maintenance log
Your maintenance logs
become rows in a Google Sheet.
Upload or forward a maintenance log by email and its extracted data is added as a new row to a Google Sheet, within seconds. Drop one below and we will determine the column names and create the sheet.
Drop a maintenance log here
PDF, photo, scan, Word or PowerPoint — up to 50 pages
No account. No card. Your first sheet is free.
What your sheet will look like
| A | B | C | D | E | F | |
|---|---|---|---|---|---|---|
| 1 | Asset ID | Service date | Service type | Hours or miles | Performed by | Next service due |
| 2 | FL-022 | 07/14/2026 | 250-hour PM | 2,480 | R. Alvarez | 10/14/2026 |
| 3 | CT-011 | 07/15/2026 | Filter change | 18,204 | P. Nowak | 01/15/2027 |
| 4 | TRK-114 | 07/16/2026 | Oil and filter | 188,420 | Redline Fleet | 10/16/2026 |
| 5 | FL-022 | 07/22/2026 | Hydraulic repair | 2,512 | R. Alvarez | 10/14/2026 |
Four maintenance logs, four rows. Yours starts at row 2.
The columns
These are the columns we usually find on a maintenance log. You can rename them, drop the ones you do not track, and add your own before the sheet is created. Anything you add to the right of our columns stays untouched — including formulas.
- Asset IDstring
- Service datedate
- Service typestring
- Hours or milesnumber
- Performed bystring
- Parts usedstring
- Next service duedate
Questions people ask
- Can I see what is overdue?
- The next-service column is a real date, so anything before today is one conditional format away. The sheet does not send reminders — it makes the overdue list impossible to miss.
- We have thirty years of paper history.
- Forward what is worth having. Old records become rows exactly like new ones, and the asset column is what turns a pile of paper into a per-machine history.
- I work in Excel. Can I get the data out of Google Sheets?
- Yes, and it is Google's feature rather than ours: Google Sheets will download any sheet as .xlsx or .csv from its own File menu, and it opens in Excel from there. What we build and keep filling is the Google Sheet itself — we never produce an Excel file, so anything forwarded later adds a row to the sheet and not to a copy you have already taken off it.
- What if one scan holds several maintenance logs?
- Each one becomes its own row. We tell you how many we found before the sheet is created, and you can correct it in one click if we got it wrong.
- Do photos from a phone work?
- Usually, yes — including stamped, stapled and hand-annotated copies. If a photo of a maintenance log is too blurry to read we say so rather than inventing a row.
- Who can see my Google Sheet?
- Only people you give the link to. The link is unguessable, anyone holding it can edit the sheet, and we never share it with anyone else.
- Do you keep my maintenance logs?
- No. We keep the extracted row, not the document. The file is discarded once your sheet is built.
- How does forwarding work?
- Your sheet gets its own address at in.tosheet.ai. Forward a document there — from your own mailbox, or straight from whoever sends them to you — and ToSheet.ai adds its row within seconds. You never have to open this site again.