Asset maintenance logs

Available on the Business and Team plans.

A serviced machine is a machine that shows up to work. Every asset's detail page has a Maintenance Log — its complete service history.

Adding an entry

Click Add Entry:

• Service Date (required) and Description (required) — "Oil change + brake pads"
• Performed By — shop or technician
• Cost
• Schedule Next Service Date — setting this also updates the asset's next-service date, so logging today's service and booking the next one is a single step
• Receipt — image or PDF, up to 10 MB, stored privately with the entry

Receipts are tenant data, not public files: they are served only to signed-in users of your business through an ownership-checked link, so a receipt URL is useless to anyone outside your account.

Descriptions are worth more than they look. "Serviced" tells you nothing in eighteen months; "Oil change + brake pads, front rotors still fine" tells the next person what was checked as well as what was replaced.

"Also record as an expense"

When an entry has a cost, this checkbox (on by default when your plan includes expenses) files it straight into your expense tracking:

• Amount, date, and description copied from the log entry
• Tagged to this asset — so it counts in Asset ROI
• Filed under a Maintenance category, created automatically the first time
• The receipt is shared between both records

One entry, complete books. Deleting a maintenance entry also removes the expense it created, so nothing is ever double-counted or orphaned.

Leaving the box unticked is a real choice, not an oversight — use it for warranty work that cost you nothing, or for a service a client is reimbursing separately. The entry still lands in the asset's history; it just doesn't touch your books.

How it reaches your ROI numbers

An asset's cost basis is its purchase price plus its maintenance. Ticking the expense box is what connects this log to that arithmetic, which is why an asset that has been serviced for years while every invoice was filed loose under general expenses will look far cheaper to run than it really is.

Velosiq is careful not to count the same money twice: a maintenance entry that created its own expense is counted once, not once as maintenance and again as an asset-tagged expense. See Asset ROI for how the full calculation fits together.

The log as an asset's resume

Over time the table — date, work done, who did it, cost, receipt — becomes the asset's full service record. That's resale documentation, warranty-claim evidence, and the honest answer to "should we repair this again or replace it?" (The ROI report turns that answer into numbers.)

It is also the most persuasive thing you can hand a buyer. Two identical machines with the same hours sell for different money when one arrives with a complete service history and the other arrives with an assurance that it was "looked after".