Equipment maintenance
Equipment maintenance software with a history for every machine
MaintainIQ is equipment maintenance software that gives every walk-in, fryer, ice machine and oven in your restaurants and stores its own record. Repairs, scheduled service, the warranty date and the vendor you call all live in one place, at every location.
- A record for every piece of equipment
- Warranty dates and preferred vendors
- Unlimited users per location
Operators at these brands use MaintainIQ
One record
Every machine gets its own record
Add the equipment at each location, from walk-in coolers and reach-ins to fryers, ovens, the hood, the dish machine, the soda fountain and the espresso machine. When one of them acts up, what you need to know is on its record, not in a binder and three people's phones, and the manual is in the document library.
- Service history and every work order on that machine
- Warranty expiry date and notes
- Preferred vendor, instructions and a service schedule
Repairs
When a machine breaks, report it against that machine
A cook notices the fryer will not hold temperature. They open the app, pick the fryer, add a photo, set the priority and send it. Because the work order is tied to that fryer, you can open it later and see every time it has needed a fix, which makes the repair or replace decision much easier.
- Priority, due date and an owner who accepts the job
- A dated history of who reported, accepted and closed it
- Asset performance reports, so the problem machines stand out
Upkeep
Daily care on the checklist, deeper service on a schedule
Most breakdowns start small, with a dusty condenser coil, scale in the ice machine or fryer oil that never got filtered. Put the daily jobs on your opening and closing checklists, and put the deeper service on a preventive maintenance schedule so you can see what is due and what is overdue.
- Checklist items like "fryer oil filtered" and "walk-in door closed and sealed"
- Service every few days, weeks or months, on a set day of the month, or as needed
- Record each service as inspected, repaired, replaced or serviced by a pro
Warranty and vendor
Check the warranty before you approve a service call
The ice machine is down and the tech can come out this afternoon. Open the machine's record first. You will see whether it is still under warranty and which vendor you prefer for it, before you agree to a bill.
- A warranty countdown, or "expired", on each machine
- Warranty notes, like what is covered and who to call
- Vendor records for the companies you use
By equipment
Daily care and scheduled service, machine by machine
A starting point for what goes on the daily checklist and what goes on a schedule. Your manufacturer's manual has the final say.
| Equipment | Daily care on a checklist | Scheduled service |
|---|---|---|
| Walk-in and reach-in coolers | Door closed and sealed, temperature logged | Clean the condenser coils, check door gaskets |
| Ice machine | Bin lid closed, scoop stored outside the ice | Clean and sanitize, change the water filter |
| Fryers | Filter the oil, wipe down | Boil out, check the thermostat |
| Ovens and combi ovens | Clean the interior, check door seals | Calibrate the thermostat, descale combi ovens |
| Hood and exhaust | Filters in place, no grease dripping | Wash the filters, professional hood and duct cleaning |
| Dish machine | Drain and clean, check wash and rinse temperatures | Delime, check the spray arms |
| Soda fountain and espresso machine | Clean nozzles, backflush and purge the steam wand | Sanitize soda lines, descale the espresso machine |
Straight answer
What this equipment maintenance software does not do
Temperatures are taken by your team, with handheld Bluetooth probes if you want them. MaintainIQ does not track spare parts or forecast breakdowns. What it does is keep a clear record of each machine and every job done on it.
Free templates
Free equipment maintenance checklists
Commercial Refrigerator Maintenance Checklists
Free commercial refrigerator maintenance checklists with daily, weekly, monthly, quarterly and annual tasks that keep cold food at 41°F or below.
Free Commercial Oven Maintenance Checklist PDF
Free commercial oven maintenance checklist PDF with daily cleaning, thermostat calibration, gasket checks, descaling and annual gas safety service.
Free Commercial Dishwasher Preventive Maintenance Checklist PDF
Free commercial dishwasher preventive maintenance checklist PDF with daily, weekly, monthly and annual tasks plus FDA Food Code temperature targets.
What is equipment maintenance software?
It is software that keeps a record for each piece of equipment and tracks the work done on it, both scheduled service and repairs. Instead of the history living in invoices, binders and people's memories, you open the machine and see what was done, when, whether it is under warranty and who to call.
What equipment can I track in MaintainIQ?
Anything your team takes care of. Restaurants and stores usually start with refrigeration, ice machines, fryers, ovens, hoods and dish machines, then add soda and espresso machines, HVAC units and water heaters. Each piece of equipment gets its own record at its location.
Can I see the full repair history of one machine?
Yes. Every work order linked to a piece of equipment stays on its record, with the dates and who reported, accepted and closed it, next to the preventive maintenance service history. It is the quickest way to spot the machine that keeps breaking.
How do I know if a piece of equipment is still under warranty?
Open its record. Each piece of equipment can hold a warranty expiry date and notes, and the list shows "expires in X days" or "expired". Check it before you approve a service call, so you do not pay for work the manufacturer should cover.
Is MaintainIQ only for restaurants?
No. Convenience stores, grocery stores, hotels, senior living communities and parks use MaintainIQ for their kitchen and building equipment. It is priced per location with unlimited users, whether you run one site or many. See industries for how each one uses it.
Ready when you are
Give every machine a history
In a 15-minute demo we will show you how equipment records, repairs and warranty dates would look for your locations.
- iPhone, iPad, Android and web
- English and Spanish
- Unlimited users per location
Prefer to talk? Call (888) 534-0261. US-based support.