Overview
The Maintenance feature in Snipe-IT helps you track repairs, scheduled maintenance, upgrades, and service history for your assets. Each maintenance record captures what was done, when, who performed it, costs, and whether it was covered under warranty.What is a Maintenance Record?
A maintenance entry documents service performed on an asset:- Repairs - Fixing broken or damaged equipment
- Scheduled Maintenance - Regular servicing and upkeep
- Upgrades - Hardware or software improvements
- Warranty Work - Service covered by warranty
- Calibration - Precision equipment calibration
- Testing - PAT tests, safety inspections
- Support - Hardware or software support services
Maintenance records are always associated with a specific asset and cannot exist independently.
Creating Maintenance Records
Basic Information
- Maintenance name/title (required)
- Maintenance type (required)
- Start date (required)
- Completion date (optional)
Service Details
- Supplier/vendor who performed work
- Cost of maintenance
- Warranty status (is this warranty work?)
- Service URL (link to ticket/documentation)
Maintenance Types
Snipe-IT includes predefined maintenance types:Maintenance
Regular scheduled maintenance and upkeep
Repair
Fixing broken or damaged equipment
Upgrade
Hardware or software improvements
PAT Test
Portable Appliance Testing for safety
Calibration
Precision equipment calibration
Software Support
Software troubleshooting and support
Hardware Support
Hardware troubleshooting and support
Configuration Change
System configuration modifications
Warranty Tracking
Warranty Status Flag
Mark maintenance as warranty work:- Checkbox for “Is Warranty”
- Track warranty vs. paid repairs
- Cost should be $0 for true warranty work
- Report on warranty utilization
Warranty Coverage
Assets have warranty information:- Warranty months (set on asset)
- Purchase date + warranty months = expiration
- Maintenance records track warranty service
- Alerts for expiring warranties
If maintenance is marked as warranty work but costs money, it may indicate out-of-warranty service.
Date Tracking
Start Date
When maintenance began:- Required field
- When asset was taken for service
- Or when issue was first reported
- Used for calculating downtime
Completion Date
When service was finished:- Optional field
- Asset returned to service
- Leave blank for in-progress work
- Calculate service duration
Service Time Calculation
- By maintenance type
- By supplier/vendor
- By asset type
- Identify bottlenecks
Cost Tracking
Recording Costs
- Cost per maintenance event
- Warranty vs. paid service
- Labor and parts costs combined
- Currency support
Total Maintenance Cost
Per asset reporting:Cost Analysis
By Asset
By Asset
Track total maintenance spend per asset to identify high-cost items.
By Type
By Type
Compare costs across maintenance types (repairs vs. upgrades).
By Supplier
By Supplier
Evaluate vendor costs and performance.
Warranty vs. Paid
Warranty vs. Paid
Calculate warranty savings and out-of-warranty expenses.
Supplier Management
Track service providers:- Assign supplier to maintenance record
- Track which vendors service which assets
- Supplier performance metrics
- Contact information stored
- Reporting by supplier
Service Documentation
Notes Field
Capture detailed information:- Description of problem
- Work performed
- Parts replaced
- Troubleshooting steps
- Technician observations
- Follow-up required
URL Field
Link to external documentation:- Service ticket systems
- Vendor support cases
- Knowledge base articles
- Work order systems
- External invoices
File Uploads
Attach related files:- Service invoices
- Diagnostic reports
- Before/after photos
- Warranty documents
- Technical specifications
Company Scoping
Maintenance follows asset’s company:- Inherits from associated asset
- Cannot cross company boundaries
- Company-specific reporting
- Multi-tenant support
The
CompanyableChildTrait ensures maintenance records respect company boundaries through their parent asset.Audit Trail
Complete maintenance history:- All maintenance records for an asset
- Chronological service history
- Who created each record
- When records were added
- Modifications tracked in action log
Reporting
Maintenance Reports
Asset History
Complete service history for each asset
Cost Summary
Total maintenance costs by asset, type, supplier
Upcoming Service
Assets due for scheduled maintenance
Warranty Usage
Warranty vs. paid service breakdown
Service Duration
Average time to complete by type
Vendor Performance
Compare suppliers by cost and duration
Sorting and Filtering
Maintenance records can be sorted by:- Asset tag/name
- Maintenance type
- Start date
- Completion date
- Cost
- Supplier
- Warranty status
Search Capabilities
Find maintenance records by:- Maintenance name
- Asset tag or name
- Serial number
- Maintenance type
- Notes content
- Supplier name
- Date ranges
- Cost ranges
Deletion
Maintenance records can be deleted if:- User has delete permission
- No dependencies prevent deletion
- Soft-deleted first (recoverable)
- Hard delete removes permanently
Best Practices
Detailed Notes
Detailed Notes
Always document what was done, why, and any follow-up needed. Future you will thank you.
Accurate Dates
Accurate Dates
Record actual start and completion dates, not when you created the record.
Cost Tracking
Cost Tracking
Enter all costs, even if $0 for warranty work. This helps track total cost of ownership.
Warranty Flag
Warranty Flag
Mark warranty work correctly to track warranty utilization and identify issues.
Supplier Assignment
Supplier Assignment
Always assign a supplier to track vendor performance and relationships.
File Attachments
File Attachments
Upload invoices and service reports for complete documentation.
Consistent Types
Consistent Types
Use maintenance types consistently across your organization for better reporting.
Common Workflows
Laptop Repair
- Asset fails, user reports issue
- Create maintenance record:
- Type: Repair
- Start date: Today
- Notes: “Screen not displaying”
- Supplier: Laptop repair vendor
- Send for repair
- Receive invoice and asset back
- Update maintenance record:
- Completion date: Today
- Cost: $250
- Notes: “Replaced LCD panel”
- Upload invoice
Scheduled Server Maintenance
- Plan maintenance window
- Create maintenance record:
- Type: Maintenance
- Start date: Scheduled date
- Notes: “Quarterly maintenance - firmware updates, clean”
- Is Warranty: No
- Perform maintenance
- Update completion date and notes
- Document any issues found
Warranty Claim
- Asset under warranty fails
- Create maintenance record:
- Type: Repair
- Is Warranty: Yes
- Cost: $0 (covered by warranty)
- Supplier: Manufacturer
- URL: Link to warranty case
- Ship to manufacturer
- Track completion date
- Document work performed
Upgrade Installation
- Plan hardware upgrade
- Create maintenance record:
- Type: Upgrade
- Notes: “Installing additional RAM”
- Cost: Parts cost
- Start date: Installation date
- Perform upgrade
- Check out new components to asset
- Complete maintenance record
- Update asset specifications if needed
Integration Points
With Assets
- Maintenance history shown on asset page
- Asset details available in maintenance view
- Company relationship inherited
- Location tracking for serviced assets
With Suppliers
- Supplier contact info accessible
- Vendor performance tracking
- Cost analysis by supplier
- Relationship management
With Components
- Document component replacements
- Link to component checkouts
- Track parts used in repairs
- Warranty on components
Related Features
- Assets - Assets requiring maintenance
- Components - Parts replaced during maintenance
- Users - Who performed or requested maintenance