Features

Register every machine with its manufacturer, model, serial number, and asset number. Track current location, employee and crew assignments, engine hours, and maintenance status from one equipment list.

• Meter or estimated hour tracking
• Location and transfer history
• Active, in-service, out-of-service, and retired statuses

Maintenance schedules based on engine hours, mileage, calendar intervals, or whichever comes first. Dashboards show what's due soon and what's overdue so nothing slips.

• Manufacturer-referenced intervals
• Approval workflow for new tasks
• Automatic due-date recalculation after service

Employees check equipment in and out with an RFID scan or by searching name, serial number, or asset number. See assigned employees, teams, and real-time availability. Scanning requires a compatible USB RFID reader (RC522-type) at each checkout station; searching works with no extra hardware.

• USB RFID reader needed for scanning
• One open checkout per machine, enforced
• Return-time hour capture

Assign equipment to crews, routes, and trucks. Track which crew currently has each machine, and optionally require manager approval or notification when someone checks out another crew's equipment.

• Crew memberships with history
• Custody handoffs between employees
• Configurable checkout policies

Custom daily and pre-use checklists on any device. Employees report problems with photos, and safety-critical defects automatically flag equipment out of service until a mechanic or admin resolves them.

• Printable checklists and PDF reports
• Permanent inspection history
• Safety lockouts with authorized resolution

Create service work orders, assign mechanics, track labour time and rates, record parts, and maintain permanent service histories that survive staff changes.

• Labour timers and manual entries
• Parts deducted from inventory on completion
• Duplicate-completion protection

Upload a manufacturer PDF or provide a direct PDF link. EQP Flow can extract proposed maintenance intervals and troubleshooting references with exact page citations — all manufacturer-derived information requires authorized approval before it activates.

• Exact page and source references
• Human review before activation
• No automatic internet manual searching

Track parts, filters, fluids, quantities, and unit costs. Work orders deduct stock automatically on completion, and low-stock alerts keep the shelves ready.

• Equipment compatibility lists
• Append-only transaction history
• Low-stock alerts

Generate professional PDF maintenance history reports — a buyer-friendly version for equipment resale and a full internal version for your records.

• Buyer and internal report types
• Accurate completed records only
• Clearly labelled estimated hours