What it does
Tracks equipment usage and service intervals, automatically triggering maintenance reminders and creating tasks when servicing is due – preventing breakdowns and extending asset life.
Why I recommend it
Equipment downtime costs more than maintenance. Proactive tracking prevents failures, extends lifespan, and keeps teams productive.
Expected benefits
- Reduced equipment downtime
- Extended asset lifespan
- Lower repair costs from prevention
- Compliance with maintenance requirements
How it works
Log equipment usage (hours, km, jobs) → compare to service intervals → calculate next service due → send reminders at threshold → create maintenance task → log service completion → reset interval.
Quick start
Create a simple spreadsheet tracking your top 5 assets with service intervals. Set manual calendar reminders. Once reliable, automate reminder creation and task generation.
Level-up version
Track costs per asset to identify replacement candidates. Integrate with telematics for automatic usage logging. Predict failure before it happens using usage patterns.
Tools you can use
Tracking: Spreadsheets, asset management software
Tasks: ClickUp, Asana
Calendar: Google Calendar, Outlook
Automation: Zapier, Make, n8n
Technical implementation solution
- No-code: Spreadsheet with usage tracking → formulas calculate due dates → calendar reminders → manual task creation.
- API-based: Usage logging system → scheduled job checks intervals → when due, PM API creates task → calendar API sets reminders → service completion updates database.
Where it gets tricky
- Getting consistent usage logging
- Handling different interval types (time vs usage)
- Managing exceptions like early servicing
