Equipment maintenance schedule and log
Schedule servicing for every machine and vehicle, see what is overdue or due soon, and keep a record of the cost of each service.
Equipment that is not serviced fails at the worst moment. List each machine or vehicle with the date of its last service and how often it needs one, and the workbook works out the next service date, the days left, flags what is overdue or due soon and totals what you spent on servicing.
Workshop owners, transporters, farmers and facilities managers who depend on equipment, and anyone who must prove regular maintenance for insurance or safety.
What is included
- Next service date from the interval
- Days left until service
- Overdue, due soon or OK status
- Total cost of the last services
- Summary of equipment by status with a chart
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Screenshots
How to use it
- Type today's date at the top of the Schedule sheet.
- List each piece of equipment with its location and the date of its last service.
- Type the service interval in days and the cost of the last service.
- Read the next service date, the days left and the status; service anything overdue first.
Templates are tools to help with your own records. They are not tax or legal advice. Check the figures against official sources before filing or paying.
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What the equipment maintenance schedule and log does
Equipment that is not serviced fails at the worst moment. List each machine or vehicle with the date of its last service and how often it needs one, and the workbook works out the next service date, the days left, flags what is overdue or due soon and totals what you spent on servicing.
Who it is for
Workshop owners, transporters, farmers and facilities managers who depend on equipment, and anyone who must prove regular maintenance for insurance or safety.
How to use the workbook
- Type today's date at the top of the Schedule sheet.
- List each piece of equipment with its location and the date of its last service.
- Type the service interval in days and the cost of the last service.
- Read the next service date, the days left and the status; service anything overdue first.
- Save a copy under a new name for each month or year, so earlier records stay as they were.
What is inside
- Next service date from the interval
- Days left until service
- Overdue, due soon or OK status
- Total cost of the last services
- Summary of equipment by status with a chart
The workbook has these sheets: Instructions, Schedule, Summary. The main table has the columns Equipment; Location; Last service date; Service interval (days); Next service due; Days left; Status; Cost of last service. Yellow cells are for you to fill in and grey cells calculate by themselves, so leave the grey cells alone. The example rows show how it works; type over them with your own entries.
Tips for getting it right
- Follow the manufacturer's recommended interval, not a guess.
- Record every service with the date, what was done and the cost.
- Service equipment that is due soon before it becomes urgent.
- Keep service records; they support insurance claims and resale value.
Why keep this record
Running a business on memory works until it grows. Writing the numbers down turns opinions into facts you can compare month to month, and shows early which products, customers or costs deserve attention. Even a simple workbook, used every week, usually beats a sophisticated one that is opened once a year.
Questions people ask
Do I need to know Excel formulas? No. Type into the yellow cells and the rest is worked out for you. The formulas are visible if you want to see how a figure is reached.
Can I add rows or change the layout? You can add your own columns to the right and your own notes. If you insert rows inside a table, copy the grey formula cells down so the new rows calculate too.
Will it work on my phone or in Google Sheets? Yes for viewing and typing, but dropdown lists and the charts look best in desktop Excel or LibreOffice.
Keeping it safe and up to date
A plan is only as good as the numbers you put in. Start with honest estimates, update the workbook as real figures arrive, and compare the two so your next estimate is better. Save a dated copy each month so you can see how your thinking changed.
Read how to build a cash flow forecast for the wider picture. Free calculators that go with it: Capital allowances calculator. See more business templates or ask us for a custom one.
The workbook works in Microsoft Excel, LibreOffice and Google Sheets. It is a tool to help you work out and record figures, not tax, legal or accounting advice, and it is not affiliated with the Kenya Revenue Authority. If something does not work as described, contact us and we will put it right.
Related guides, calculators and templates
- Free calculator: Capital Allowances Calculator
- Guide: Lease or buy: how to decide on equipment and vehicles
- Guide: Capital allowances are now straight-line: what changed and what it means
- Guide: How to screen tenants and write a tenancy agreement in Kenya
- Another template: Lease vs buy decision calculator
- Another template: 12-month cash flow forecast
- Another template: Break-even and pricing calculator
Need something different? Request a custom template, browse all guides or see every Excel template.
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