Equipment Maintenance & Repair Tracker for Excel

Know what needs service, what was repaired and what it cost.

An equipment maintenance and repair tracker for Excel for small businesses, workshops and small manufacturers. Keep equipment records, recurring maintenance tasks, one-time repairs, completed service, costs and downtime in a clear workbook.

See how the tracker works

Read the free 12-page customer walkthrough with real workbook images, a complete maintenance example, repair workflows and troubleshooting.

View the customer walkthrough (PDF)

What you can track

• Equipment names, locations, condition, serial numbers, warranty dates and service contacts.
• Recurring maintenance intervals, task owners and one-time repair deadlines.
• An automatic weekly action list with overdue and upcoming work.
• Completed service that updates the matching task's next due date.
• Parts, internal labor and outside service costs, plus equipment downtime hours.
• Dashboard totals and a six-month maintenance-versus-repair cost chart.

What you receive

The downloadable Excel workbook NeatlyRun_Equipment_Maintenance_Repair_Tracker.xlsx. The illustrated PDF walkthrough is available separately through the free link above. Seven sheets: Dashboard, Setup, Weekly Actions, Task Schedule, Equipment, Service Log and Quick Guide. Includes fictional sample records, real formatted Excel tables, automatic calculations and a company-name space. Prepared for 50 assets, 100 tasks and 200 service records; the weekly list displays up to 100 tasks.

How it works

1. Register equipment and add its maintenance or repair tasks.
2. Review overdue and upcoming work in Weekly Actions.
3. Record completed work in Service Log with matching Asset and Task IDs. The schedule, costs and downtime update.

Record diagnosis without a Task ID while a repair remains unfinished. Link the Task ID only when fully completed. Equipment condition is updated separately. The walkthrough explains these steps and how to avoid counting service costs twice.

Before you buy

Designed and tested in Microsoft 365 Excel Online. Your Microsoft account or Excel license is separate. Google Sheets, Apple Numbers and older Excel versions have not been verified. Use one business and USD per workbook. Maintenance repeats by elapsed days after completion. The workbook does not send automatic reminders, connect to equipment or sync with other workbooks. It organizes records; use equipment manuals or your service provider to set maintenance requirements. No physical item is shipped.

Delivery and license

Digital delivery after payment with 3 downloads per customer. Save your workbook securely; opening a saved workbook does not use another download. Includes a one-business license for the purchasing business and its employees to use internally. Internal backups are allowed. Reselling, public uploading or sharing with other businesses is prohibited. Read the digital toolkit license.