Equipment maintenance tracking
Stop chasing the paper equipment log.
AssetTrack replaces the maintenance log book and the shared spreadsheet with a searchable equipment log — preventive schedules, repair history, parts and cost per asset, and a QR label on every machine so a technician can log a service in 10 seconds.
Free while billing is being finished · no credit card · no per-asset fee
Preview
This is what your equipment log looks like in AssetTrack
Sample data from a small workshop fleet. Each row is one service event, with the next service due and a status pill that turns amber and red on its own.
| Asset | Equipment | Location | Date | Type | Technician | Hours | Parts | Cost | Next due | Status |
|---|---|---|---|---|---|---|---|---|---|---|
| EQ-0001 | Atlas Copco compressor Workshop A | Workshop A | 2026-06-10 | Preventive | J. Naidoo | 1 240 | Air filter | R 420 | 2026-09-10 | On schedule |
| EQ-0002 | Toyota forklift FL-04 Yard | Yard | 2026-06-11 | Repair | M. Smit | 3 105 | Hydraulic hose | R 1 850 | — | On schedule |
| EQ-0003 | Cummins generator G-02 Site B | Site B | 2026-06-12 | Inspection | T. Khumalo | 860 | — | — | 2026-12-12 | On schedule |
| EQ-0004 | Bobcat skid steer S-07 Site B | Site B | 2026-05-28 | Preventive | J. Naidoo | 2 210 | Engine oil, filter | R 980 | 2026-06-28 | Due soon |
| EQ-0005 | WEG 15kW motor M-11 Workshop A | Workshop A | 2026-04-02 | Repair | P. Dlamini | 4 480 | Bearings (x2) | R 3 120 | 2026-06-02 | Overdue |
| EQ-0006 | Lincoln welder W-03 Workshop B | Workshop B | 2026-06-08 | Inspection | M. Smit | 610 | — | — | 2026-09-08 | On schedule |
| EQ-0007 | Karcher pressure washer Yard | Yard | 2026-06-05 | Preventive | T. Khumalo | 295 | Nozzle set | R 340 | 2026-09-05 | On schedule |
| EQ-0008 | Hitachi excavator EX-12 Site C | Site C | 2026-05-14 | Repair | P. Dlamini | 5 720 | Track tensioner | R 4 760 | 2026-06-14 | Due soon |
| Fleet total · last 60 days | R 11 470 | 3 need attention | 3 alerts | |||||||
Swipe the table to see technician, parts and next-service columns.
Sample data — the contains these exact 8 rows so you can copy them into the app and try it.
What a real equipment maintenance log should do
The features that separate a working maintenance log from a binder nobody opens.
Full service history per asset
Every preventive service, repair and inspection logged against the asset ID — searchable, exportable, never lost when a technician leaves.
Preventive schedules with alerts
Set a cadence by days or by meter hours. AssetTrack emails the owner and flags the dashboard when a service is overdue.
Scan-to-log from the floor
Printable QR labels on every machine. Scan with a phone, log the job in 10 seconds, no typing the asset ID.
Parts and cost tracking
Capture parts replaced and labour cost per job. See lifetime maintenance cost per asset to decide repair vs replace.
Cost rollup across the fleet
Weekly and monthly cost by location, category, or technician. Spot the assets eating the budget before they eat the budget.
Audit trail and signatures
Every log entry is timestamped and attributed. Signed handovers for loaned tools, full chain of custody for audit season.
Paper log vs spreadsheet vs maintenance tracking software
All three capture what was done. Only one of them tells you what is due next.
| Capability | Paper log book | Spreadsheet | AssetTrack |
|---|---|---|---|
| Captures service history | |||
| Searchable by asset, date or technician | — | limited | |
| Alerts you when the next service is due | — | — | |
| Scan QR to log a job from the floor | — | — | |
| Two technicians can edit safely at once | — | — | |
| Rolls cost up across the fleet | — | manual | |
| Survives a technician leaving | — | maybe | |
| Printable per-asset service sheet | manual |
Free equipment maintenance log template
A clean CSV with the exact 11 columns the preview table above uses — asset ID, equipment, location, date, type, technician, hours, parts, cost, next service due, status. Same 8 rows you can see above, so you can copy them straight into the app to test, or replace with your own fleet.
See it in action
A guided tour, then a sandbox you can actually click
Three screens from AssetTrack, populated with a sample company — Northwind Logistics, 47 employees across three sites. When you've seen enough, jump straight into the live demo and start logging assets yourself.
Track every asset
Filter, search and bulk-edit a single register of every laptop, phone, monitor and licence — across every site.
- Bulk import from CSV — get 200 assets in within minutes
- Filter by site, category, condition, assignee or warranty
- Print QR labels and scan them with any phone, no app install
Northwind Logistics
Asset register · 47 items
| Tag | Name | Condition | Cost |
|---|---|---|---|
| NWL-LT-042 | MacBook Pro 16" | Excellent | R 62,500 |
| NWL-LT-038 | ThinkPad X1 Carbon | Good | R 34,200 |
| NWL-MN-019 | Dell U2723QE | Excellent | R 11,400 |
| NWL-PH-027 | iPhone 15 Pro | Excellent | R 24,900 |
| NWL-SC-005 | Zebra TC22 scanner | Good | R 8,750 |
| NWL-FN-014 | Herman Miller Aeron | Good | R 26,300 |
Showing 6 of 47 · Bulk edit · Export CSV
Equipment maintenance tracking FAQ
What is an equipment maintenance log?
An equipment maintenance log is a record of every preventive service, repair and inspection performed on a piece of equipment — date, technician, parts replaced, cost, and the next service due. A good log answers "when was this last serviced?" and "what is it costing us to keep running?" in seconds. AssetTrack keeps that log automatically against each asset, instead of in a paper book or spreadsheet that drifts from reality.
Why use maintenance tracking software instead of a maintenance log template?
A maintenance log template (Word, Excel or a printed sheet) is a great starting point and we include a free one on this page. But templates do not remind you when a service is due, do not stop two technicians editing the same row, and do not roll cost up across a fleet. Maintenance tracking software handles all three — and lets a technician log a job by scanning the QR label on the equipment.
How do I track equipment maintenance for a small team?
Start with the free CSV template below to capture the last 6–12 months of services. Import that CSV into AssetTrack against each asset — you now have a searchable equipment log, a preventive schedule, and dashboard alerts when the next service is due. Total setup time for ~200 assets: under an hour.
What should an equipment maintenance log include?
At a minimum: asset ID, equipment name, location, date of service, type (preventive / repair / inspection), technician, hours or meter reading, parts replaced, cost, next service due, and notes. The free template on this page uses exactly these columns so it imports cleanly into AssetTrack later.
Can I print maintenance log sheets from AssetTrack?
Yes. Every asset has a printable history sheet (PDF) showing the full maintenance log, plus printable QR labels so technicians on the floor can scan an asset and log a service without typing the asset ID.
How is equipment maintenance tracking different from asset tracking?
Asset tracking answers "where is it and who has it?". Maintenance tracking answers "when was it last serviced and what did it cost?". AssetTrack does both against the same record, so the finance team's fixed-asset register and the workshop's service log never disagree.
Does AssetTrack handle preventive maintenance schedules?
Yes — set a schedule per asset (every 90 days, every 250 hours, etc.) and AssetTrack flags overdue items on the dashboard and emails the responsible owner. The schedule lives on the asset, so swapping technicians does not lose the cadence.
Is there a free equipment maintenance tracking option?
Yes. AssetTrack is free for all users while billing is being finished, with no per-asset fee. Start with the free maintenance log template, import it, and you have a working system today.
See the broader product comparison on asset tracking software, or browse the asset management software overview.