--- title: Equipment Maintenance Tracker | Swept description: Track equipment maintenance schedules, service history, and costs for cleaning equipment. --- [![swept\_RGB\_Primary Blue](https://sweptworks.com/hubfs/swept_RGB_Primary%20Blue.png)](https://www.sweptworks.com/?hsLang=en) [Login](https://app.sweptworks.com/) [![calendar icon](https://sweptworks.com/hubfs/2024%20Files%20(Sorted)/Swept%20Website/All%20Icons/icons/scheduled%20event.svg) Get Demo](https://sweptworks.com/product-demo-form?hsLang=en) [![swept\_RGB\_Primary Blue](https://sweptworks.com/hubfs/swept_RGB_Primary%20Blue.png)](https://www.sweptworks.com/?hsLang=en) Solutions ![](https://sweptworks.com/hubfs/raw_assets/public/Swept%20Website%20-%20Theme/images/svg/Icons/Chevron.svg) Compare Plans ![](https://sweptworks.com/hubfs/raw_assets/public/Swept%20Website%20-%20Theme/images/svg/Icons/Chevron.svg) [![Optimize Icon](https://sweptworks.com/hubfs/Swept%20Icons/Optimize%20Icon.svg) Optimize Win and retain more contracts with stronger quality control and team visibility.](https://sweptworks.com/optimize?hsLang=en) [![Scale Icon](https://sweptworks.com/hubfs/Swept%20Icons/Scale%20Icon.svg) Scale Grow profitably with better client communication, supply workflows, and cost control.](https://sweptworks.com/scale?hsLang=en) [![Messages GIF\_v2](https://sweptworks.com/hubfs/Product%20Images/Messages%20GIF_v2.gif) Client & Cleaner Messaging Stop drowning in emails and WhatsApp messages Learn more →](https://sweptworks.com/features/cleaning-business-communication-system?hsLang=en) [![Inspections](https://sweptworks.com/hubfs/Inspections.jpg) Quality Assurance Keep quality consistent and clients informed →](https://sweptworks.com/janitorial-inspection-software?hsLang=en) [![profitability](https://sweptworks.com/hubfs/profitability.gif) Profitability Report Make pricing decisions with confidence →](https://sweptworks.com/features/janitorial-profitability-tracking-software?hsLang=en) Find out which plan is right for your business [Compare Plans](https://sweptworks.com/compare-plans?hsLang=en) Resources ![](https://sweptworks.com/hubfs/raw_assets/public/Swept%20Website%20-%20Theme/images/svg/Icons/Chevron.svg) [![Resources Icon](https://sweptworks.com/hubfs/Swept%20Icons/Resources%20Icon.svg) Resources Proven guides, templates, and powerful tools for janitorial businesses.](https://sweptworks.com/resources?hsLang=en) [![Free Tools icon](https://sweptworks.com/hubfs/Swept%20Icons/Free%20Tools%20icon.svg) Free Tools Interactive calculators & tools to help you make better business decisions.](https://sweptworks.com/resources/tools?hsLang=en) [![Blog Icon](https://sweptworks.com/hubfs/Swept%20Icons/Blog%20Icon.svg) Blogs Learn about latest trends and tools in commercial cleaning industry.](https://learn.sweptworks.com/?hsLang=en) [![Success Stories Icon](https://sweptworks.com/hubfs/Swept%20Icons/Success%20Stories%20Icon.svg) Success Stories Successful janitorial businesses that run on Swept.](https://sweptworks.com/resources/success-stories?hsLang=en) [![Job Costing tool](https://sweptworks.com/hubfs/Hubspot%20Blog%20Headers%20(1).gif) Free Job Costing Calculator Bid confidently based on accurate job costs & target profit margin Use for free →](https://sweptworks.com/features/cleaning-job-costing-software?hsLang=en) Get support resources & attend weekly training [Support Hub](https://sweptworks.com/resources/support?hsLang=en) [About](https://sweptworks.com/about?hsLang=en) [Login](https://app.sweptworks.com/) [![calendar icon](https://sweptworks.com/hubfs/2024%20Files%20(Sorted)/Swept%20Website/All%20Icons/icons/scheduled%20event.svg) Get Demo →](https://sweptworks.com/product-demo-form?hsLang=en) Run Operations Make shifts clearer and day-to-day work easier for your team. [![Time Tracking Icon](https://sweptworks.com/hubfs/Swept%20Icons/Time%20Tracking%20Icon.svg) Time Tracking Track hours and GPS check-ins with easy clock in and out.](https://sweptworks.com/cleaning-company-time-tracking-app?hsLang=en) [![Shift Icon](https://sweptworks.com/hubfs/Swept%20Icons/Shift%20Icon.svg) Scheduling Assign shifts clearly and keep teams on track.](https://sweptworks.com/scheduling-software-for-janitors?hsLang=en) [![Work Order Icon](https://sweptworks.com/hubfs/Swept%20Icons/Work%20Order%20Icon.svg) One-Time Job Work Orders Create and manage one-off jobs without the chaos.](https://sweptworks.com/features/janitorial-work-order-software?hsLang=en) [View All Features →](https://sweptworks.com/features?hsLang=en) Prove Quality Show consistent service with clear proof and communication. [![Inspection Icon](https://sweptworks.com/hubfs/Swept%20Icons/Inspection%20Icon.svg) Inspections Popular Capture proof of work with photos, notes, and reports.](https://sweptworks.com/janitorial-inspection-software?hsLang=en) [![Checklist Icon](https://sweptworks.com/hubfs/Swept%20Icons/Checklist%20Icon.svg) Cleaner Checklist Create clear, consistent checklists with translation in 100+ languages.](https://sweptworks.com/features/janitorial-checklist-software?hsLang=en) [![Messaging Icon](https://sweptworks.com/hubfs/Swept%20Icons/Messaging%20Icon.svg) Team & Client Messaging Popular Keep conversations with cleaners and clients in one place for faster updates.](https://sweptworks.com/features/cleaning-business-communication-system?hsLang=en) Control Costs Track job costs, supplies, and margins. [![Job Costing Icon](https://sweptworks.com/hubfs/Swept%20Icons/Job%20Costing%20Icon.svg) QuickBooks Online Payroll Integration New Send approved hours to QuickBooks and simplify payroll.](https://sweptworks.com/features/integrations/payroll/quickbooks?hsLang=en) [![Profitability Reports](https://sweptworks.com/hubfs/Swept%20Icons/Profitability%20Reports.svg) Profitability Report See which jobs are making money and which are not.](https://sweptworks.com/features/janitorial-profitability-tracking-software?hsLang=en) [![Supplies Icon](https://sweptworks.com/hubfs/Swept%20Icons/Supplies%20Icon.svg) Supply Management Track supply usage and avoid over-ordering.](https://sweptworks.com/features/janitorial-supply-inventory-management-system?hsLang=en) Not sure where to start? Watch our interactive demo to learn more. Interactive demo Video [![GPS Update Dec 18](https://sweptworks.com/hubfs/Product%20Images/GPS%20Update%20Dec%2018.png) ▶](https://sweptworks.com/product-demo?hsLang=en#tour) ✕ [Login](https://app.sweptworks.com/) Solutions ![](https://sweptworks.com/hubfs/raw_assets/public/Swept%20Website%20-%20Theme/images/svg/Icons/Chevron.svg) Run Operations Make shifts clearer and day-to-day work easier for your team. ![](https://sweptworks.com/hubfs/raw_assets/public/Swept%20Website%20-%20Theme/images/svg/Icons/Chevron.svg) [![Time Tracking Icon](https://sweptworks.com/hubfs/Swept%20Icons/Time%20Tracking%20Icon.svg) Time Tracking Track hours and GPS check-ins with easy clock in and out.](https://sweptworks.com/cleaning-company-time-tracking-app?hsLang=en) [![Shift Icon](https://sweptworks.com/hubfs/Swept%20Icons/Shift%20Icon.svg) Scheduling Assign shifts clearly and keep teams on track.](https://sweptworks.com/scheduling-software-for-janitors?hsLang=en) [![Work Order Icon](https://sweptworks.com/hubfs/Swept%20Icons/Work%20Order%20Icon.svg) One-Time Job Work Orders Create and manage one-off jobs without the chaos.](https://sweptworks.com/features/janitorial-work-order-software?hsLang=en) Prove Quality Show consistent service with clear proof and communication. ![](https://sweptworks.com/hubfs/raw_assets/public/Swept%20Website%20-%20Theme/images/svg/Icons/Chevron.svg) [![Inspection Icon](https://sweptworks.com/hubfs/Swept%20Icons/Inspection%20Icon.svg) Inspections Popular Capture proof of work with photos, notes, and reports.](https://sweptworks.com/janitorial-inspection-software?hsLang=en) [![Checklist Icon](https://sweptworks.com/hubfs/Swept%20Icons/Checklist%20Icon.svg) Cleaner Checklist Create clear, consistent checklists with translation in 100+ languages.](https://sweptworks.com/features/janitorial-checklist-software?hsLang=en) [![Messaging Icon](https://sweptworks.com/hubfs/Swept%20Icons/Messaging%20Icon.svg) Team & Client Messaging Popular Keep conversations with cleaners and clients in one place for faster updates.](https://sweptworks.com/features/cleaning-business-communication-system?hsLang=en) Control Costs Track job costs, supplies, and margins. ![](https://sweptworks.com/hubfs/raw_assets/public/Swept%20Website%20-%20Theme/images/svg/Icons/Chevron.svg) [![Job Costing Icon](https://sweptworks.com/hubfs/Swept%20Icons/Job%20Costing%20Icon.svg) QuickBooks Online Payroll Integration New Send approved hours to QuickBooks and simplify payroll.](https://sweptworks.com/features/integrations/payroll/quickbooks?hsLang=en) [![Profitability Reports](https://sweptworks.com/hubfs/Swept%20Icons/Profitability%20Reports.svg) Profitability Report See which jobs are making money and which are not.](https://sweptworks.com/features/janitorial-profitability-tracking-software?hsLang=en) [![Supplies Icon](https://sweptworks.com/hubfs/Swept%20Icons/Supplies%20Icon.svg) Supply Management Track supply usage and avoid over-ordering.](https://sweptworks.com/features/janitorial-supply-inventory-management-system?hsLang=en) Not sure where to start? Watch our interactive demo to learn more. [View All Features →](https://sweptworks.com/features?hsLang=en) Compare Plans ![](https://sweptworks.com/hubfs/raw_assets/public/Swept%20Website%20-%20Theme/images/svg/Icons/Chevron.svg) [![Optimize Icon](https://sweptworks.com/hubfs/Swept%20Icons/Optimize%20Icon.svg) Optimize Win and retain more contracts with stronger quality control and team visibility.](https://sweptworks.com/optimize?hsLang=en) [![Scale Icon](https://sweptworks.com/hubfs/Swept%20Icons/Scale%20Icon.svg) Scale Grow profitably with better client communication, supply workflows, and cost control.](https://sweptworks.com/scale?hsLang=en) [![Messages GIF\_v2](https://sweptworks.com/hubfs/Product%20Images/Messages%20GIF_v2.gif) Client & Cleaner Messaging Stop drowning in emails and WhatsApp messages Learn more →](https://sweptworks.com/features/cleaning-business-communication-system?hsLang=en) Find out which plan is right for your business [Compare Plans](https://sweptworks.com/compare-plans?hsLang=en) Resources ![](https://sweptworks.com/hubfs/raw_assets/public/Swept%20Website%20-%20Theme/images/svg/Icons/Chevron.svg) [![Resources Icon](https://sweptworks.com/hubfs/Swept%20Icons/Resources%20Icon.svg) Resources Proven guides, templates, and powerful tools for janitorial businesses.](https://sweptworks.com/resources?hsLang=en) [![Free Tools icon](https://sweptworks.com/hubfs/Swept%20Icons/Free%20Tools%20icon.svg) Free Tools Interactive calculators & tools to help you make better business decisions.](https://sweptworks.com/resources/tools?hsLang=en) [![Blog Icon](https://sweptworks.com/hubfs/Swept%20Icons/Blog%20Icon.svg) Blogs Learn about latest trends and tools in commercial cleaning industry.](https://learn.sweptworks.com/?hsLang=en) [![Success Stories Icon](https://sweptworks.com/hubfs/Swept%20Icons/Success%20Stories%20Icon.svg) Success Stories Successful janitorial businesses that run on Swept.](https://sweptworks.com/resources/success-stories?hsLang=en) [![Job Costing tool](https://sweptworks.com/hubfs/Hubspot%20Blog%20Headers%20(1).gif) Free Job Costing Calculator Bid confidently based on accurate job costs & target profit margin Use for free →](https://sweptworks.com/features/cleaning-job-costing-software?hsLang=en) Get support resources & attend weekly training [Support Hub](https://sweptworks.com/resources/support?hsLang=en) [About →](https://sweptworks.com/about?hsLang=en) Ready to see Swept? Get a quick walkthrough tailored to your janitorial operation. [Get Demo](https://sweptworks.com/product-demo-form?hsLang=en) [Skip to the tool](https://sweptworks.com/resources/tools/cleaning-equipment-maintenance-tracker#tool-calculator) 1. [Resources](https://sweptworks.com/resources?hsLang=en) 2. chevron\_right 3. [Tools](https://sweptworks.com/resources/tools?hsLang=en) 4. chevron\_right 5. Equipment Maintenance Tracker boltFree tool Operations # Never miss equipment maintenance again The tracker is right below — log every machine, set its service interval, and it flags what’s due before a vacuum dies mid-shift or a scrubber seizes on site. The guide behind it turns "fix it when it breaks" into preventive upkeep. - buildLog machines & service intervals - event\_availableMaintenance-due alerts before failure - savingsExtend equipment life, protect margin [Start tracking equipmentarrow\_downward](https://sweptworks.com/resources/tools/cleaning-equipment-maintenance-tracker#tool-calculator) [Read the guide](https://sweptworks.com/resources/tools/cleaning-equipment-maintenance-tracker#guide) check\_circleNo email needed — the tool runs entirely on this page. EQUIPMENT 1 overdue Auto-scrubber #2Overdue Backpack vac ADue in 4d Floor bufferOK Service list2 due → event\_availableFlagged before it fails on a job The tool ## Equipment maintenance tracker [How to run upkeeparrow\_forward](https://sweptworks.com/resources/tools/cleaning-equipment-maintenance-tracker#guide) build Equipment Maintenance Runs in your browser 🔧 ## Equipment Tracker 📥 Export \+ Add Equipment ⚠️ **0** items need attention View All Total Equipment 0 items tracked Due Soon 0 within 7 days Overdue 0 needs service In Good Standing 0 up to date ## 🧹 Equipment List All Overdue Due Soon Good In Repair | Equipment | Category | Location | Status | Next Service | Actions | | --- | --- | --- | --- | --- | --- | 🔧 ### No equipment found Add equipment to start tracking maintenance ### ➕ Add Equipment Equipment Name Icon Category Vacuum Floor Machine Pressure Washer Carpet Extractor Auto Scrubber Burnisher Other Serial Number Location / Assigned To Purchase Date Service Interval (days) Last Service Date Notes Cancel Save ### 🔧 Record Service Service Date Service Type Routine Maintenance Filter Replacement Belt Replacement Deep Cleaning Repair Inspection Other Cost ($) Notes Maintenance History Cancel Record Service #### On this page - [The tool](https://sweptworks.com/resources/tools/cleaning-equipment-maintenance-tracker#tool-calculator) - [The guide](https://sweptworks.com/resources/tools/cleaning-equipment-maintenance-tracker#guide) - [Set service intervals](https://sweptworks.com/resources/tools/cleaning-equipment-maintenance-tracker#intervals) - [The upkeep habits](https://sweptworks.com/resources/tools/cleaning-equipment-maintenance-tracker#habits) - [FAQs](https://sweptworks.com/resources/tools/cleaning-equipment-maintenance-tracker#faq) - [Related resources](https://sweptworks.com/resources/tools/cleaning-equipment-maintenance-tracker#related-resources) [Jump to the toolarrow\_forward](https://sweptworks.com/resources/tools/cleaning-equipment-maintenance-tracker#tool-calculator) ## A dead machine on site is a missed job and a bad look Cleaning equipment doesn’t fail at a convenient time — it fails on the job, in front of the client, the night a deadline is due. Most crews run their machines until something breaks, then scramble for a repair or a rental at full price. Preventive maintenance costs a fraction of that, but only if you actually track when each machine is due. This page gives you both halves: a **free tracker** that logs every machine, its service interval, and flags what’s due or overdue, and a **short guide** to preventive upkeep that keeps your gear running and your repair bills down. Built for commercial cleaning. Your equipment log stays in your browser — nothing is uploaded. ## The guide to preventive equipment upkeep Preventive maintenance isn’t complicated — it’s a service interval per machine and a habit of checking the list. Here’s the whole system. ### Set a service interval for every machine Each machine has a rhythm — by hours run, by weeks, or by the manufacturer’s schedule. Log it once and the tracker counts down for you: - **Vacuums & backpacks** — filters, belts, and brush rolls on a regular cycle; the cheapest parts to replace and the most common to neglect. - **Auto-scrubbers & buffers** — pads, squeegees, batteries, and seals; a missed service here is an expensive breakdown. - **Anything with a motor** — give it a due date, not a "we’ll get to it." ### The habits that keep gear alive - **Check the due list weekly.** A machine flagged before a job is a five-minute fix; the same machine mid-shift is a ruined night. - **Service on schedule, not on failure.** Reactive repairs cost more and always land at the worst moment. - **Log the service when it’s done.** A tracker is only as good as the last update — close the loop so the next due date is right. - **Track by machine, across locations.** Know which site has the machine that’s overdue. bolt From the field "We killed two scrubbers in a year running them till they died. Setting a service interval and checking it every Monday has kept the replacements alive for three — the tracker paid for a new machine in avoided repairs alone." Owner-operator, commercial janitorial ### Do this, not that #### check\_circleDo - checkSet a service interval for every machine - checkCheck the due list weekly - checkService on schedule, before failure - checkLog each service to reset the clock - checkTrack machines per location #### cancelDon't - closeRun machines until they break - closeRely on memory for service dates - closePay rush prices for emergency repairs - closeSkip logging the service you just did - closeLose track of which site has which machine See it in Swept ## Maintain the machines — and the whole operation Tracking upkeep keeps your gear alive; Swept keeps the work behind it accountable. Verified time tracking, photo inspections, and scheduling mean the crews running those machines are where they should be, doing the work you’re billing for. Book a demoevent [View interactive demo](https://sweptworks.com/product-demo?hsLang=en) [Compare plansarrow\_forward](https://sweptworks.com/compare-plans?hsLang=en) ### What janitorial teams run in Swept - check\_circleTime tracking with location-verified clock-ins - check\_circleInspections with photo proof for clients - check\_circleScheduling and team messaging in one place - check\_circleJob costing that protects your margins Good to know ## Frequently asked questions How do the maintenance-due alerts work?expand\_more Set a service interval for each machine — by date or usage — and the tracker flags anything due or overdue, so you service it before it fails. Can I track equipment across multiple locations?expand\_more Yes — record which location a machine lives at, so you always know where the overdue one is. Where is my equipment log stored?expand\_more Locally, in your browser. It never leaves your device. Clearing your browser data removes it, so export a backup if it’s critical. What should I log for each machine?expand\_more The machine, its location, the service interval, and the last service date — enough for the tracker to count down to the next one. Is it really free?expand\_more Yes — no signup, no email. The tracker runs entirely on this page, one of a suite of free tools Swept builds for cleaning businesses. Keep going ## Related resources Equipment is one line on the job — these help you supply, price, and run the rest. ### [Tracker Supply Inventory Tracker Do for consumables what this does for machines — never run out mid-shift. Open toolarrow\_forward](https://sweptworks.com/resources/tools/cleaning-supply-inventory-tracker?hsLang=en) ### [Calculator Job Costing Calculator Price equipment wear and replacement into every bid so it never erodes your margin. Open toolarrow\_forward](https://sweptworks.com/resources/tools/cleaning-job-costing-calculator?hsLang=en) ### [Generator Invoice Generator Bill services on a clean, branded invoice that gets paid faster. Open toolarrow\_forward](https://sweptworks.com/resources/tools/cleaning-invoice-generator?hsLang=en) ## Was this tool helpful? Tap a thumb to share feedback. We review every response while shipping improvements. 👎 This page needs work 👍 This page helped me × ## Help us improve this experience Leave a note about what felt confusing or missing and we'll prioritise it in our next update. × ## Tell us what worked well We'll use your feedback to double down on the features and guidance that matter most. 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