Log company equipment maintenance on mobile

Check due and booked service dates, record actual work and meter readings, and verify the original maintenance history after sync.

Before you start

Use Equipment for the business’s own machines, vans and trailers, not customer-site Assets. Register access requires an eligible dispatch plan, the Equipment feature and an Office seat. Logging maintenance additionally requires owner, manage-business or manage-equipment authority. Field access to a machine’s assigned-job manual or prestart does not grant maintenance management.

Plan eligibility, business features, permissions and device support still apply. Reading a guide does not grant access.

Step by step

  1. Open Equipment from the app menu. Review OVERDUE, DUE SOON and SCHEDULED, then open the intended machine by its name and tag. Missing machines must be added to the register on the website; do not log work against a similar machine.
  2. Check LAST SERVICE, NEXT SERVICE or BOOKED FOR, INTERVAL, STATUS and any METER value. A booked appointment is not completed maintenance. Showing saved service data means the screen still needs a live refresh.
  3. Choose Log maintenance where authorised. Select the actual TYPE: Service, Repair, Inspection, Fault or Other. Service rolls the configured service schedule, so do not select it merely to clear an overdue warning.
  4. Set DATE to when the work actually occurred and enter a clear SUMMARY. Add the workshop or technician under PROVIDER and supporting NOTES. The default date is today; correct it when recording earlier work.
  5. If entering a METER reading, check the displayed unit and use a real non-negative reading. A reading below the current meter requires This is an explicit meter correction. Do not change the unit or invent usage to make the form save.
  6. Review the machine, event type, date and details, then choose Log maintenance. Maintenance saved — will sync means the event is queued, not confirmed in the server’s history. Keep the original pending action until its outcome is known.
  7. When connected, refresh the same machine and inspect its maintenance history. Confirm the summary, event type, performed date, provider and any meter value, then check the resulting service position separately.

Worked example

A trailer has a service booked for Friday but remains overdue. After the workshop actually completes the service, an authorised Office user records Service with Friday’s date and the real summary. They verify the history and next due date instead of using the appointment itself as proof of completion.

This is an illustrative scenario, not a customer testimonial.

Check the result

The original maintenance event should appear in the correct machine’s history after sync. Check the derived service dates and readings independently. A service record does not complete a prestart, resolve a customer-asset defect, certify equipment safety or prove a supplier invoice was paid.

Limits and troubleshooting

  • If validation fails, correct the existing form’s summary, date or meter value. If the reply is lost or uncertain, inspect the machine’s history and Sync centre before submitting again: maintenance is a new history event, so another submission can duplicate it.
  • Showing saved maintenance history is cached data. Reconnect and refresh before treating a missing event or old due date as the final result. A failed queued write can require current permission or a correction; do not delete the original action just to obtain a success message.
  • Use the displayed regional meter unit, including miles, kilometres or hours as configured. The performed-on value is a date, not proof of a particular time zone or service duration. Review local inspection and recordkeeping requirements with the responsible person; AllQuote does not certify them through this form.
  • Readiness warnings, operator credentials, prestarts and service records are separate checks. Register requirements and planned appointments are maintained on the website. Do not treat an available Log maintenance button or a green service indicator as permission to operate unsafe equipment.

Related web guides and screenshot examples

These examples show the web interface. They are not screenshots of the native app.

Business settings in New Zealand

  • Set your business country in Business settings before entering customer addresses or preparing documents. The country selected on the public website does not change an existing business.
  • Check the business currency (NZD), time zone and document tax settings. Only enable tax collection if your business is registered and the settings match your requirements. Your customer invoice tax settings are separate from tax on your AllQuote subscription.
  • Screenshots use demonstration records. Their sample currency, addresses and tax amounts do not override your business settings.

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