Maintenance
Schedule recurring maintenance, log completed work, and track costs per asset.
The Maintenance section logs all service work on assets and lets you schedule future maintenance so nothing slips through. Every event — scheduled or ad hoc — is recorded with cost, technician, and outcome, giving you a full service history per asset.
Maintenance Schedules
Set up recurring maintenance directly on any asset record.
Go to Asset Record > Maintenance tab > Add Schedule.
Configure:
- Interval — How often maintenance is due (e.g., every 12 months)
- Description — What work should be performed
- Assigned To — The employee or team responsible
- Lead-time alert — How far in advance to send a reminder (e.g., 30 days before the due date)
When the due date arrives, the assigned person receives an alert and the asset appears in the Assets > Maintenance cross-asset view.
Maintenance Log
Every completed maintenance event is recorded on the asset. Each log entry captures:
- Date completed
- Description of work performed
- Labor and parts costs
- Technician name
- Next due date (for recurring schedules)
The log is visible on the individual asset record and in the Assets > Maintenance dashboard, which gives you a cross-asset view filterable by date range, asset category, or overdue status.
Overdue Alerts
When a scheduled maintenance date passes without a corresponding log entry, the asset is automatically marked Overdue:
- The assigned person receives an alert via their Workestra Inbox
- The asset shows a red "Overdue" indicator in the Maintenance dashboard
- Overdue assets can be filtered and bulk-actioned from the dashboard
Maintenance Costs
Log labor and parts costs per maintenance event. Workestra aggregates these across all log entries and displays:
- Lifetime maintenance cost — Total spend on maintenance since acquisition
- YTD maintenance cost — Spend in the current calendar year
Both figures are visible on the asset record and rolled up in the Portfolio valuation dashboard.
Warranty and Lease Alerts
Configure alert thresholds in Assets Settings:
- Warranty expiry alerts: 90 / 60 / 30 days before the warranty end date
- Lease renewal alerts: same threshold options
- Alerts route to the asset's assigned employee and optionally to the IT manager role or specific users
Maintenance costs post to Finance as expenses if Finance integration is enabled in Assets Settings. They appear as an expense line under the asset's configured GL account.