Everything recorded against a vehicle can be edited directly on the vehicle page. Click into any field, make your change, and it saves automatically when you move to the next field. This article explains each section of the page.
🔍 Opening a vehicle record
Navigate to Contacts > Vehicles in the side menu.
Search for the vehicle by registration, customer name, make, or model.
Click the vehicle to open its record.
You can also open a vehicle from its owner's record. On the Edit Customer screen, click the "..." button on the vehicle and select Go to Vehicle Page.
💾 How saving works
There is no Save button on the vehicle page. Each change is saved automatically as soon as you click out of the field you edited, and a Saved indicator appears next to the page title to confirm it.
💡 Tip: If you open a vehicle from the customer record using Edit Vehicle Details, a pop-up window opens instead. In that window, click Save to apply your changes.
✏️ Vehicle details
The Vehicle Details card at the top of the page holds all of the vehicle's identifying and technical details.
You can update:
Registration: The vehicle's registration plate number
Year: Year of manufacture
Make: Vehicle manufacturer
Model: Vehicle model
Variant: Vehicle variant or body type
Class Type: The type or class of vehicle
Colour: Vehicle colour
VIN No.: Vehicle identification number
Chassis No.: Chassis number
Transmission: Transmission type
Fuel Type: Fuel type
Engine No.: Engine number
Engine Cylinders: Number of cylinders
Engine Size: Engine displacement, in cc
Power: Engine power output
Torque: Engine torque
First Reg in NZ: The date the vehicle was first registered in New Zealand. Type the date or use the calendar button to pick it.
📝 Note: When a registration is updated, all jobs, invoices, and service history linked to that vehicle will display the new registration. There is no way to look up historical records using a registration the vehicle held in the past. If your team needs to know what plate a vehicle previously had, make a note of it before making the change.
Click the "..." button in the top right corner of the Vehicle Details card to see the Vehicle Data Check and Archive Vehicle options.
📏 Readings
Odometer (Kms), Hubometer (Kms), and Hours (Hrs) readings can be updated directly in the Readings section.
🧑 Vehicle Owner
The Vehicle Owner section shows the customer the vehicle belongs to, along with their payment terms, contact number and email address. To remove or change the owner, see the Changing the vehicle owner section below.
🧑🔧 Vehicle Driver
The Vehicle Driver section lets you assign one of the vehicle owner's contacts as the driver of this vehicle. Once assigned, that contact receives vehicle reminders for this vehicle only, rather than all vehicles owned by that customer.
📖 Read more in the Assigning a Driver to a Vehicle article.
🔔 Vehicle Reminders
Service reminders, WOF, registration reminders and other vehicle-specific reminders are managed in the Vehicle Reminders section of the vehicle page. The same section is also available from a job or an estimate, so you can add or update a reminder without leaving what you're working on.
Select + New Reminder to add a reminder, or click an existing reminder to edit it:
Each reminder has:
Reminder Type: Service, WOF, or Custom Reminder
Reminder Label: A short description of what the reminder is for
Reminder Due Date: The date the service, WOF, or other item is actually due. Use the 6, 12, 24 or 48 Months buttons to set the date from the current date, or enter a specific date
Reminder Notes: Any extra detail for your team
📝 Note: There's only one date on a reminder. For a WOF reminder, the Due Date you enter is the vehicle's actual WOF expiry date. There's no separate "reminder date" that sits apart from the expiry. When you come to send reminders, you choose which ones to send by filtering on that same due date (for example, everything due in the next 30 days). See How to send Service Reminders? for how to do this from the Reminders List.
💡 Tip: If you use SmartCheck Pro and create the inspection from a job, a passed WOF inspection updates this reminder for you automatically. See 🚗 Creating and Reviewing SmartCheck Pro Inspections from a Job for details. Otherwise, keep this reminder up to date yourself.
📝 Notes
Free-text notes about the vehicle can be added or edited in the Notes section of the vehicle page.
🛠️ Vehicle Service History
The Vehicle Service History section lists the jobs completed for this vehicle, showing the date and the work carried out on each. Use Print History to print the service history.
📋 Outstanding Estimates
The Outstanding Estimates section is a separate card below the service history. It lists any estimates for this vehicle that have not yet been completed, showing the date of each.
🔄 Changing the vehicle owner
To remove or change the customer linked to a vehicle, this is managed from the customer record rather than the vehicle page. See How to Edit Customer Details for more information.