Every repair, service and spare part — on the asset’s own record.
MaintenPro runs maintenance inside TamilAccounting: a job for every fault, preventive schedules that raise their own jobs, technicians and contractors assigned, spare parts issued from real stock and contractor bills posted as supplier invoices. What it costs to keep each asset running ends up in the books, not in a logbook.
Where maintenance money leaks away
Most sites run maintenance on phone calls, a register at the security desk and a wall chart. The work gets done — mostly. What it costs, and what was missed, nobody can say.
Breakdowns reported by phone
Faults reach the engineer by call, chat message or a line in a register. Nobody can say how many are open, who has them or how long they have waited.
Cost: the same fault reported three times and fixed once — or not at all.
Preventive work that depends on memory
Filter changes, lift inspections and quarterly services live on a wall chart. When the supervisor is on leave, they slip.
Cost: breakdowns a routine service would have prevented.
Spares that leave the store untraced
Bearings, belts and seals go out “for the pump” on a paper slip. The store count drifts and the parts are never charged to the asset that used them.
Cost: stock-outs in the middle of a repair, and a parts bill nobody can explain.
Contractor bills nobody can check
The contractor bills for visits and materials, and the bill is paid because no one has the job record to compare it with.
Cost: paying for work that was not done, or done twice.
No idea what an asset really costs
Is it time to replace the old chiller? Without parts, labour and contractor cost per asset, the answer is a guess.
Cost: money poured into equipment that should have been replaced.
No proof of service
Clients, hospital administrators and inspectors want to see what was serviced, when and by whom. Paper job cards go missing.
Cost: disputes with clients and awkward questions at inspection.
One job, from the fault to the sign-off
Each step is its own action on the job, available only to the people whose role allows it — and each is written to the job’s audit trail with who did it and when.
Maintenance on the same items, suppliers and staff as your books
MaintenPro adds no masters of its own: an asset is an item, a contractor is a supplier and a technician is an employee you already have.
A numbered job for every fault and every service
A job names the asset, its serial or tag number, where it is and which branch it belongs to, what is wrong and how urgent it is. The workflow actions live on the job itself, so everyone sees the same status — and the next person in line knows it is their turn.
- Job types: preventive, corrective, emergency and inspection
- Priorities from low to critical, with an estimate of hours and cost
- Attachments and comments kept on the job
- A printable job card with the visits, parts, bills and sign-off lines
Preventive work that raises its own jobs
Set a schedule once — every so many days, weeks, months or years for an asset — with a lead time. When the due date comes inside that lead time, the job is raised for you, either by the daily run or by the Raise Due Jobs button.
- Planned work is raised already approved, or already assigned if the schedule names who does it
- Only one open job per schedule — never a pile of duplicates
- The checklist and instructions travel to the job
- Completing the job moves the schedule to its next due date
Spare parts out of real stock, charged to the job
Issue the parts from a store location on a date. MaintenPro posts one ordinary inventory adjustment at each part’s average cost, so quantities, the item ledger and the accounts all move as they would for any other stock issue.
- The cost goes to your maintenance expense account, or each item’s own adjustment account
- The parts are posted against the job’s branch
- Refused when the store does not have them, unless you allow negative stock
- Void the adjustment and the parts come back into stock and off the job
Contractor bills that match the job they were for
Mark the suppliers who do maintenance work as contractors, with their specialisation, hourly rate and certifications. A job given to a contractor can carry their bills — labour hours, labour, material and other charges — and each bill becomes a normal supplier invoice.
- Enter Supplier Invoice opens with the contractor, bill number and date filled in
- The posted invoice links itself back to the bill
- Voiding the invoice unlinks it; the bill shows it is waiting again
- Payment follows your normal supplier payments and ageing
Everything the maintenance desk needs to answer
What is open, what is due, what each asset has cost — ready when the owner, the client or the auditor asks.
Overview at a glance
Open, in-progress and overdue jobs, preventive work coming due, jobs done this month and what the month has cost in parts, labour and contractors.
Service history
Every visit logged: who came, start and end time, hours, the work performed, the outcome and whether a follow-up is needed.
Cost by asset
Per asset: jobs, hours, downtime and the cost of parts, labour and contractors — the assets that cost most to keep running listed first.
Jobs register & PM due list
Every job in a period with its status and cost, and the preventive work falling due by a date — as PDF or Excel.
Printable job card
One job on paper: the asset, the fault, the visits, parts used, contractor bills, a cost summary and lines for signatures.
Own labour costed
Service logs suggest a labour cost from hours × your rate, so in-house work shows in the job’s cost without touching payroll.
Roles that match the team
Separate permissions to view, raise jobs, approve and close, log service and parts, handle contractor billing, plan schedules, run reports and change settings.
Closed means closed
A closed job takes no more edits, visits, parts or bills, and the adjustments and invoices behind its cost cannot be voided until someone reopens it.
For anyone who keeps equipment running
If you look after machines, buildings or plant — your own or a client’s — MaintenPro keeps the work and its cost in one place.
Facility management companies
Every site as a location and branch, contractors on one list, and a job card for each visit to show the client what was done.
Factories & plants
Breakdowns and planned maintenance on production machines, with spares drawn from the same stores as your raw material.
Hospitals & clinics
Preventive schedules for equipment and building services, with a dated service history for every asset when it is asked for.
Property managers
Lifts, pumps, generators and HVAC across buildings, with contractor bills checked against the job before they are paid.
Hotels, malls & campuses
Guest-facing faults raised and prioritised the moment they are reported, and routine work raised on time without anyone remembering it.
In-house engineering teams
Technicians log their own visits and parts; the manager approves, closes and sees what each asset costs to keep running.
Bring your data. We’ll keep it right — and keep making it better.
Switching software is the hard part. We help you move, keep your records sound, and keep improving the system with you.
Data migration & opening balances
Move across from Tally, Zoho, QuickBooks, Xero, Sage 50 or SMACC, or from Excel templates for items, customers, suppliers, employees, chart of accounts and opening balances. You preview every row before it is saved — and our team helps you through it.
Your data, kept right
Your database is backed up three times a day — every 8 hours — and your files are backed up too. Each company keeps its own separate database; roles decide who can see, enter, approve or void; every change is on the audit trail; and everything exports to Excel or PDF whenever you want it.
Always improving, with you
We follow up regularly with the businesses that use it, and their requests become features. Updates arrive on your account automatically — nothing to download or reinstall.
Connected to what comes next
GST e-invoice and e-way bill, ZATCA, WooCommerce, WhatsApp, biometric devices, online payment gateways, mobile apps and an AI assistant — and new connections are added as the market moves.
MaintenPro: common questions
Spare parts are issued through an ordinary inventory adjustment, out of the location and on the date you choose, at each part’s average cost. Quantities on hand and the item ledger update as for any other issue. When negative stock is not allowed, an issue larger than what the store holds is refused. Voiding the adjustment puts the parts back into stock and takes them off the job.
A contractor is one of your suppliers. Their bill is recorded on the job, and Enter Supplier Invoice opens the normal supplier invoice with the contractor, bill number and date filled in. Once posted, the invoice links itself back to the bill and is paid like any other supplier invoice. Parts are charged to the maintenance expense account you choose, or to each item’s own adjustment account. Your own staff’s labour is a costing figure on the job only — nothing is posted to the ledger for it.
Only users whose role has the approve permission. Technicians can be given just the right to log service visits and issue parts; supervisors can raise and assign jobs; accounts can handle contractor billing. Approval can be switched off, so new jobs start approved. A job with parts issued or an invoice linked cannot be cancelled until those are voided, and a closed job can be reopened only by an approver.
No. Any item in your item list except a service — a fixed asset, a machine, a tool or a stocked piece of equipment — can be the asset on a job or a schedule. Each job adds the serial or tag number, the location and the branch.
A schedule repeats on the calendar — every so many days, weeks, months or years — with a lead time. Once the due date is inside the lead time, a job is raised automatically each day (you can switch that off) or with the Raise Due Jobs button, never more than one open job per schedule. Completing the job moves the schedule to its next date. Schedules run by date; running-hour or meter readings are not used.
Yes. Installing MaintenPro with demo data builds sample jobs at every stage, service visits, a contractor and two preventive schedules from your company’s own items, suppliers and employees. It posts nothing to stock or the ledger, and Clear Demo Data takes it away again without touching your own records.
Put every asset’s upkeep on the books.
Start free with your own items, suppliers and staff — and add maintenance jobs, schedules and contractor bills when you are ready.