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MotoVaultPro User Guide
Precision Vehicle Management -- Track every mile. Own every detail.
MotoVaultPro is a cloud-based vehicle management platform for car enthusiasts and collectors. It tracks your entire fleet in one place: maintenance histories, fuel logs, documents, gas stations, and performance analytics.
This guide walks through every feature of the application.
Table of Contents
- Getting Started
- Dashboard
- Vehicles
- Fuel Logs
- Maintenance
- Gas Stations
- Documents
- Settings
- Subscription Tiers and Pro Features
- Mobile Experience
1. Getting Started
Creating an Account
Navigate to motovaultpro.com and click the Sign Up button in the top-right corner of the navigation bar.
Sign Up Page
The registration page displays the MotoVaultPro logo and a clean form with the following fields:
| Field | Required | Details |
|---|---|---|
| Email Address | Yes | Your email address (e.g., your.email@example.com) |
| Password | Yes | Minimum 8 characters, must include one uppercase letter and one number |
| Confirm Password | Yes | Re-enter your password to confirm |
| Terms & Conditions | Yes | Checkbox -- you must agree to the Terms & Conditions before creating your account |
After filling in all fields, click the Create Account button.
If you already have an account, click the Login link at the bottom of the form.
After registration, you will receive a verification email. Click the link in the email to verify your account before logging in.
Logging In
Click the Login button in the top-right corner of the navigation bar. You will be redirected to the secure login page powered by Auth0.
Login Page
Enter your registered email address, then click Continue. On the next screen, enter your password and click Continue to log in.
After successful authentication, you will be redirected to the Dashboard.
Onboarding
First-time users see an onboarding flow with three steps:
- Preferences -- Choose your preferred unit system (Imperial or Metric), distance units, and notification preferences.
- Add Your First Vehicle -- Enter your first vehicle's details (you can skip this step and add vehicles later).
- Complete -- A welcome screen with quick links to get started exploring the app.
Trouble Logging In
If you are having trouble logging in, click the Trouble logging in? link in the top-right corner of the navigation bar. This will guide you through password reset and account recovery options.
2. Dashboard
After logging in, you land on the Dashboard -- your fleet headquarters.
What You See
The Dashboard displays a "Your Fleet" heading with all your vehicles shown as cards in a grid layout. Each vehicle card shows:
- Vehicle icon -- A small colored indicator badge (varies by vehicle)
- Vehicle name -- The nickname or full name (e.g., "Beast", "MERLOT")
- Health status -- A green dot indicates "All clear" (no overdue maintenance); other colors indicate attention needed
- Status text -- "All clear" or a maintenance alert message
- Odometer reading -- Current mileage (e.g., "35,000 mi")
Click any vehicle card to go directly to that vehicle's detail page.
Quick Actions
Two action buttons appear in the top-right corner of the Dashboard:
| Button | Action |
|---|---|
| + Add Vehicle | Opens the Add Vehicle form on the Vehicles page |
| LOG FUEL | Opens the fuel logging modal to quickly record a fill-up |
These quick actions let you perform the most common tasks without navigating away from the Dashboard.
Navigation Sidebar
The left sidebar provides access to all sections of the app:
| Menu Item | Description |
|---|---|
| Dashboard | Fleet overview (home) |
| Vehicles | Manage your vehicle collection |
| Fuel Logs | Track fuel purchases and efficiency |
| Maintenance | Record service history and set schedules |
| Gas Stations | Find and save gas stations |
| Documents | Store vehicle-related documents |
| Settings | Account, preferences, and data management |
At the bottom of the sidebar you will see your email address and a Sign Out button.
The header bar at the top shows a notification bell icon and a "Welcome back" greeting with your email.
3. Vehicles
Viewing Your Vehicles
Click Vehicles in the sidebar to see the "My Vehicles" page. This page shows:
- Search bar -- Search vehicles by name, make, model, or VIN
- + Add Vehicle button -- Top-right corner
- Vehicle cards in a grid layout (3 columns on desktop), each displaying:
- Manufacturer logo (e.g., Chevrolet bowtie, GMC logo)
- Vehicle nickname or full name
- Year, Make, and Model
- License plate number
- Current odometer reading (in miles or kilometers)
- Edit (pencil icon) and Delete (trash icon) buttons at the bottom of each card
Adding a Vehicle
Click the + Add Vehicle button to expand the "Add New Vehicle" form directly on the Vehicles page. The form has the following sections:
Vehicle Photo
Upload a photo of your vehicle. Click ADD PHOTO to select an image file.
- Accepted formats: JPEG or PNG
- Maximum file size: 5MB
VIN Number
Enter your vehicle's 17-character VIN (Vehicle Identification Number).
- Type the VIN manually in the text field, OR
- Click the camera icon to scan the VIN using your device camera (uses OCR technology)
- Click the Decode VIN button to automatically populate vehicle details from the VIN
Note: VIN is optional if you provide a License Plate instead.
Vehicle Specifications
These fields use cascading dropdowns -- each selection narrows the options for the next field:
| Field | How It Works |
|---|---|
| Year | Select the model year from the dropdown |
| Make | Available after selecting Year (e.g., Chevrolet, GMC, Ford) |
| Model | Available after selecting Make (e.g., Silverado, Camaro, Sierra) |
| Trim | Available after selecting Model (e.g., LT Double Cab 4WD) |
| Engine | Available after selecting Trim (e.g., 6.6L 401 HP V8) |
| Transmission | Available after selecting Trim (e.g., 10-Speed Automatic) |
Additional Details
| Field | Example | Notes |
|---|---|---|
| Nickname | Beast, Family Car | A friendly name for your vehicle |
| Color | Black, Blue, Red | Vehicle color |
| License Plate | ABC-123 | Required if VIN is not provided |
| Current Odometer Reading | 50000 | Current mileage in your selected unit |
Purchase Information
| Field | Example | Notes |
|---|---|---|
| Purchase Price | 25000 | What you paid for the vehicle |
| Purchase Date | mm/dd/yyyy | When you purchased the vehicle |
Click Add Vehicle to save, or Cancel to discard.
VIN Decode
Pro Feature: VIN camera scanning and automatic decode require a Pro or Enterprise subscription. Free tier users can still type a VIN manually. See VIN Camera Scanning and Decode (Pro) for full details.
The VIN Decode feature automatically fills in vehicle details from a VIN:
- Enter or scan your 17-character VIN
- Click the Decode VIN button
- The system looks up the VIN and auto-populates: Year, Make, Model, Engine, Transmission, and Trim
- Review the pre-filled fields and make any corrections
- Continue filling in the remaining fields (Nickname, Color, etc.)
Vehicle Detail Page
Click any vehicle card (from Dashboard or Vehicles list) to open the Vehicle Detail Page. This page shows everything about a single vehicle:
Header Area
- Back arrow and BACK link to return to the previous page
- Vehicle nickname as the page title (e.g., "Beast")
- Edit Vehicle button (top-right)
- Quick action buttons: Add Fuel Log and Add Maintenance
Vehicle Details Section
- Manufacturer logo
- Full vehicle description (e.g., "2022 Chevrolet Silverado 2500HD")
- VIN Number
- Year, Make, and Model (displayed in a 3-column row)
- Trim, Engine, and Transmission (displayed in a 3-column row)
- Nickname
- Color and License Plate (side by side)
- Current Odometer Reading
Purchase Information Section
- Purchase Price
- Purchase Date
Ownership Costs Section
- Tracks insurance, registration, taxes, and other recurring vehicle costs
- Shows "No ownership costs recorded yet" until costs are added
Vehicle Records Section
- A table showing all records associated with this vehicle (fuel logs, maintenance records)
- Columns: Date, Type, Summary, Amount, Actions
- Filter dropdown to filter by record type (All, Fuel, Maintenance)
Editing a Vehicle
From the Vehicle Detail Page, click the Edit Vehicle button. This opens the vehicle form pre-filled with the current values. Make your changes and save.
From the Vehicles list, click the pencil icon on any vehicle card to edit it directly.
Deleting a Vehicle
From the Vehicles list, click the trash icon on any vehicle card. You will be asked to confirm the deletion. Deleting a vehicle is permanent and removes all associated records.
4. Fuel Logs
Fuel Logs Overview
Click Fuel Logs in the sidebar to see the Fuel Logs page. At the top, you see summary statistics:
| Metric | Description |
|---|---|
| LOGS | Total number of fuel entries |
| TOTAL FUEL | Total gallons (or liters) across all fill-ups |
| TOTAL COST | Total amount spent on fuel |
Below the summary, a table lists all your fuel log entries. If you have no entries yet, you will see "No fuel logs yet."
The + Add Fuel Log button is in the top-right corner.
Logging Fuel
Click + Add Fuel Log (or the LOG FUEL button from the Dashboard) to open the "Log Fuel" modal. The modal title reads "Add Fuel Log" with a note showing your current unit system (e.g., "Displaying in Imperial (miles, gallons, MPG)").
Receipt Scanning
At the top of the form, click SCAN RECEIPT to use your camera to photograph a fuel receipt. The OCR system will automatically extract:
- Fuel amount (gallons)
- Cost per gallon
- Total cost
- Date and time
- Fuel grade
- Station name
You can review and edit any extracted values before saving.
Form Fields
| Field | Required | Description |
|---|---|---|
| Select Vehicle | Yes | Choose which vehicle this fill-up is for |
| Date & Time | Yes | Pre-filled with the current date and time; click the calendar icon to change |
| MPG | Auto | Calculated automatically from distance and fuel amount |
| Trip Distance / Odometer Reading | One required | Toggle between entering trip distance (miles driven since last fill) or odometer reading. Click the toggle button to switch modes. |
| Fuel Type | Yes | Dropdown: Gasoline, Diesel, Electric, Hybrid, etc. |
| Fuel Grade | Optional | Dropdown: 87 (Regular), 89 (Midgrade), 91 (Premium), 93 (Premium), etc. |
| Fuel Amount | Yes | Number of gallons (or liters) purchased |
| Cost Per Gallon | Yes | Price per gallon (or liter) |
| Total Cost | Auto | Calculated from Fuel Amount x Cost Per Gallon. Displays "Enter fuel amount and cost per unit to see total cost." until both values are provided. |
| Location | Optional | Type a station name to search and select |
| Notes | Optional | Any additional notes about this fill-up |
Click Add Fuel Log to save the entry. The button is disabled until all required fields are completed.
Receipt Scanning
Pro Feature: Receipt scanning requires a Pro or Enterprise subscription. See Fuel Receipt Scanning (Pro) for full details on what is extracted and the review workflow.
The receipt scanning feature uses OCR technology:
- Click SCAN RECEIPT at the top of the Log Fuel form
- Use your camera to photograph the receipt
- The system extracts fuel data with confidence indicators
- A review modal appears showing extracted values
- Edit any incorrect values inline
- Click Accept to auto-fill the form, or Reject to enter manually
Editing and Deleting Fuel Logs
From the fuel logs table, each entry has action buttons:
- Edit -- Opens the fuel log in edit mode to update any fields
- Delete -- Removes the fuel log entry (with confirmation)
5. Maintenance
Click Maintenance in the sidebar. This page has two tabs: RECORDS and SCHEDULES.
At the top is a Vehicle dropdown to select which vehicle you are viewing or adding maintenance for.
Maintenance Records
The RECORDS tab shows your maintenance history for the selected vehicle. Below the list is the "Add Maintenance Record" form.
Adding a Maintenance Record
The form on the RECORDS tab includes:
Receipt Upload
Pro Feature: Maintenance receipt scanning requires a Pro or Enterprise subscription. See Maintenance Receipt Scanning (Pro) for full details.
Click the ADD RECEIPT button (dashed outline area) to upload or photograph a maintenance receipt. The OCR system can extract:
- Category and service type
- Cost
- Date
- Shop name
Form Fields
| Field | Required | Description |
|---|---|---|
| Category | Yes | Dropdown with options: Routine Maintenance, Repair, Performance Upgrade. Each category has specific subtypes. |
| Date | Yes | Pre-filled with today's date; click the calendar icon to change |
| Odometer Reading | Optional | Vehicle mileage at time of service |
| Cost | Optional | Total cost of the service (in $) |
| Shop Name | Optional | Name of the service shop |
| Notes | Optional | Additional details about the service (max 1,000 characters) |
Click Add Record to save the maintenance record.
Maintenance Categories
| Category | Example Services |
|---|---|
| Routine Maintenance | Oil change, air filter, tire rotation, battery, brakes, coolant flush, transmission fluid, spark plugs, fuel filter, cabin air filter, brake fluid, detailing |
| Repair | Engine repair, transmission repair, brake repair, electrical, cooling system, suspension, steering, fuel system, body work, paint, glass |
| Performance Upgrade | Engine tuning, suspension upgrade, wheels/tires, brake upgrade, exhaust, intake, lighting, audio |
Maintenance Schedules
Click the SCHEDULES tab to set up recurring maintenance reminders.
Creating a Schedule
The "Create Maintenance Schedule" form includes:
| Field | Required | Description |
|---|---|---|
| Category | Yes | Same categories as maintenance records |
| Schedule Type | Yes | Three options (radio buttons): |
| Interval-based -- Every X months or miles (e.g., oil change every 5,000 miles or 6 months) | ||
| Fixed date -- A specific calendar date | ||
| Time since last service -- Based on when service was last performed | ||
| Interval (Months) | Conditional | Number of months between services. Optional if miles are specified. |
| Interval (Miles) | Conditional | Number of miles between services. Optional if months are specified. |
| Reminders | Optional | Set up to 3 reminders (Reminder 1, Reminder 2, Reminder 3) via dropdowns |
| Email notifications | Optional | Toggle to receive email reminders when service is due |
Click Create Schedule to save.
Below the form, the "Maintenance Schedules" section lists all active schedules for the selected vehicle, showing when each service is next due.
6. Gas Stations
Click Gas Stations in the sidebar. This page helps you find gas stations near you and save your favorites.
The page is split into two sections:
- Left: An interactive Google Map showing station locations as markers
- Right: Search controls
Finding Stations
Search Options
| Control | Description |
|---|---|
| Use Current Location | Large red button -- uses your device's GPS to center the search on your current location |
| Street | Enter a street address (e.g., 123 Main St) |
| City | Enter a city name |
| State | Select from dropdown |
| ZIP | Enter a ZIP code |
| Search Radius | Slider from 1 mi to 25 mi (default: 5 mi) |
| Search Stations | Click to execute the search |
You can either use your current location OR manually enter an address. Search results appear below the map.
Search Results
Below the map, there are three tabs:
| Tab | Description |
|---|---|
| RESULTS (n) | Stations found by your search, showing count |
| SAVED (n) | Your saved/favorite stations |
| PREMIUM 93 | Stations verified to carry true 93-octane fuel |
Each station result shows:
- Station name (e.g., "Costco Gas Station", "Mobil")
- Street address and city
- Star rating (community-verified)
- Fuel grade badges (e.g., "93 Octane - w/ Ethanol")
- Save/unsave button
Saved Stations
Click the SAVED tab to see your favorite stations. Saved stations also appear as yellow star markers on the map. You can:
- View station details
- Remove a station from your saved list
- Navigate on the map by clicking a station card
Premium 93 Stations
Click the PREMIUM 93 tab to see your "Your Premium 93 Stations" -- stations that have been community-verified to carry genuine 93-octane fuel. This is especially useful for performance vehicles that require premium fuel.
7. Documents
Click Documents in the sidebar. This page stores all your vehicle-related paperwork digitally.
Documents Overview
The page shows the title "Documents" with an Add Document button in the top-right corner.
If you have no documents yet, you will see an empty state:
- A document icon
- "No Documents Yet"
- "You haven't added any documents yet. Documents will appear here once you create them."
- A Go to Vehicles button (since documents are associated with vehicles)
When documents exist, they appear in a list/grid with preview thumbnails, titles, document types, and associated vehicles.
Adding a Document
Click Add Document to open the "Add Document" modal with these fields:
| Field | Required | Description |
|---|---|---|
| Vehicle | Yes | Select which vehicle this document belongs to (dropdown of your vehicles) |
| Document Type | Yes | Select the type (see Document Types below) |
| Title | Yes | A descriptive title (e.g., "Honda CBR600RR Service Manual") |
| Notes | Optional | Any additional notes about this document |
| Upload image/PDF | Yes | Click Choose File to upload an image or PDF file |
Click Create Document to save, or Cancel to discard.
Document Types
| Type | What to Store |
|---|---|
| Insurance | Insurance policies, cards, declarations pages |
| Registration | Vehicle registration documents |
| Maintenance Manual | Owner's manuals and service manuals |
| Service Records | Service history documentation from dealers/shops |
| Recall Notices | Vehicle recall notifications |
| Inspection Reports | State inspection or emissions test reports |
| Receipts | Purchase receipts for parts, accessories, services |
| Other | Any other vehicle-related document |
Insurance documents have additional fields: Insurance Company, Policy Number, Effective Date, Expiration Date, Coverage amounts (Bodily Injury, Property Damage), and Premium.
Registration documents have additional fields: License Plate, Expiration Date, and Registration Cost.
Documents with expiration dates will show countdown badges so you know when renewals are coming up.
Pro Feature: When uploading a Maintenance Manual PDF, Pro and Enterprise users can check Scan for Maintenance Schedule to automatically extract a complete maintenance schedule from the document. See Maintenance Manual PDF Extraction (Pro) for the full workflow.
8. Settings
Click Settings in the sidebar to manage your account, preferences, and data.
Profile
The Profile section displays your account information:
| Field | Description |
|---|---|
| Avatar | Shows your initial in a circle |
| Name | Your display name (e.g., "Eric Gullickson") |
| Your account email address | |
| Account Status | Shows "Verified account" if email is verified |
| Display Name | Your public-facing name |
| Notification Email | The email address used for notifications (defaults to "Using primary email") |
Click the Edit button to update your display name or notification email.
Security and Privacy
The Security & Privacy row shows "Password, two-factor authentication" with a Manage button. Click it to:
- Change your password
- Set up two-factor authentication
- Manage active sessions
- Log out all devices
My Vehicles
A summary list of all your vehicles (with count, e.g., "My Vehicles (4)"). Click the Manage button to go to the Vehicles page.
Subscription
Shows your current subscription plan with a Manage button.
| Plan | Features |
|---|---|
| FREE | Basic vehicle management, up to 2 vehicles, basic fuel tracking, document storage |
| Pro | Up to 10 vehicles, receipt OCR scanning, maintenance schedules, email ingestion |
| Enterprise | Unlimited vehicles, all Pro features |
"Upgrade to Pro or Enterprise for more features and vehicle slots."
Click Manage to view plan details, change your subscription, manage payment methods, and view billing history.
Notifications
| Setting | Description | Default |
|---|---|---|
| Push Notifications | Receive notifications about your vehicles (maintenance due, etc.) | ON |
| Email Updates | Receive maintenance reminders and updates via email | OFF |
Toggle each setting on or off.
Appearance and Units
| Setting | Description | Options |
|---|---|---|
| Dark Mode | Use dark theme for better night viewing | Toggle ON/OFF (default: OFF) |
| Units for distance and capacity | Choose between measurement systems | Imperial: miles, gallons, MPG, USD / Metric: km, liters, L/100km, EUR |
The unit system you select here applies throughout the entire application -- Dashboard, Fuel Logs, Maintenance, and Vehicle Details all update to reflect your preference.
Data Import and Export
| Action | Description | Button |
|---|---|---|
| Import Data | Upload and restore your vehicle data from a backup file | Import |
| Export Data | Download your vehicle and fuel log data as a backup file | Export |
Export creates a downloadable archive of all your data. Import accepts a previously exported backup file to restore your data.
Account Actions
At the bottom of the Settings page:
| Button | Action |
|---|---|
| Sign Out | Log out of your account |
| DELETE ACCOUNT | Permanently delete your account and all data. This initiates a 30-day grace period during which you can cancel the deletion by logging back in. |
9. Subscription Tiers and Pro Features
MotoVaultPro offers three subscription tiers. Higher tiers automatically include all features from lower tiers.
Tier Comparison
| Feature | Free | Pro | Enterprise |
|---|---|---|---|
| Vehicle Slots | 2 | 5 | Unlimited |
| Vehicle management | Yes | Yes | Yes |
| Fuel log tracking | Yes | Yes | Yes |
| Document storage | Yes | Yes | Yes |
| Gas station finder | Yes | Yes | Yes |
| Maintenance records | Yes | Yes | Yes |
| Maintenance schedules | Yes | Yes | Yes |
| Data import/export | Yes | Yes | Yes |
| VIN camera scan and decode | -- | Yes | Yes |
| Fuel receipt OCR scanning | -- | Yes | Yes |
| Maintenance receipt OCR scanning | -- | Yes | Yes |
| Maintenance manual PDF extraction | -- | Yes | Yes |
| Email ingestion (forward receipts) | -- | Yes | Yes |
| Shared vehicle documents | -- | Yes | Yes |
| Community station submissions | -- | Yes | Yes |
When you attempt to use a Pro feature on the Free tier, an Upgrade Required dialog appears explaining the feature and offering a direct link to upgrade.
VIN Camera Scanning and Decode (Pro)
What it does: Use your device camera to photograph your vehicle's VIN plate, and the system automatically reads the VIN using OCR (Optical Character Recognition) and decodes it from the NHTSA database.
How to use it:
- Go to Vehicles and click + Add Vehicle
- In the VIN Number field, click the camera icon
- Point your camera at the VIN plate on your vehicle (typically on the driver-side dashboard or door jamb)
- The OCR system reads the 17-character VIN from the image
- A VIN OCR Review modal appears showing the detected VIN with confidence indicators
- Confirm or correct the VIN, then click Accept
- Click the Decode VIN button
- The system queries the NHTSA database and auto-populates: Year, Make, Model, Engine, Transmission, and Trim
- Review the pre-filled fields and complete the remaining details
This eliminates manual data entry errors and ensures accurate vehicle specifications.
Fuel Receipt Scanning (Pro)
What it does: Photograph a fuel receipt and the OCR system extracts all relevant data, automatically filling in your fuel log entry.
How to use it:
- Open the Log Fuel modal (from Dashboard or Fuel Logs page)
- Click the SCAN RECEIPT button at the top of the form
- Use your camera to photograph the fuel receipt
- The system processes the image and extracts:
| Extracted Field | Description |
|---|---|
| Fuel Amount | Gallons or liters purchased |
| Cost Per Unit | Price per gallon/liter |
| Total Cost | Total transaction amount |
| Date & Time | Transaction timestamp |
| Fuel Grade | Regular, Midgrade, Premium, etc. |
| Station Name | Merchant name matched to known stations |
- A Receipt OCR Review modal appears showing all extracted values with confidence scores
- Each field can be edited inline if the OCR got something wrong
- The station name is automatically matched against known gas stations in the system
- Click Accept to auto-fill the Log Fuel form with the extracted values
- Click Reject to discard the scan and enter data manually
- Review the pre-filled form and click Add Fuel Log
Tips for best results:
- Photograph the receipt on a flat, well-lit surface
- Ensure the entire receipt is visible in the frame
- Avoid wrinkled or faded receipts when possible
Maintenance Receipt Scanning (Pro)
What it does: Photograph a maintenance or service receipt to automatically extract service details into a maintenance record.
How to use it:
- Go to Maintenance and select a vehicle
- On the RECORDS tab, click the ADD RECEIPT button (dashed outline area)
- Use your camera to photograph the service receipt
- The system processes the image and extracts:
| Extracted Field | Description |
|---|---|
| Category | Service type (Routine, Repair, Performance) |
| Subtypes | Specific services performed (e.g., Oil Change, Tire Rotation) |
| Cost | Total service cost |
| Date | Service date |
| Shop Name | Name of the service shop |
- A Maintenance Receipt Review modal shows extracted values with confidence indicators
- Edit any incorrect values inline
- Click Accept to auto-fill the maintenance record form
- Review and click Add Record
Maintenance Manual PDF Extraction (Pro)
What it does: Upload your vehicle's owner's manual or maintenance manual as a PDF, and the system automatically extracts the recommended maintenance schedule -- creating maintenance schedules with the correct intervals for your specific vehicle.
How to use it:
- Go to Documents and click Add Document
- Select your vehicle and choose Maintenance Manual as the document type
- Upload the PDF file
- Check the Scan for Maintenance Schedule checkbox (Pro feature -- indicated by a lock icon for Free tier users)
- Click Create Document
- The system submits the PDF for asynchronous processing
- A progress indicator shows while the document is being analyzed
- When processing completes, the Maintenance Schedule Review screen appears showing:
| Column | Description |
|---|---|
| Checkbox | Select which items to create as schedules |
| Service Name | Extracted maintenance service (e.g., "Engine Oil and Filter Change") |
| Interval | Recommended interval in months and/or miles |
| Details | Additional notes or specifications |
| Confidence | How confident the system is in the extraction (High/Medium/Low) |
- Check the boxes next to the maintenance items you want to create
- Edit any service names, intervals, or details inline
- Click Create Selected Schedules to batch-create all selected items as maintenance schedules for your vehicle
This turns a 50-page owner's manual into a complete set of maintenance reminders in minutes.
Email Ingestion (Pro)
What it does: Forward vehicle-related emails (service receipts, insurance documents, registration notices) to a dedicated email address, and they automatically appear in your MotoVaultPro account ready to be associated with a vehicle.
How to use it:
- Forward any vehicle-related email to your dedicated MotoVaultPro ingestion address
- The system processes the email and any attachments
- On your Dashboard, a Pending Associations banner appears showing how many items are waiting
- Click the banner to open the Pending Association List
- For each pending item, you see:
- A preview of the document or receipt
- A vehicle selector dropdown
- Select the correct vehicle for each item and click Associate
- Or click Discard to remove items you do not want
Bulk actions are available to discard all pending items at once.
This is especially useful for:
- Forwarding digital receipts from auto parts stores
- Forwarding service confirmation emails from your mechanic
- Forwarding insurance policy documents from your provider
- Forwarding registration renewal notices
Shared Vehicle Documents (Pro)
What it does: Associate a single document with multiple vehicles. Useful for fleet insurance policies, multi-vehicle service agreements, or shared maintenance contracts.
How to use it:
- Open an existing document's detail page
- In the Shared Vehicles section, click Add Vehicle
- Select additional vehicles from the dropdown
- The document now appears in the Documents section for each associated vehicle
- To remove a vehicle association, click the Remove button next to that vehicle
Community Station Submissions (Pro)
What it does: Submit new gas stations to the MotoVaultPro community database, helping other enthusiasts find quality fuel locations -- especially stations carrying true 93-octane premium fuel.
How to use it:
- Go to Gas Stations
- Look for the option to submit a new community station
- Fill in the submission form:
| Field | Description |
|---|---|
| Station Name | Name of the gas station |
| Location | Address or location |
| Fuel Types | Available fuel types and grades |
| Amenities | Available amenities (bathrooms, ATM, convenience store, etc.) |
| Notes | Any additional information |
| Photo | Optional photo of the station |
- Submit for community review
- An admin reviews and approves or rejects the submission
- Approved stations appear in the PREMIUM 93 tab and search results with a community-verified badge
Managing Your Subscription
Viewing Your Plan
Go to Settings and find the Subscription section. It shows your current plan (FREE, Pro, or Enterprise) with a Manage button.
Upgrading
- Click Manage in the Subscription section
- The Subscription page shows tier comparison cards with pricing
- Toggle between Monthly and Annual billing (annual saves money)
- Click Upgrade on the plan you want
- Enter your payment details using the secure Stripe payment form
- Your new features are available immediately
Payment Methods
- Payment is processed through Stripe (credit/debit cards)
- You can save a card for recurring billing
- Update or remove your payment method at any time
- View billing history and download invoices as PDFs
Billing History
The billing history table shows all past invoices with:
- Date
- Description
- Amount
- Status (Paid, Pending, Failed)
- Download PDF button for each invoice
Downgrading
If you downgrade from a higher tier, you may need to reduce your vehicles to fit within the lower tier's limit:
- Click Downgrade on the lower plan
- A Vehicle Selection dialog appears if you exceed the new tier's vehicle limit
- Select which vehicles to keep (e.g., keep 2 for Free tier)
- A warning explains that removed vehicles and their data will be deleted
- Confirm the downgrade
| Tier | Vehicle Limit |
|---|---|
| Free | 2 |
| Pro | 5 |
| Enterprise | Unlimited |
Cancelling
- On the Subscription page, click Cancel Subscription
- A confirmation dialog appears with retention options
- Confirm cancellation
- Your subscription remains active until the end of the current billing period
- After expiration, your account reverts to the Free tier
- Click Reactivate at any time before expiration to keep your plan
10. Mobile Experience
MotoVaultPro is fully responsive and works on both desktop and mobile devices.
Mobile Navigation
On mobile, the sidebar is replaced by:
- A bottom navigation bar with icons for: Dashboard, Vehicles, Stations
- A floating action button (FAB) in the center with quick actions:
- Log Fuel
- Add Vehicle
- Add Document
- Add Maintenance
- A hamburger menu (accessed from the header) that slides up from the bottom, providing access to all sections: Dashboard, Vehicles, Log Fuel, Maintenance, Documents, Settings
Mobile Optimizations
- Touch-friendly buttons and targets (minimum 44px)
- Swipe gestures for image viewing
- Camera integration for VIN scanning and receipt capture
- Full-screen forms for data entry
- Responsive card layouts that stack vertically on smaller screens
All features available on desktop are also available on mobile -- no functionality is lost on smaller screens.
Quick Reference
Keyboard Shortcuts and Tips
- Search vehicles -- Use the search bar on the Vehicles page to quickly find a vehicle by name, make, model, or VIN
- Quick fuel log -- Click "LOG FUEL" on the Dashboard or "+ Add Fuel Log" on the Fuel Logs page
- Switch vehicles on Maintenance -- Use the Vehicle dropdown at the top of the Maintenance page to switch between vehicles without leaving the page
Common Workflows
Record a fuel fill-up
- Click LOG FUEL on the Dashboard (or go to Fuel Logs > + Add Fuel Log)
- Select the vehicle
- Enter the fuel amount and cost per gallon
- Optionally enter trip distance or odometer reading for MPG calculation
- Click Add Fuel Log
Schedule recurring maintenance
- Go to Maintenance
- Select a vehicle from the dropdown
- Click the SCHEDULES tab
- Select a category and schedule type
- Set the interval (months and/or miles)
- Configure reminders
- Click Create Schedule
Upload a document
- Go to Documents
- Click Add Document
- Select a vehicle and document type
- Enter a title
- Upload the file (image or PDF)
- Click Create Document
Find a gas station
- Go to Gas Stations
- Click Use Current Location or enter an address
- Adjust the search radius
- Click Search Stations
- Browse results and click the save icon to bookmark your favorites
Export your data
- Go to Settings
- Scroll to "Data & Storage"
- Click Export
- A backup file will download containing all your vehicle data, fuel logs, and documents
MotoVaultPro -- Precision Vehicle Management 2026 FB Technologies LLC. All rights reserved.