Machine records
- Serial number, make, model and year.
- Address and photo.
- Linked to the client, site and project.
- Warranty dates, purchase date and cost.
Asset management software with a full history for every machine
An asset register your technicians keep current: each job, part, reading and certificate lands on the machine's record, ready when a client or inspector asks.
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FieldEx is a field service and asset management (FSM+CMMS) application. Its asset management software keeps one record per machine. The record holds jobs done, parts replaced and meter readings, plus certificates, components and a QR label. FieldEx works out mean time between failures (MTBF) and repair time from each machine's own history.
An asset register kept current by completed jobs.
Each machine's parts, readings and certificates in one place.
Breakdown and repair figures for every unit.
Inside FieldEx's asset management software for service and maintenance teams
Each machine gets one record in FieldEx, and every job, reading and certificate is added to it, so the history never depends on one person.
The record links to the client, site, project and contracts.
Job and parts history
- All jobs done on the machine, newest first.
- Spare parts replaced on the machine, across every job.
- Files attached to the machine's record.
Main units and components
- Components recorded under their main unit.
- Each component with its own history.
Logs and changes
- Meter readings logged with the date and the earlier value.
- Every edit to the record logged: what changed, by whom and when.
QR labels
- QR or barcode labels for each machine, in different sizes.
- Component labels printed with the main unit.
- One scan in the app to open the machine or start a job.
- Anyone can scan to report a fault, no account needed.
Asset types and fields
- Each asset type with its own statuses.
- Extra identifier fields renamed to your terms.
- Status changed from the record in one step.
Certificates
- Certificates and inspections tracked per machine.
- Certificate reminders ahead of the due date, by email or in the app.
Breakdown and cost figures
- MTBF, mean time to repair (MTTR), failure rate and downtime.
- Utilization, repair cost per hour and remaining useful life.
- Book value and depreciation from purchase cost.
In the app
- Technicians view, add and edit machines on the phone.
- Components, jobs and logs in the app.
- Contracts, parts and attachments in the app too.
- Meter readings entered straight on the machine.
An asset register your inspectors and clients can rely on
Every machine you service has one record in FieldEx, holding what it is, where it is, whose it is and what was done to it.
In FieldEx, the asset register holds a record for every machine, and your technicians can open it on site from the app. Each machine carries its serial number, make, model and year, plus its address and photo. It links to the client, site and project. Warranty dates, purchase date and cost sit on the same record.
Because jobs, PPM plans, contracts and certificates all point to the machine, the record answers most questions on its own.
Machine history from every job, with no filing
Each completed job lands on the machine's record with its parts, photos and service report, so nobody keeps a separate log book.
If a technician resigns, the history stays with the machine.
When a technician leaves, the history stays with the asset, not in a notebook or a spreadsheet.
FieldEx keeps the log book for every machine. Planned and breakdown jobs on an asset are listed on its record in date order, each with the technician, outcome and report. Spare parts replaced on those jobs are listed together, so the history shows what was changed and how often.
Main units with their components underneath
Large equipment can be set up as a main unit with components under it, so each part's work and replacements are recorded where they belong.
An air handling unit (AHU), a genset or a production line has motors, pumps, fans and controllers that wear out at different times.
In FieldEx, each component is its own asset linked to the main unit. Jobs, parts and readings can be logged on the component, and the main unit lists everything under it. When a component is replaced, the new one can be linked to the same main unit while the old one keeps its own history.
QR labels for a main unit and all its components print together.
Service records kept for each machine's working life
Records stay on the machine in FieldEx for its working life, so a record from three years ago is still a click away.
In FieldEx, jobs, certificates and inspections all stay on the asset, along with readings and attachments. FieldEx logs every edit to the record as well. The log shows what was changed, from and to what value, by whom and when.
When a client, an inspector or your own auditor asks for one unit's history, it is on one record, not spread across files.
QR labels that take technicians straight to the right machine
Put a QR code or barcode on each machine, and one scan in the FieldEx app opens its record or starts the next job.
At a site with twenty similar units, finding the right one in a list wastes time and causes mistakes. FieldEx prints labels for any group of assets, in different sizes and layouts, with a main unit's components included if you choose.
The technician scans the label from the app's home screen and chooses what to do next. They can start a job, open a checklist, move the machine, or see its full record. Scanning also fills in the machine when they create a job.
A scan is also the fastest way to enter a meter reading on the right unit. Occupants and client staff can scan a machine's QR code to report a fault from their phone, with no account. FieldEx creates the job automatically.
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Asset types, statuses and the identifiers your industry uses
Sort machines into types, give each type its own statuses, and rename extra fields to the identifiers your clients expect.
A rental genset, a coffee machine and a medical device go through different stages. In FieldEx, each asset type has its own list of statuses, such as "on rent", "under repair" or "disposed". A status changes from the record in one step.
You can rename extra identifier fields to your own terms, such as batch number or device class. The new names appear on web and mobile.
PPM plans use these types and statuses too, adding new machines of a chosen type automatically and removing them when they are disposed.
MTBF, MTTR and downtime for every machine
FieldEx works out how often each machine fails and how long repairs take, from that machine's own jobs.
Damage, repairs and alterations are already on each machine's jobs, so the figures come from real work, not estimates. For every machine, FieldEx shows these figures as standard:
- MTBF, MTTR and failure rate
- total repairs and repair time
- downtime and utilization
Where purchase cost and expected lifespan are entered, it adds book value, depreciation, repair cost per hour and remaining useful life.
Reports carry the same figures, so you can rank machines by downtime or cost.
Transfers that show where each machine is now
When a machine moves to a store, a site or a person, FieldEx records the transfer, so its current location is on the record.
Loan units, standby machines and returned equipment move all the time, and a WhatsApp message is easily lost.
In FieldEx, a machine is transferred to a storage location or a person, and each transfer goes through approval. A search finds machines by type, status, location, zone or store.
Each machine can also carry an address and a map pin, with the client and site it is at.
How each person uses the asset register
Technicians open the machine's history before they start, planners work from an accurate register, and managers see which machines cost the most.
Technician
Past jobs, components and recent readings on the phone.
PPM planner
A reliable register to build PPM plans from.
Storekeeper
Where every machine or standby unit is, and with whom.
Safety and compliance officer
Certificates and inspections on each machine.
Operations manager
Downtime, MTBF and MTTR for each unit.
Accounts
Book value and depreciation from purchase cost.
One system for the asset register and the field jobs
Because FieldEx is field service management and a CMMS in one, the field jobs are what keep the asset register up to date.
When the register lives in Excel and the jobs live in WhatsApp groups, the two never match. In FieldEx, a job is raised on the machine, completed on the phone and added to its history at once.
PPM plans work from the same register, and clients see upcoming maintenance on their own machines in the customer portal.
Related pages: Compliance and Documentation, Preventive Maintenance and Spare Parts and Inventory. See also the Mobile App, Work Order Management and Reports and Insights. Our guide covers choosing CMMS Software.
EC Solutions: equipment records that update with each replacement
EC Solutions (aviation, Uruguay) struggled to keep accurate records of replaced parts and of how equipment components connected across client sites. With FieldEx, the equipment records update automatically once a technician submits the replacement form. Site and customer details carry over to the newly installed part, and any linked parent-child asset relationships update too.
Read the EC Solutions Story
Lamarsa: complete machine histories in one place
Lamarsa Coffee Machine Company, a Malaysian specialty coffee equipment retailer and authorized service center, lacked structure in service scheduling and machine history tracking.
With complete service records stored in one place, reviewing a machine's repair and maintenance history is now faster and more reliable. Automated reminders replace internal calendars for servicing. Lamarsa reports a 30% increase in workload efficiency.
Read the Lamarsa Story
Asset register questions from Malaysian service teams
What software is used for asset management of machines you service?
Service contractors need a register that each job keeps current, not a spreadsheet updated at month end. FieldEx keeps one record per machine with its jobs, parts, meter readings and certificates, plus its components and QR label. It works out MTBF, MTTR and downtime for each one. Because it is field service software too, completed jobs keep the register current.
Will we have the full repair history of each machine?
Yes. Every job on a machine is listed on its record with the date, technician, outcome and service report. The parts replaced on those jobs are listed with it.
Can we record components under a main unit?
Yes. Each component is an asset linked to its main unit, with its own history, and the main unit lists all its components.
Can FieldEx print QR labels for our machines?
Yes. Labels print in different sizes and layouts for any group of machines, with components included if you wish. Technicians scan them in the FieldEx app.
Does FieldEx work out MTBF and MTTR?
Yes. FieldEx works out MTBF, MTTR and failure rate for each machine from its jobs, along with downtime and utilization. Reports carry the same figures.
Can technicians enter meter readings on a machine?
Yes. Readings are logged on the machine with the date and the earlier value, building a history that running-hour PPM plans can use.
Will FieldEx remind us before a certificate expires?
Yes. Certificates are tracked on each machine, with reminders ahead of the due date, by email, in the app or both.
Can we see where a standby or loan unit is?
Yes. Machines move to storage locations or people by transfer, with approval. A search finds them by type, status or location, or by zone or store.
Can technicians see asset records in Bahasa Malaysia?
Yes. The FieldEx app runs in English, Bahasa Malaysia or Chinese, and each technician chooses their own language.
Does FieldEx show depreciation and book value?
Yes. With purchase cost, depreciation rate and expected lifespan entered, FieldEx shows book value, depreciation and remaining useful life.
Are changes to a machine's record logged?
Yes. Every edit is logged with what changed, the earlier and new value, the person and the time.
Can our existing asset list be moved into FieldEx?
Yes. Customers, sites, assets and past jobs can be uploaded, so your current register and its history come across.
How is AI used in asset management in FieldEx?
FieldEx uses AI where it saves your team typing. It can turn a description, or a PDF or PNG of your existing checklist or procedure, into an inspection checklist for your machines. An in-app AI assistant also answers how-to questions. Each machine's history still comes from completed jobs, so the figures are real.
How long does it take to set up asset management in FieldEx?
There's no setup fee. Training is at your office or online, in Bahasa Malaysia or English, and your team can learn as it goes with guides, videos and the in-app AI assistant.
Customers, sites, assets and past jobs can be uploaded. FieldEx helps with setup, and training is included. See Setup and Training.
Once we know your requirements and your data is ready, FieldEx can be implemented in as little as a week with standard features for small businesses. Larger setups and custom work take longer.
How long does it take to set up asset management in FieldEx?
There's no setup fee. Customers, sites, assets and past jobs can be uploaded. FieldEx helps with setup, and training is included. See Setup and Training.
You can also set FieldEx up yourself with guides, videos and the in-app AI assistant, which answers questions as you go.
Once we know your requirements and your data is ready, FieldEx can be implemented in as little as a week with standard features for small businesses. Larger setups and custom work take longer.
