Equipment maintenance log QR code
An equipment maintenance log QR code puts the service record on the machine and in one history, whoever did the work. A service company uses it to show that a scheduled visit happened. An owner uses it to see what was done to a compressor, a forklift or a generator without chasing paper.
The usual record is spread out. One part sits in a technician's van, another in a contractor's system, and the rest in a folder in an office two floors from the machine. When the machine fails, those are the pages you need, and they are the hardest to collect.
Were you there? Service visit proof
These are the usual moments.
A breakdown after a service
A compressor fails three weeks after a scheduled service. The owner asks whether anyone looked at it. The service company says yes. The invoice says "PM visit" for a site with nine machines, and does not say which ones.
A warranty or insurance question
A maker or an insurer asks for the service history before it will look at a claim. Whether that history is enough is up to them, but you cannot show what you cannot find.
A new contractor, a blank history
A new company takes over the contract and wants to know what was done last year. The old company has the records, and has no reason to hurry.
How a code answers it: an asset maintenance record on the machine
Fix one code to each machine and name the point after it, with its unit or serial number. The technician scans it and a web page opens. They pick the reason, such as Scheduled maintenance, Repair or Inspection, write a note, and tap Completed or Not completed. Not completed asks why and opens a follow-up, so a part on order stays in view.
With scan in and out on, they scan the same code when they leave, and the record shows time on site. Set an expected time, and a visit under half of it is flagged as too short. Set how often a completed visit is expected, from 1 to 365 days, and an overdue machine appears on the dashboard and in the daily summary.
If you do the work
Hold the account and put your codes on the machines you service, with the owner's permission. The visit is recorded machine by machine, so a site visit stops being a single line on an invoice. Send a PDF report for one machine or all of them.
If you pay for the work
If one company services everything, ask for its PDF each quarter. If several do, hold the account yourself and approve each company by its email domain. Each machine then keeps one history across every company, and it stays with you when a contract ends.
Worked example: Velmoor Equipment Service
Velmoor Equipment Service has 7 technicians who look after air compressors and standby generators at 19 factories and warehouses. Service contracts run on quarterly visits.
At a bottling plant, Velmoor places 9 codes, one on each machine. Each expects a completed visit every 95 days, and an expected time of 90 minutes. One of them is on a mobile forklift charger, with the location check off.
In June, a technician scans compressor 4 at 09:12, picks Scheduled maintenance, and scans out at 10:31 with Completed and a note that the oil and the filter were changed. On compressor 7, they tap Not completed and write that a valve is on order. The follow-up stays open. Nine days later, a second technician fits the valve and taps Completed, which closes it.
In July, compressor 4 trips on high temperature, and the plant's manager asks what was done. Velmoor opens the point, finds the June visit and sends a PDF with the note and the photo of the filter. Compressor 2 is overdue by then, and the summary has already listed it.
Names and numbers are examples.
Recommended settings for equipment service
| Setting | Recommended, and why |
|---|---|
| Photo | Required for scheduled work, with a written reason allowed in its place. A picture of the nameplate or the part changed is hard to dispute. |
| Location check | On for fixed machines, at 150 metres for a building. Off for anything that moves. |
| Scan in and out | On, with the expected time from your service plan. It answers whether a four-hour job took 20 minutes. |
| Approvals | Approved companies, by domain, when an owner holds the account. Flag anyone else, so an in-house fix still reaches the history. |
| Alerts | Not completed each time. Too-short visits and overdue machines in the daily summary. Alerts are set for the whole account. |
| Reasons | Keep to 3 or 4, so the report sorts cleanly. A point takes up to 12. |
What it does not do
It is not a maintenance management system. It raises no work orders, holds no parts or meter readings, and plans no visits. It tells you when a machine is overdue. It does not book anyone.
It does not judge the work or decide a warranty claim. It shows who scanned at the machine, when, and what they reported.
Questions
Can the record hold meter hours or part numbers?
Only in the note, as free text. There are no fields for readings, parts or costs. If you need those as data, keep them in your maintenance system and use the code to show the visit happened.
What about equipment that moves?
Leave the location check off on that point. The code stays on the machine, so the history follows it to any site. The visit then shows who scanned and when, and not where.
Can a technician see past visits before starting?
Not the history. If a follow-up is open on that machine, the scan page says so, with the day. The full history stays with the account holder, who can send a PDF to the technician.
Will the code last on a machine?
That depends on the machine. The code is a printed image, so use a label made for the heat, oil or weather it will meet. Fix it on a panel that does not get replaced. A worn code can be printed again, and it stays the same code.
What does a technician need?
A phone with a camera and a data connection. Workers never pay and never install an app. There is no offline mode, so test the signal in a basement plant room before you fix a code there.
Can an owner and a service company both keep the records?
One account holds the points. The other side gets the PDF report. If an owner uses several service companies, the owner should hold the account and approve each company.
Start with one free code
No credit card. Workers never pay and never install an app. Pricing is per code, in US dollars, with unlimited workers.