Free · Excel & Google Sheets
Free Fleet Compliance Tracker Spreadsheet (UK): Vehicles & Drivers
A free two-sheet fleet tracker. The Vehicles sheet holds MOT, road tax, insurance, service and tachograph calibration dates, and shows the next one due for each vehicle. The Drivers sheet does the same for photocard licences, Driver CPC, tachograph cards and your own licence check schedule.
In the file
6 sheets · 394 KB · opens in Excel, Google Sheets and LibreOffice
- Start here
- Vehicles
- Drivers
- Dashboard
- Import to ExpiryEdge
- Lists
Prefer a plain list? The CSV (1 KB) has the same columns and example rows, without formulas or colours.
Preview
The two tracker sheets, with example rows
This is the colour logic the spreadsheet uses. Move the date to see which rows turn amber or red next.
fleet-compliance-tracker-uk.xlsx
| Registration | MOT due | Next due | Book-by date | Days left | Status |
|---|---|---|---|---|---|
| Example – AB12 CDE | 14 Nov 2026 | ||||
| Example – EF34 GHI | 2 Feb 2027 | ||||
| Example – JK56 LMN | 20 Apr 2027 | ||||
| Example – OP78 QRS | 30 Oct 2026 |
. The example dates are fixed, so as real time passes more of them turn amber and red: that is the formula working.
How to use it in 3 steps
Clear the examples
Delete the rows that start with "Example –", or type over them.
Copy dates from the documents
Take each date from the MOT certificate, V5C reminder, insurance schedule, service book and calibration plaque. Leave a column blank if it does not apply.
Book from the earliest date
Each row shows its next due date and a book-by date. The Dashboard lists the next ten across vehicles and drivers.
What’s inside
- Start here
- How to use it in three steps, the colour key and what every column means.
- Vehicles
- Vehicles. Filters, dropdowns, frozen header and status colours, with formulas filled down 500 rows.
- Drivers
- Drivers. Filters, dropdowns, frozen header and status colours, with formulas filled down 500 rows.
- Dashboard
- Counts by status and the next 10 dates, as of today.
- Import to ExpiryEdge
- The same rows in the ExpiryEdge bulk-import columns, filled by formula.
- Lists
- The options behind every dropdown. Add your own.
Open it in Google Sheets
There is no shared Google copy to request access to. You import the same file, so you own your copy from the start.
Download the .xlsx
Use the button above. It saves straight to your computer.
Import it into a blank Google Sheet
Open Google Sheets, create a blank spreadsheet, then choose File › Import › Upload and pick the file. Select "Replace spreadsheet".
Check the dates
Formulas, dropdowns and status colours carry over. If your Google account uses a different locale, dates show in that format, which is fine: they are real dates underneath.
Columns explained
Type in the input columns. Calculated columns fill themselves on both sheets. Columns marked required are the ones the import sheet needs.
Vehicles
| Column | What to enter | Type |
|---|---|---|
| Registration | Vehicle registration number. | Input · required |
| Make / model | For example "Ford Transit 2.0". | Input |
| Depot | Where it is based. | Input |
| Main driver | Who usually drives it. | Input |
| MOT due | From the MOT certificate or the GOV.UK MOT history. | Input |
| Tax (VED) due | From the V5C reminder or the GOV.UK vehicle enquiry. | Input |
| Insurance renews | From the policy schedule. | Input |
| Service due | From the service book or your maintenance plan. | Input |
| Tachograph calibration due | From the calibration plaque, if the vehicle has a tachograph. Leave blank if not. | Input |
| Next due | Calculated. The earliest of the dates on this row. | Calculated |
| Lead time (days) | How many days before the date you want to start acting. Leave blank for 30. | Input |
| Book-by date | Calculated. Next due minus lead time: book the test, renewal or garage before this. | Calculated |
| Days left | Calculated. Days until the date; negative once it has passed. | Calculated |
| Status | Calculated. Expired, Due ≤30 days, Due ≤90 days or OK. | Calculated |
| Fleet contact email | Who should be reminded. Becomes notification_email on import. | Input |
| Documents link | Folder with the V5C, MOT and insurance documents. | Input |
| Notes | Anything the next person needs to know. | Input |
Drivers
| Column | What to enter | Type |
|---|---|---|
| Driver | Full name. | Input · required |
| Licence categories | For example "B, C1". | Input |
| Photocard expires | Date 4b on the photocard licence. | Input |
| Driver CPC expires | From the Driver CPC card, if the driver needs one. Leave blank if not. | Input |
| Tacho card expires | From the driver card, if they use a digital tachograph. Leave blank if not. | Input |
| Last licence check | When you last checked the licence with DVLA (using a check code or a checking service). | Input |
| Check every (months) | Your own policy for licence checks, for example 6 or 12. | Input |
| Next licence check | Calculated. Last check plus your interval. | Calculated |
| Next due | Calculated. The earliest date on this row. | Calculated |
| Lead time (days) | How many days before the date you want to start acting. Leave blank for 30. | Input |
| Act-by date | Calculated. Next due minus lead time. | Calculated |
| Days left | Calculated. Days until the date; negative once it has passed. | Calculated |
| Status | Calculated. Expired, Due ≤30 days, Due ≤90 days or OK. | Calculated |
| Fleet contact email | Who should be reminded. Becomes notification_email on import. | Input |
| Notes | Anything the next person needs to know. | Input |
When a spreadsheet stops being enough
For a handful of dates and one careful owner, this template is all you need. These are the signs it has become the wrong tool.
Sign 1
More than one person owns the dates
When several people add rows, dates get typed as text, copies drift apart and nobody is sure which file is current.
Sign 2
Reminders depend on someone opening the file
The status turns red whether or not anyone is looking. If the person who checks it is on leave, the date passes quietly.
Sign 3
You need to prove what happened
An audit, insurer or inspector may ask who was told, when, and where the certificate is. A spreadsheet does not keep that history.
When you would rather not remember
What this looks like when it runs itself
The same row, tracked for you: an owner, reminders at 90, 60, 30 and 7 days by email, SMS, WhatsApp, Slack or Teams, the document on file and a log of who did what. The "Import to ExpiryEdge" sheet in this template is already laid out for Bulk Import, so moving across is one upload.
Try it with your own dates, free for 14 days, no cardExpiryEdge · Tracked item
MOT · AB12 CDE (Ford Transit)
ValidOwner
Fleet manager
Expires
14 Nov 2027
Reminders before expiry
90d
60d
30d
7d
Due
Fleet compliance tracker (UK): questions, answered
Because the document is the authority. An MOT can be done up to a month early without losing the date, insurance renews on its own schedule, and calibration plaques show the next date. Typing what is printed avoids a sheet that looks right but is a few weeks out.
That is your policy. Many fleets check every six or twelve months, and more often for drivers with points. Enter your interval and the last check date, and the sheet works out the next one. DVLA check codes and licence checking services both work with this.
It covers the dates most operators chase: tachograph calibration, Driver CPC and driver cards. It is not an operator licence system, though. Keep your safety inspection reports and maintenance records where your licence conditions say they must be kept.
Yes. Open a blank Google Sheet, choose File › Import › Upload, pick the .xlsx and select "Replace spreadsheet". The formulas use only functions that Google Sheets, Excel and LibreOffice all support (no FILTER, SORT or XLOOKUP), so the status colours, dropdowns and dashboard carry over. The Excel table styling becomes a plain range with filters.
No. A spreadsheet only changes when someone opens it, so the colours are only as good as your habit of checking. Put a weekly calendar slot on it, or move the vehicle and driver dates into a tool that sends the reminders for you.
It is the same rows laid out in the ExpiryEdge bulk-import columns (name, expiry_date, type and so on), filled in by formula. You can ignore it. If you ever move the list into ExpiryEdge, upload the file in Bulk Import and pick that sheet, or save the sheet as CSV. Nothing is sent anywhere by the file itself.
It is free to download, use, change and share inside your organisation. There is no sign-up and no email needed: the download starts when you click.
A free template, not legal advice. It tracks the dates you enter; it does not decide which rules apply to you. Check requirements against the official source for your situation.