Free download

Free fleet renewals tracker

A free Excel spreadsheet that warns you before roadworthy, insurance and driver licence dates run out. Add your vehicles and dates, and it does the watching for you.

Download free Excel Or try the online renewal countdown Excel, 36 KB. No sign up needed.

Preview of the HopeLynx fleet renewals tracker showing expired, due soon and OK vehicles in colour

Preview. Click to enlarge.

What is inside

✓ Space for up to 50 vehicles, with registration, description and assigned driver
✓ Three dates for each row: roadworthy, insurance and driver licence
✓ Days to the next expiry and a Status of OK, DUE SOON or EXPIRED, worked out for you from today's date
✓ Dates turn amber when an expiry is close and red once it has passed
✓ A warning window you can change, and a summary of how many vehicles are expired or due soon
✓ A How to use tab

How to use it

Download the file and open it in Microsoft Excel. It also works in LibreOffice.
Type over the example row, then add one row for each vehicle.
Enter each expiry date, for example 15/03/2027. Leave a box empty if it does not apply.
Set how many days before an expiry you want to be warned in the yellow cell.
Check the colours every week, and replace a date with the new one each time you renew.

Why it matters

An expired roadworthy certificate, insurance or licence can take a vehicle off the road overnight. When dates live in different drawers and phones, one gets missed. Putting every date in one sheet, with colours that show what needs attention, makes renewals a routine instead of an emergency.

Download free Excel

Need more than this?

This free download covers the basics. A spreadsheet shows colours when you open it. It cannot message you, and it cannot hold the documents. If you want more, we can help with:

✓ Automatic alerts before a renewal is due
✓ Documents stored against each vehicle
✓ Renewals, inspections and maintenance in one place

See compliance support Talk to us

Questions about this download

Which dates should I track?

The tracker covers the roadworthy certificate, insurance and driver licence. Requirements and renewal periods are set by the relevant authorities and your insurer, so check the current rules.

Does it send reminders?

No. It shows colours and counts when you open it. Fleet Command Hub can alert you automatically.

What if I have more than 50 vehicles?

Copy the last row down as far as you need, or talk to us about managing a larger fleet in Fleet Command Hub.

Does HopeLynx see the information I enter?

No. The file stays on your computer, and nothing you type is sent to us.