Equipment, Service History & Maintenance.
Record every unit you look after, guide technicians through the same checks every time, and let maintenance jobs create themselves.
Maintenance work lives or dies on records: which unit is at which site, when it was last serviced, what the readings were, and when the next visit is due. In ExequtechOS each piece of customer equipment has its own record and history, every service follows the same checklist, and recurring contracts create their own job cards on time.
- Customer equipment
- Service with checklist
- Recurring card
- Job created on schedule
- Technician completes steps
- Service history
At a glance
- Where it happens
- Assets app for equipment and services; Jobs app › Recurring for maintenance schedules; Contacts app for each customer’s equipment.
- Customer equipment
- Each unit is recorded against the customer with its location, supplier and purchase date.
- Several serials
- One item can carry several serial numbers, such as an aircon’s indoor and outdoor units.
- Warranty
- The warranty expiry date is worked out from the purchase date; expired warranties are flagged Expired.
- Service checklists
- Each service defines the steps a technician must complete, with yes/no, text, number or equipment inputs and expected values.
- Proof per unit
- A checklist step can link the exact serial-numbered unit that was serviced on the job.
- Service history
- Every unit shows the jobs and services done on it, with date, job number and status, plus its movement history.
- Recurring work
- Recurring cards create job cards automatically, on one or more schedules in days, weeks, months or years, until an end date.
- Your own assets
- Vehicles, tools and equipment you own, assigned to people, with warranty and depreciation.
Record the customer's equipment
Assets app › Products › Customer Owned
Every air conditioner, gate motor, inverter or alarm panel you look after can be recorded as a Customer Owned product: its serial numbers, the customer it belongs to, its location, value, supplier, purchase date and warranty.
Several serial numbers on one item. Many installations are more than one box. A split aircon has an indoor and an outdoor unit, each with its own serial number. Under Serial Number Types a product defines the serial fields its items need, such as “Indoor unit serial” and “Outdoor unit serial”, so both are kept on one record and one service history. The same works for a gate motor and its control board, or a device with a serial number and an IMEI.
Warranty at a glance. Give a product its warranty period in years, months or days, and each unit's Warranty Expires date is worked out from its purchase date. Equipment lists show the expiry date while the warranty runs and flag it Expired once it has passed, so before you quote a repair you know whether it is a warranty claim or chargeable work.
Equipment you sell and install moves across to the customer with Sell to Customer, serial numbers and all. The customer's record in the Contacts app lists all their Linked Products, which can be imported or exported as CSV.
Define each service as a checklist
Assets app › Services › Manage Steps
A service is more than a line on an invoice. Its Service Steps are the checklist or questionnaire that guides the technician on site, and that serves as their declaration of the work performed. Each step has a description, an input type, an optional Expected Value and, for equipment steps, a filter by category or product.
| Input type | What it means |
|---|---|
| No Input | A step the technician ticks off, such as “Isolate supply”. |
| Yes/No | A pass or fail check, such as “Earth leakage trips correctly”. |
| Text | A written observation or reference. |
| Number (Integer) | A whole-number reading or count. |
| Number (Decimal) | A measured reading, such as pressure, temperature or litres used. |
| Asset Item | The specific serial-numbered unit worked on, picked from that customer’s equipment. |
A step that needs input can't be ticked until the input is given, so a reading or the serviced unit is never skipped. The customer sees the results on the job card they sign.
Build a service history per unit
Unit › Service History
When a job's Asset Item step is completed, the exact unit is linked to that task. You can also link a unit from its own record with Link to Job, which shows only that customer's job cards.
Each unit's Service History then lists every job and service done on it, with the date, job number, service, status and description, and its Transfer History shows where it has been and who logged each move. When a customer asks what was done to a unit last year, the answer is on its record.
Let maintenance jobs create themselves
Jobs app › Recurring › New Recurring
A recurring card is a template for repeat work: the customer and site, contact, priority, estimated duration, who it is assigned to, access instructions, and the services and materials each visit needs. For services, you can set the expected checklist values in advance, including the unit to be serviced.
Add one or more schedules to the card. Each schedule has:
- Schedule Interval: every so many days, weeks, months or years;
- Create Before: how far ahead of the visit the job card is created, so it can be planned;
- Due After: how long the team has to complete it;
- Next Card Date and an optional Termination Date for when the contract ends.
Several schedules on one card cover contracts like a monthly inspection plus an annual full service. Job cards created this way carry an R marker in the job list and then follow the normal job flow: scheduling, assignment, field work and sign-off.
Look after your own assets too
Assets app › Fixed Assets
Your vehicles, tools and test equipment are fixed assets, tracked individually or in bulk. Each can be assigned to a person, carries its serial number, supplier, purchase details and warranty, and can be depreciated by straight line or declining balance so its current value is always known.
Questions about maintenance work
How do I set up a maintenance contract in ExequtechOS?
Create a recurring card in the Jobs app with the customer, site, the services and materials each visit needs, and who it is assigned to. Add a schedule, for example every 3 months, with how far ahead each job card should be created and when it is due. ExequtechOS then creates the job cards automatically until the termination date.
Can one contract have different service intervals?
Yes. A recurring card can have several schedules, so the same customer can have a monthly inspection and an annual full service on one card, each creating its own job cards on its own interval.
Can one item have more than one serial number?
Yes. A product can define several serial number fields, so a split aircon is recorded as one item with both its indoor unit and outdoor unit serial numbers, sharing one service history. The same applies to a device with a serial number and an IMEI.
How do I know if a unit is still under warranty?
Each product has a warranty period, and each unit’s warranty expiry date is calculated from its purchase date. Equipment lists show the expiry date while the warranty is valid and mark the unit Expired once it has run out.
Can I see the full service history of a unit?
Yes. Open the unit in the Assets app to see its service history, every job and service linked to it with the date, job number, service and status, plus its transfer history. The customer’s record in the Contacts app lists all their linked equipment.
Can technicians skip checklist steps?
A step that asks for input, such as a reading or the unit serviced, cannot be ticked until the input is given. Service steps are the technician’s declaration of the work performed, and the customer sees the checklist results on the job card they sign.
Can I import a customer’s existing equipment?
Yes. A customer’s linked products can be imported from and exported to CSV from their record in the Contacts app.
Can I pause a recurring contract?
Recurring cards end on a schedule’s termination date rather than being paused. To stop future visits, set or bring forward the termination date on its schedules.
Keep reading
- How a job moves through ExequtechOS — what happens to each maintenance job once it is created.
- Stock and van stock — the parts that go into each service.
- ExequtechOS for HVAC — maintenance contracts in practice.
Put Your Maintenance Contracts on Autopilot
Book a walkthrough and we'll set up one of your service contracts with its checklist and schedule.
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