Courier company · Couriers

Vehicle maintenance

Scheduled service, oil change, tyre, brake, repair and accident records for motorcycles and vehicles; odometer, cost, workshop and reminders when the next service is near.

On the Vehicle maintenance page you record maintenance done on your company's vehicles, tied to the plate: when, at what odometer reading, where and at what cost. If you enter the next service date, a reminder goes to both the courier using the vehicle and to you when the date is near.

Where is the page?

1. Click Vehicle maintenance in the left menu.
2. Or open the Vehicles window on the Couriers page and click Maintenance on the vehicle's row; the page opens filtered to that vehicle.

Adding maintenance

1. Click Add maintenance.
2. Select the Vehicle (plate). Only active vehicles are listed.
3. Select the Maintenance type: Scheduled service, Oil change, Tyres, Brakes, Breakdown/repair, Accident/damage or Other.
4. If you chose Other, enter the Maintenance name (e.g. Chain and sprocket kit). For other types the Description is optional (e.g. Rear tyre).
5. Enter the Service date. A date after today cannot be entered.
6. Optionally enter the Odometer (km) (the vehicle's km on that day), Cost (TRY) and Workshop / mechanic.
7. In the Next service box, enter the Day and Odometer (km) of the next service. For quick entry, click In 3 months, In 6 months, In 1 year, +3,000 km or +5,000 km.
8. Add a Note if needed and click Save.

To change a record, click its row, edit and click Save. To delete, click Delete in the same window and confirm.

• Up to 500 maintenance records can be saved per vehicle.
• The next service date must be after the service date, and the next odometer value must be greater than the odometer on that day.

When the same maintenance is done again

Record regular maintenance such as oil changes as a new record each time; do not edit the old one.

1. When the vehicle is serviced, use Add maintenance to enter a new record of the same type.
2. The older record of the same type on the same vehicle automatically becomes Done and no longer sends reminders.
3. This keeps the vehicle's maintenance history and the cost of each service in the list.

For Other records, the Maintenance name must match for the old record to become Done.

Receipts and documents

You can attach the service receipt, workshop invoice or maintenance form to a record.

1. Click the maintenance record's row in the list. (For a new record, press Save first, then open it from the list.)
2. In the Receipts and documents section at the bottom of the window, press Add file and choose a photo or PDF.
3. If you have a camera, press Photograph the receipt, hold the receipt up to the camera, then press Capture and Use.
4. Click a file's name to open it: photos are previewed in the window, PDFs are downloaded.
5. To delete a file, press the bin icon next to it and confirm.

Good to know:

• JPEG, PNG, WebP photos or PDF files can be added; up to 5 MB per file and 10 files per record.
• Receipts are not masked. Location data in photos is removed.
• Couriers can also add a maintenance record for the vehicle they use today and attach a photo of the receipt from the app. Such records and files show a Courier added label; check the amount and the receipt.
• Records with files show a paperclip icon and the file count in the list.
• Deleting a record deletes its files. Files are shown only to authorised users and are not cached.

What is in the list?

• The Vehicle, Maintenance (with workshop / mechanic below it), Service date, Km, Amount, Next service and Status columns are shown.
• The Status column shows the time to the next service: 5 days left (yellow, 7 days or less), Service due today, 3 days overdue (red), 400 km left (yellow, 500 km or less), 50 km overdue (red), Done (a newer record of the same type exists).
• Above the list you see the number of filtered records and their total cost. To see a vehicle's total maintenance cost, select the Vehicle; for tyre costs only, also select the Maintenance type.
• If you choose Due / overdue in the Filter, only vehicles with 7 days or 500 km or less to their service and overdue vehicles are listed (inactive vehicles excluded).

Reminders

1. 7 days before the next service date and on the day itself, a phone notification goes to the active courier currently using the vehicle (e.g. "34 ABC 123 · Oil change: service due in 7 days (25.10.2026, 15,000 km)").
2. At the same time, users who can manage couriers (owner, manager) receive one summary e-mail; its link opens the list with the Due / overdue filter.
3. Reminders are sent between 09:00 and 21:00; each stage is sent once.
4. If you change the next service date, the reminders are sent again for the new date.
5. If the next service Mileage is entered, the courier gets a notification and you get a summary e-mail in the same way when the vehicle's current mileage comes within 500 km of it and when it is reached (e.g. "34 ABC 123 · Tyres: 400 km left until service (16,000 km)").
6. If you change the next service mileage, the mileage reminders are sent again for the new value.

Good to know:

• Mileage reminders follow the mileage the courier reports; if the courier reports nothing, no mileage reminder is sent. See Courier mileage reports.
• If the same service becomes due by date and by mileage at the same time, the courier gets a single notification.
• You choose which vehicle a courier uses in the Vehicle field on the courier card. If no active courier is assigned to the vehicle, only the e-mail is sent.

Courier mileage reports

In the app, the courier reports the odometer reading of the vehicle they use under My documents › Maintenance history › Report km.

1. In the Vehicle column, the vehicle's current km and the last report date appear below the plate.
2. The current km is the larger of the courier's last report and the highest km you entered in maintenance records.
3. When 500 km or less is left to the next service Odometer value, the Status turns yellow (e.g. 400 km left); once passed, it turns red (e.g. 50 km overdue).
4. These records are also listed with the Due / overdue filter.

Good to know:

• The courier cannot lower the mileage; values below the last one or more than 20,000 km higher at once are rejected.
• When the status turns yellow/red, the courier gets a notification and you get a summary e-mail (see Reminders).
• If both a date and a mileage are entered, the status follows whichever is closer.
• A courier with no vehicle assigned today cannot report mileage.

Who can do what?

• Viewing maintenance: anyone who can see the courier list (owner, manager, operations).
• Adding, changing, deleting maintenance; adding and deleting receipts: Owner and Manager.
• Opening receipts: anyone who can see maintenance.
• A branch manager sees the maintenance of vehicles not assigned to any courier and of vehicles used by couriers in their own branch.
• A courier sees the maintenance of the vehicle they use today in the app under My documents › Maintenance history; they cannot see the cost or the note. A courier can add a maintenance record for the vehicle they use today and attach a photo of the receipt (see Receipts and documents), and can report the vehicle's mileage; they cannot change existing records.
• Maintenance records do not affect courier earnings.

Having trouble?

• No reminder arrived: Check that the record has a Next service date; if there is a newer record of the same type, the old one becomes Done and sends no reminder. The courier must be active and have notifications allowed in the app.
• The vehicle is not listed: The vehicle must be saved and active in the Vehicles window. If you are a branch manager, vehicles used by couriers of other branches are not shown.
• Save gives an error: The service date cannot be after today; the next service date must be after the service date and the next odometer value greater than the current one; the cost can have at most two decimal places.
• The total cost is not what I expected: The total only adds up records matching the selected filters; select All vehicles and All kinds.