I have a home made diary that stays in the truck. It has 7 different tabs and I have done this for every vehicle I have owned. It is basically a small "Cambridge - Limited" notebook that I have added colored tabs to keep the sections separated. Most receipts I keep in a folder at home.
1st tab is for fuel used and includes the date, current mileage, trip (since last fill up), how many gallons to fill up, total cost, which service station, and pice per gallon.
2nd tab is to document all lube maintenance - date, mileage, oil type, what maintenance item was done, service station/city, and cost.
3rd tab is for repairs done - date, mileage, type of repair, service station/city, and cost.
4th tab is for tire maintenance - date, mileage, replacement/rotation, who did the work, and cost.
5th tab is for trips taken - date, time of depart, destination/purpose, starting mileage, ending mileage, time of arrival, total time, total miles (I only log certain trips).
6th tab is for any upgrades or accessories added to the vehicle - date, mileage, what upgrade/accessory, who did the upgrade, and the cost
7th tab is miscellaneous items which is just some notes on how to do certain items,  when check engine light came on, truck registration date/cost, just some blank pages to write misc stuff down.
When I sell the truck, this book goes with it so the new owner knows when and what was done to the truck.

My car has an oil light. When the oil light comes on, I change it.

Isn't that what the light is for?

I spreadsheet almost everything.  Keep receipts in the car and fill out owners manual service pages as well.

I just do stuff every 5k. It's easy for me to remember 0's and 5's on the odometer.

17 pieces of equipment and 7 1 ton work trucks. Our mechanic keeps a big ass dry erase board with all the information on everything.

But also, he uses those little round 1/2" colored sticker dots and writes " oil 115,000 miles " or " hydraulic 2500 hrs " and puts them on the dash. It has worked wonders for our maintenance and service.

Change oil every 5,000ish, do a 60,000ish and 100,00ish regular maintenance. I keep cars about 10 years and 175,000ish. They do fine.

I keep an excel spreadsheet with a tab for all of my vehicles including my camper and boat.  I keep track of the miles, and service I do.....oil changes, tire rotations, transmission fluid changes, anything I can think of.  It's nice to be able to go back and see what brands/type of tires lasted the longest, what brakes worked better than others, how many hours I put on the boat last year...etc, etc.

I think people that even DO regular maintenance (let along track it) are few and far between. Most people can barely remember to take their car in to get the oil changed on a regular basis.

The owner's manual and the odometer.

Receipts go into the folder in my file cabinet for each vehicle along with the other documents.

I use the odometer for oil changes and I fix things when they break.

I mentally keep track of it.

Fuelly App

And Tax day.  April 15 and October 15, all vehicles get an oil change, as I never actually drive enough miles.

Paint marker on a clean flat surface under the hood.

Component/service - date - mileage

Recurring entries overwrite the previous one, so it only provides the last maintenance interval rather than a complete history, but that is all I need to know.

been using automotive Wolf for years.
easy to use. and track every single bit of car maintenance ,fuel use ,repairs  and much more.
cant remember the cost. but I get reminders when things are due based on mileage or time.
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screenshot
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My car has a warning system for maintenance and tire rotations. I set the mileage and number of days out and it warns me whe I am close.

My brain?

Each vehicle has a small spiral bound notebook in the center console, and a manila folder for receipts in my file cabinet(s).

That would be me when I had my jeep. Now my car mostly tells me when it wants something(BMW 3 series) so kinda the same thing.

I work on them for a living. So I just wrote a repair order with what I did and close it out with no charges. Easy enough for me to go back and look at it.

When I worked on a fleet (15 trucks that ran 24-7) I had a binder with worksheets I made up the first there in the binder had the hours or milage the next service on everything was due next. Then I had a sheet for each maint item ( brakes, ball joints, tires, fluids , filters and such) with the date milage and hours documented each time I serviced them. Also had a sheet for each service with all that information and what was done, where parts were purchased wit prices and all that. How much time I spent on it, notes and all that, with receipts staples to it.

All this was done through a excel file for each vehicle so I wasn’t entering the same info repedativly. Then I would print updated pages for the binders. And the receipts got scanned before putting them in the binders.

This may seem like over kill but they are 15 identical trucks. It’s hard to keep track. He binders where kept ona shelf with truck numbers on them matching the numbers on the trucks.and were used more than the spreadsheets. The spreadsheets were used for backup and sending to ownership and  dealers wen requested for warrenty work.  I could easily run a report of  what maint costs were, what breakages occured and keep track of which milages things tended to break at.

Check engine light and service alerts.

VINWIKI

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VIN WIKI

Box top off the oil filter. Mileage and date and any extra info needed. I dont keep records on brakes. Every fall antifreeze in all my vehicles need checked so no reason to keep that down.