Maintenance: service plans, repair records, and what each asset costs

Stop relying on memory for oil changes: set service plans per asset or asset type, get reminded when they are due, do the work on your phone, and log repairs with parts and costs. Every dollar lands on the asset page.

Maintenance keeps every registered asset running. It has two tracks. Scheduled service: oil changes, hydraulic checks, battery care — work you plan ahead, on a cycle. Repairs: something broke, or a daily inspection failed — work you react to. Both leave the same trail on the asset page: what was done, who did it, and what it cost.

Set up a service plan#

1. Go to Assets → Maintenance → New service plan. Give it a plain name like "Oil change".
2. Pick what it covers: one specific asset, or a whole type (every forklift). Type-level plans save you from repeating yourself.
3. List the jobs in plain words and set the cycle: every N days, or every N running hours. "Every [90] days" — no cron expressions, no jargon.
4. Save. The next due date is computed automatically. When the cycle comes due, the plan shows up in the reminder banner at the top of the Maintenance page.
5. Turn a plan off with its switch when a machine is retired — it stops generating due tasks. History stays.

Due tasks: do the service#

• The Maintenance home shows a banner: overdue in red, due within 7 days in yellow. Each due plan becomes one to-do task.
• Tap a task, scan the asset QR, and check off each job on the phone — one big card per job, glove-friendly buttons.
• Log what you used: parts (name + quantity), labor hours, a photo. Tap Complete — the record is written and the next due date moves forward by one cycle.
• Skipped a cycle on purpose (machine was idle)? Mark the task Skipped with a reason — the plan keeps its rhythm, and the skip is on record.

Report a breakdown#

• Three ways in: the Report repair button on any asset page (scan its QR), the one-tap button on a failed inspection result, or New repair order on the Maintenance home.
• Describe the fault in plain words and snap a photo. A ticket is created in Tickets (category: maintenance), linked to the asset.
• The asset flips to Under repair automatically — it will not get WMS jobs until someone sets it back.

Record the repair#

• When the work is done, open the ticket and fill the repair record: what broke, what you did, parts replaced (name + quantity), labor hours, and how long the machine was down.
• Cost lines go on the same record: parts, labor, outsourced work (with the vendor name). One repair, one record, all the money in one place.
• If an outside shop did the work and sent a bill, link it: the cost line points at the accounting bill, so the same money is not counted twice.
• Closing the ticket does NOT flip the asset back to In use by itself. Someone must verify the fix (a fresh inspection is a good idea) and set the status back on the asset page.

See what each asset costs#

• Maintenance home → Cost stats. Group by asset, by asset type, or by month. Every line links back to its record.
• Open an asset page → the Maintenance tab: lifetime spend, this year’s spend, and the split across parts / labor / outsourced.
• Compare across a type before you buy the next one: if forklift #3 cost twice as much to keep alive as #1 and #2, that’s your answer.