I manage a small but active vehicle hire fleet and currently use five separate Google Sheets daily — mostly accessed on my Android phone, but also on the work computer during office hours.
These are:
1. Summary– list of vehicles in the fleet, registration numbers, registered owner details, spare key availability, current location (Nairobi Branch, Nanyuki Branch, On Hire, or Grounded), insurance expiry, MOT expiry, etc. 2. Vehicle Snag List – a running list of repairs and upgrades needed. 3. Vehicle Maintenance Log – records of services and repairs carried out. 4. Bookings Calendar – manually built calendar showing upcoming and past rental bookings - date, vehicle, start location, end location, client. 5. Next Service Tracker – records current mileage, date of reading, and next service mileage, showing how many kilometres remain to the next service.
I am looking for an experienced Google Sheets / Excel automation expert to help me streamline everything into one master system that updates the relevant sheets automatically and is simple to use daily — particularly on an Android phone.
Objectives / Tasks: 1. Combine all five existing spreadsheets into one central Google Sheet (“Master Fleet File”) that is easy to navigate and maintain. * For example, add a Next Booking fed by the Booking Calendar section on the summary/home page and allow sorting by vehicles with the most imminent bookings, so we can prioritise their readiness.
2. Automate data updates: * When a new mileage reading is entered, the system should record the date and mileage (not overwrite previous entries) and automatically calculate and display a vehicle utilisation metric (based on mileage covered over the time period). * Mileage updates should update automatically to the relevant vehicle’s snag list schedule. * Record the last Mileage updated Date automatically.
3. Add conditional colour formatting and smart status triggers:
Snag List Priority Colours: * Dangerous = Red * Important (but not yet dangerous) = Orange * Nice to fix/do = Blue (or similar) * Aesthetic / minor issues = No colour
* Vehicle Health Status Reflected in Calendar and Snapshot/Home sheet*
* If a vehicle has any Red/Dangerous item on its snag list, the calendar cells for that vehicle should automatically turn red (but the booking should remain visible for manual reallocation to a different vehicle). * If a vehicle has three or more Orange/Important items, the same should occur (calendar turns red for that vehicle). * Vehicles without any red or orange alerts should remain uncoloured meaning they are ready for hire.
* Insurance Expiry Dates: * Green – more than 9 months remaining * Orange – expiring within 3 months * Red – expiring within 1 month
4. Unify the Bookings Calendar: * Currently, there is one sheet per category (e.g. SUVs, Pickups, etc.) and no distinction made as to vehicle location. * Merge these into a single fleet-wide calendar that still allows filtering by category or location. * Add the ability to automatically sync this calendar with Google Calendar for reminders (currently done manually). * Currently, I cannot tell from the calendar which vehicle is in which location (Nairobi or Nanyuki), so it should automatically pull this information from the other tab and if possible check whether the current location matches the start location of the next booking.
5. Improve usability: * Freeze headers and key columns for easier scrolling. * Add simple navigation buttons or a home dashboard (optional, but preferred).
6. Add a detailed dashboard / home page showing key insights: * Total number of vehicles on hire, available, grounded, and per branch. * Upcoming bookings within the next 14 days. * Upcoming insurance or inspection expiries. * Vehicle condition snapshot: * Current market value (manual input or formula-driven). * Last snag update date. If not updated in last 3 weeks needs flagging * Last mileage update date. If not updated in last 3 weeks needs flagging
Technical Requirements: * Must be compatible with PC and Android, with automatic saving/syncing — for example, if I update data on my phone whilst in the garage speaking to the mechanic, the update should reflect immediately on my PC when I step back in the office even just a few mins later * Open to *Excel Online or another cloud-based platform, as long as it remains compatible with the Google Calendar syncing described above (important). * Should use formulas, conditional formatting, and simple Apps Script automation where appropriate — but remain easy for me to maintain or edit later. * The file should be clear, well organised, and Android friendly.
Deliverables: Fully functional master file combining all five datasets and automation features.
Budget - keep in mind this is an independent, one-man-show business based in a developing country. Timeline: within 7 days.
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