent set of information — missing these data complicates settlements and verification of repair history.

The list below is the minimum set of fields worth maintaining uniformly for all cars in the fleet.

• Vehicle identifier: registration number and VIN
• Date of entry/event and type of event (inspection, repair, tyre change, fuel, etc.)
• Odometer reading (km) at the start and end of the service
• Supplier/service provider; invoice number and scan/photo of the invoice or receipt
• Amounts: net, VAT, gross and accounting code/cost category
• Short description of performed actions and parts used
• Warranty period for the service/parts; date of next inspection
• Photos documenting the damage/performed work and signature of the person submitting the documents

Practical workflow: driver → administrator → accounting

The operating scheme should be simple and written down. The sooner the invoice and odometer reading reach the central system, the easier planning and settlements become.

The workflow below is a set of good practices used in companies that want to shorten document circulation time and improve data quality.

• Driver: immediately after the service scans or photographs the invoice, takes photos of damages/repaired work and reports the current odometer reading and a short note (e.g. reason for the visit).
• Fleet administrator: enters the record into the central vehicle card (system, spreadsheet or repository), categorizes the cost and assigns it to a project/accounting code; confirms the date of the next inspection.
• Accounting: receives scans/invoices, verifies formal correctness, posts and stores documents in accordance with requirements (originals or KSeF).
• Periodic checks: the administrator performs a review of entries (e.g. quarterly) to catch omissions and correct service schedules.

Transferring a car — handover protocol

When changing the vehicle user, prepare a handover protocol. This document protects the company and the new user against disputes over technical condition and equipment.

Protocol templates are widely available; the key is that each protocol is signed by both parties and stored in the vehicle history.

• Date of transfer and details of the person handing over and the person receiving
• Odometer reading and fuel level
• List of equipment (keys, vehicle documents, first-aid kit, spare wheel, etc.)
• Noted damages and their photographic documentation
• Remarks regarding mandatory inspections or repairs to be performed

Digitization: what to implement to improve the service history

A digital repository, OCR for invoices and integration with telematics are solutions that reduce manual work and improve data quality. Not all fleets need an advanced system, but basic automation brings measurable benefits.

When implementing, remember the legal requirements concerning the authenticity and integrity of electronic documents.

• Central repository (cloud or local system) with version control and assignment to the vehicle
• OCR or automatic invoice processing to speed up posting and eliminate manual transcription errors
• Notifications and reminders about inspection dates and warranty expirations
• Integration with telematics: import of mileage, alerts about unplanned stops and usage reports (subject to RODO/GDPR requirements)

Document storage and legal requirements

Accounting documents must be stored for the period required by tax regulations; additionally, invoices in KSeF are stored for 10 years in the system. When planning a retention policy, take these terms into account.

Processing drivers’ personal data (names, signatures, contacts) is subject to RODO (GDPR) — apply the principle of data minimization and clearly defined retention periods.

• Retention period for accounting documents: generally at least the statute of limitations for tax liabilities (practically several years) — consult your accountant for your specific situation
• Invoices in KSeF: information on storage in the system (for documents placed in KSeF)
• RODO policy: restrict access to data, encrypt the repository, conduct regular reviews and delete redundant data

Common pitfalls and good practices

The most frequent mistakes are dispersed documentation, delayed invoice scans and lack of a clear supervisor responsible for the vehicle card. These shortcomings make it harder to recover costs and reduce service efficiency.

A few practical tips that will reduce the risk of problems.

• The default VAT deduction for passenger car expenses is 50%; a 100% deduction requires meeting additional conditions and keeping a mileage log — consult a tax advisor before deciding.
• Ensure electronic copies of invoices meet authenticity and integrity requirements (KSeF or appropriate storage procedures).
• When implementing telematics, prepare the legal basis for data processing (information for employees, regulations, any consents) and limit the scope of processed data to the necessary minimum.
• Assign responsibilities: who enters records, who verifies invoices, who archives documents. A clear division shortens response time and facilitates audits.

Summary

A service history is the basis for operational and tax decisions. Standardized fields, a simple workflow (driver → administrator → accounting), a digital repository and clear retention/RODO rules minimize risk and simplify fleet operation. For tax questions regarding VAT and mileage records, consult your accountant or tax advisor.