Picking service intervals
Start with the manufacturer's recommended interval, then shorten it for equipment in heavy use, dusty sites or outdoor installs.
Common examples: 90 days for commercial HVAC filters, 30 days for pool pumps in season.
Free template · Excel & Google Sheets
Free equipment maintenance log template
One log for every machine you look after. Record each service, the parts used and the warranty — the sheet works out when the next service is due.
The Excel file includes working formulas in the “Next due” and “Status” columns, filters and 50 ready-to-fill rows. Open it in Excel or upload it to Google Sheets.
| Equipment ID | Equipment | Location | Service date | Work done | Technician | Parts used | Interval (days) | Warranty ends | Next due | Status |
|---|---|---|---|---|---|---|---|---|---|---|
| AC-0101 | Rooftop AC unit 10 kW | Main office roof | 2026-08-15 | Filters replaced, coils cleaned | L. Naidoo | 2× pleated filter | 90 | 2028-03-01 | auto | auto |
| PMP-0007 | Pool pump 1.5 HP | Client: 12 Bay Rd | 2026-10-20 | Seal replaced, basket cleaned | M. West | Shaft seal kit | 30 | 2027-01-10 | auto | auto |
Make the log useful in a dispute
- Write what was done, not just "serviced".
- List part numbers replaced.
- Record who did the work and keep invoice numbers.
Put the service history on the machine itself
StockSimple QR service tags let anyone scan a unit to see its model, install date and warranty — and request a repair that lands in your inbox. Business plan and above, 14-day free trial.
Try StockSimple freeFrequently asked questions
What should an equipment maintenance log include?
At minimum: equipment ID, description, location, service date, work done, who did it, parts used and the next service due date. Warranty end dates help you avoid paying for covered repairs.
How is the next service date calculated?
Enter the service date and the interval in days. The Excel file adds them together and shows DUE SOON within 14 days and OVERDUE once the date passes.
Who uses this template?
Facilities teams, HVAC and pool service companies, workshops, gyms, restaurants — anyone responsible for machines that need regular servicing.
Can I keep one sheet for many machines?
Yes. Add one row per service visit and filter by Equipment ID to see a machine's full history.
Can customers see service history by scanning the unit?
With StockSimple's QR service tags (Business plan and above), a sticker on the unit shows the model, install date and warranty, with a call button and repair request form.
More free inventory tools
Free SKU generator
Clean, consistent product codes with CSV export.
QR code inventory labels
Printable QR label sheets for bins and products.
Asset tag generator
Numbered QR asset tags for tools and equipment.
Bin location generator
Zone-aisle-rack-shelf codes for every shelf.
Inventory spreadsheet template
Excel & Google Sheets stock sheet with formulas.
Van stock template
Truck parts list with minimums and reorder flags.
Formulas guide
Worked examples of every formula, in plain language.