F&B equipment maintenance software for service companies, restaurant chains and central kitchens

Run PPM, breakdown calls and hygiene and gas records for every oven, wok range, dishwasher, chiller, ice maker and coffee machine you look after, outlet by outlet.

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Updated 15 Oct 2026

FieldEx scheduling board on desktop with a technician's inspection checklist open on the mobile app, as used by kitchen equipment service teams

FieldEx is field service management and maintenance management (CMMS) in one system for F&B equipment maintenance in Malaysia. Each kitchen machine, chiller, ice maker and coffee machine has its own record. Planned preventive maintenance runs by date or usage, gas and hygiene checks carry due dates, and technicians get the history and parts.

What FieldEx does for F&B equipment service companies and kitchens

Whether you are an authorised service centre covering cafés across the Klang Valley or the maintenance team of a restaurant group with a central kitchen, the work is the same: many machines, many outlets, and owners who want them fixed today. Book a demo and bring your machine list.

Every machine at every outlet

Wok ranges, combi ovens, fryers, dishwashers, chillers, freezers, ice makers, espresso machines and grinders each on their own record.
Model, serial number, photos, warranty details and the outlet's pinned location on each record, in asset management.
Main units and their components, so a boiler, compressor or wash pump keeps its own history.
A QR or barcode sticker on each machine opens its history and checklist when scanned.
Your own identifiers, such as a client's equipment tag, in renamed fields that show on web and mobile.

PPM that follows the machine

Plans raise PPM jobs automatically on the calendar, on a usage meter or on whichever comes first.
Each plan can follow fixed dates or count from the day the last visit was finished. Fixed calendar dates apply to time-based plans.
One plan can hold the three-monthly, six-monthly and yearly visits, each with its own checklist, in preventive maintenance.
New machines at a covered outlet join the plan automatically when they match it.
Visits not done in time are rescheduled after the overdue period you choose.

Hygiene, gas and certificate records

Checklists for each machine type, in sections, with photos showing the standard you expect.
Checklists drafted by AI from a description or a PDF or PNG of your existing checklist or procedure.
A failed item creates the corrective job and schedules a re-inspection.
Gas, exhaust and electrical inspections tracked per outlet or machine with due dates and reminders, in compliance documentation.
Company licences and registrations, such as your gas contractor registration, with their own renewal reminders.

Breakdown calls across outlets

A QR code at each outlet lets staff report a fault without logging in; it arrives as a job.
Jobs assigned automatically by skill, availability, shift, leave, service zone and live location.
Response and repair clocks per client or per machine, with stages and breach alerts, in scheduling and dispatch.
The same fault on the same machine within your set number of days is flagged as a repeat job.

Technicians at the outlet

Today's jobs, each machine's history and the outlet's address with a map on the phone.
Jobs and tasks downloaded for offline work, with check-in, check-out and travel synced afterwards.
Watermarked photos and video, parts from the technician's own stock and the outlet manager's signature.
The FieldEx web and mobile apps run in English, Bahasa Malaysia and Chinese, on the FieldEx mobile app.

Parts and stock

Each technician's stock visible on the phone, with transfers between the store, vans and technicians.
Movement history and low-stock alerts for gaskets, elements, pumps, thermostats and boards, in spare parts inventory.
Part warranty periods kept, so a warranty failure is claimed rather than paid for.
Standby machines moved between stock locations with approvals, so every loan unit is accounted for.

Contracts, outlet portal and reports

Service contracts linked to the machines and PPM plans they cover, sorted by your own contract types.
A branded client portal with each outlet's equipment, last service dates, upcoming PPM and job sheets.
Job sheets as PDFs with the fault, the repair, parts and prices, times on site and the signature.
MTBF, MTTR, downtime and cost per machine, in reporting and analytics.
Data hosted locally in Malaysia where data residency is required.

What do the Food Hygiene Regulations 2009 say about kitchen equipment?

The Food Hygiene Regulations 2009, made under the Food Act 1983, set the rules every licensed food premises in Malaysia works to. Regulation 15(3) requires premises to be cleaned at least once a day. Regulation 24(1) requires fittings and food-contact surfaces to be well maintained.

Regulation 35(1)(b) requires appliances to be maintained in good condition, and regulation 35(2) requires defective appliances to be discarded. The Ministry of Health's state office in Melaka lists the penalty for breaching the regulations as a fine of up to RM10,000, imprisonment of up to two years, or both.

A closure notice usually starts with what the officer can see. A dated job sheet shows the defect was already being fixed.

What FieldEx does about it

Condition recorded on every visit: each PPM checklist records the condition of seals, surfaces and fittings against the machine and the outlet, with photos attached to the job.
Defects that turn into jobs: a failed checklist item raises the corrective job at once and schedules a re-check, so nothing waits for the next quarterly visit.
Machines marked out of service: a checklist answer can change the machine's status, so the outlet and your office both see that it shouldn't be used.
Records the client can show: job sheets and the outlet's service history are in the client portal, ready when a health officer visits.

How often must gas installations in restaurants be checked in Malaysia?

The Gas Supply Regulations 1997 cover piped gas installations in commercial kitchens. Regulations 128 to 131 require gas installations to be maintained by a competent person and a record of maintenance to be kept. Under regulation 103, installation work is done by a registered gas contractor; Suruhanjaya Tenaga (the Energy Commission) registers contractors in Classes A to D.

Suruhanjaya Tenaga's guide to the gas supply laws states that installations are checked, tested and certified every two years. It also notes that a competent person's registration is valid for 12 months, so a contractor's own people need renewing every year.

The two dates that matter on an ice machine are the last full clean and the last sanitise. Record both on every visit.

What FieldEx does about it

Two-yearly certification on the outlet: the gas installation certificate runs as a recurring inspection at the outlet, with due date, result, the competent person, remarks and the certificate attached.
Reminders before the date: they go out before the certificate falls due, so the next test is booked in time.
Competent persons matched to the job: a technician skill can carry the competent person registration with its expiry date, and FieldEx only assigns gas work to technicians holding it.
Your registration tracked too: your gas contractor registration with Suruhanjaya Tenaga is tracked with its own renewal schedule and reminders.

How often should a coffee machine be serviced?

Manufacturers set the rhythm. La Marzocco, the Italian espresso machine maker, gives a schedule in its GS3 user manual: group gaskets and diffuser screens every three to four months, further service every six to eight months, a yearly inspection and a new safety valve every three years.

Its Linea Mini checklist adds a steam valve rebuild every six months. La Marzocco notes that periodic maintenance isn't covered by warranty. That is why cafés across Malaysia sign service contracts, and why the service company needs every visit on record.

Interval	Typical task
3 to 4 months	Group gaskets and diffuser screens
6 months	Steam valve rebuild, further checks
12 months	Fuller inspection and service
3 years	Replace the safety valve

Source: La Marzocco GS3 manual and Linea Mini preventive maintenance checklist.

When	What is done
Every 3 to 4 months	Group gaskets, diffuser screens
Every 6 months	Steam valve rebuild
Yearly	Full inspection
Every 3 years	New safety valve

Source: La Marzocco GS3 manual and Linea Mini checklist (international manufacturer guidance).

What FieldEx does about it

Contract visits on autopilot: the plan raises the three-monthly, six-monthly and yearly visits for every machine under contract, each with the right checklist.
Long-interval parts never forgotten: the safety valve replacement runs on its own three-year inspection with reminders, separate from routine visits.
Grinders, water filters and boilers: grinders are their own records; boilers sit under the machine as components; water filter changes are recorded as parts used.
Café owners sign on the phone: the barista or owner signs the job sheet on the technician's phone, and the PDF reaches them by email.

How often should an ice maker be cleaned?

Manitowoc, one of the world's biggest ice machine makers, advises a thorough clean twice a year, with the machine sanitised at least as often. In humid kitchens with hard or poorly filtered water, scale and slime build up faster, so many outlets need shorter intervals.

Manitowoc also warns against descaling more often than every two months. Under the Food Hygiene Regulations 2009, ice that touches food or drink comes from equipment whose food-contact surfaces must be well maintained.

Ice is food. An ice maker's cleaning record matters as much as a chiller's temperature log.

What FieldEx does about it

Clean, sanitise and descale on separate clocks: the six-monthly clean and sanitise runs on a plan; descaling runs as its own inspection with its own due date.
Photos that prove it: before-and-after photos of the evaporator and ice storage sit on the job sheet, watermarked with time and place.
Filters recorded as parts: every filter cartridge fitted is logged against the machine, so the next technician knows its age.
Faults found during cleaning: a failed checklist item raises the repair job for the same machine before the technician leaves.

How should kitchen exhaust hoods and grease traps be maintained?

Regulation 16 of the Food Hygiene Regulations 2009 requires ventilation filters to be easy to reach for cleaning. Local councils add their own licence conditions. Majlis Bandaraya Petaling Jaya's conditions for food premises, for example, require a grease trap to be provided and maintained.

For duct cleaning frequency, many contractors use the UK Building Engineering Services Association's TR19 Grease specification as international guidance. It sets cleaning every three months for kitchens used 12 to 16 hours a day, and cleaning when the mean grease deposit reaches 200 microns.

Duct cleaning is also triggered when the mean grease deposit reaches 200 microns.

Record the measured grease deposit on every inspection. It is the number that decides whether the duct needs cleaning now.

What FieldEx does about it

Each outlet on its own frequency: a 24-hour mamak kitchen and a café can run different hood and duct cleaning intervals on the same contract.
Grease readings as numbers: custom job forms, set up with you during onboarding, can include number fields for the measured grease deposit, recorded against the job.
Grease trap visits on schedule: recurring jobs at each outlet cover grease trap servicing, with photos and the outlet manager's signature.
Council checks covered: cleaning reports and certificates attach to the outlet's inspection record, ready for the licence renewal.

What does halal certification ask of kitchen equipment?

MS 1500:2019, Malaysia's halal food general requirements standard, sets the basis for halal certification of food premises. Clause 4.3.5 requires all devices, utensils, machines and processing aids to be cleaned and maintained regularly. Clause 4.2.5 requires premises to be kept in good condition and hygienic.

Auditors look for evidence that the cleaning and maintenance actually happen. For a restaurant group or central kitchen, that means a dated history per machine, not a binder of blank forms.

What FieldEx does about it

One history per machine for the auditor: every PPM visit, repair and inspection is on the machine's record, with dates, technicians and photos.
Cleaning and maintenance checklists: checklists can hold the cleaning and maintenance steps the outlet's halal procedures require, signed off on the phone.
Central kitchen and outlets together: a group's central kitchen and every outlet sit in one system, so the halal executive sees the whole picture.
Your company's own licences: licences and registrations held by your business are tracked with their own renewal schedule and automatic reminders.

How do you handle equipment faults across many outlets?

For a service company with dozens of café and restaurant clients, faults arrive by WhatsApp, phone and email, often without the machine's model or location. Under regulation 35(2), a defective appliance has to come out of use, so a slow response costs the outlet sales.

When a fridge drifts, the cause is usually mechanical: a worn door gasket, a blocked condenser or a failing fan. The FDA Food Code, section 4-501.11, requires equipment to be kept in good repair, with doors, seals and hinges maintained to the manufacturer's specifications.

A single reading proves nothing. A dated history of readings shows when a unit started to drift.

The outlet supervisor scans the QR code on site, or raises a request in the client portal with photos.
FieldEx creates the job against the right outlet and starts its response clock.
The job goes to an available technician with the right skill and zone.
The technician repairs it, records parts and cause, and the supervisor signs.

What FieldEx does about it

Requests in one place: QR reports and portal requests all land as jobs, so nobody searches chat history for an outlet's address.
Response targets per client: each client's agreement can carry its own response and repair stages, timed on business hours, with alerts before a breach.
Repeat faults spotted: a second job of the same type on the same machine within your set number of days is flagged, so you look for the real cause.
Clients see progress: outlet managers follow job status, reschedule visits and download job sheets in the portal.

How do you keep dishwashers and glasswashers sanitising properly?

Hobart's Centerline undercounter dishwashers are set at the factory to call for deliming once they reach 1,500 cycles, and Hobart advises cleaning the wash arms every week. Its LXn manual sets a three-monthly check of the chemical feed tubes and water no harder than 3 grains per gallon.

As international guidance, the US FDA Food Code sets minimum final rinse temperatures for hot-water machines: 74°C on stationary-rack single-temperature machines and 82°C on others. Hard water in parts of Malaysia makes deliming and filter checks more urgent.

What FieldEx does about it

Deliming triggered by usage: the dishwasher's cycle count is recorded as a meter reading, and the plan raises deliming when the count or the date comes first.
Temperatures and hardness recorded: custom job forms can include number fields for rinse temperature and water hardness, kept against the job.
Three-monthly chemical checks: a separate inspection covers chemical feed tubes, so it isn't lost inside the routine visit.
Low readings acted on: a failed check raises the corrective job and a follow-up, so a cold rinse gets fixed, not just noted.

How do restaurant chains handle equipment faults across many sites?

The FDA Food Code expects equipment to be maintained in good repair. For a chain, the problem is volume: dozens of kitchens, hundreds of machines, and faults reported by phone, chat and email by different people.

A kitchen manager scans the QR code at the outlet and reports the fault, or raises it in the client portal with photos.
FieldEx creates the work order against the right site and starts the SLA clock.
The job goes to the nearest technician with the right skill who is on shift.
The technician fixes it, records the parts and the cause, and the manager signs on the phone.

What FieldEx does about it

Your own kitchens or your clients': a service company sees every client's outlets in one place; a chain's own maintenance team sees every outlet it runs.
Priorities that mean something: SLAs can run on business hours with several stages, so a dead walk-in gets a faster response than a dripping tap.
Head office sees it all: the portal shows each outlet's open jobs, upcoming maintenance and job reports, and lets managers reschedule visits.
Recalls in one go: if a manufacturer issues a recall, raise a job for every affected unit in one upload; FieldEx emails each customer and tracks every job to completion.

Customer story

Lamarsa Coffee Machine Company, a Malaysian specialty coffee equipment retailer and authorised service centre, used to take repair requests through WhatsApp and track jobs in separate tools. After moving to FieldEx, Lamarsa reports a 30% increase in workload efficiency and 40% time savings in managing field service operations.

Read the Lamarsa story

Coffex Coffee Malaysia's technicians now fill in service reports on their phones and customers sign on screen, with reports generated automatically.

Read the Coffex story

Questions F&B equipment service companies in Malaysia ask about FieldEx

Which software do F&B equipment service companies in Malaysia use for PPM and breakdowns?

Many still use WhatsApp groups and spreadsheets. FieldEx replaces both with one system: a record per machine, PPM plans that raise visits automatically, breakdown jobs reported by QR code, technician stock on the phone and signed job sheets. It is field service and maintenance management in one. See how it compares in the FieldEx guide to field service management software.

Can outlet staff report a faulty machine by QR code?

Yes. Put a QR code at each outlet. Staff scan it, describe the fault on a short form without logging in, and FieldEx creates the job for that outlet. Clients with portal access can also raise requests and follow them.

Can FieldEx remind us before an outlet's gas installation certificate is due?

Yes. The gas installation check runs as a recurring inspection at the outlet, with its due date, result and certificate attached, and reminders before it falls due.

Can we run coffee machine service contracts in FieldEx?

Yes. Link each contract to the machines it covers and their PPM plans. The plans raise the three-monthly, six-monthly and yearly visits automatically, and the portal shows each café its machines and service dates.

Can technicians record rinse temperatures and grease readings on site?

Yes. Custom job forms, set up during onboarding, can include number fields for readings such as rinse temperatures, water hardness or grease deposit. Technicians enter the values on site and each reading is recorded against the job.

Can a restaurant group see all its outlets in one place?

Yes. Every outlet is a site with its own machines, PPM plans and job history. Head office sees them together, and outlet managers see their own outlet in the client portal.

Can FieldEx track machines still under the supplier's warranty?

Yes. Warranty details sit on each machine and on each spare part, so your team sees what is covered before a repair is charged.

Can FieldEx keep our service data in Malaysia?

Yes. FieldEx can host your data locally in Malaysia where data residency is required.

Can technicians use FieldEx in kitchens with poor mobile coverage?

Yes. Jobs and tasks can be downloaded and worked offline, with check-in, check-out and travel synced once the phone is back online.

How quickly can our outlets start using FieldEx?

Setup, data upload and training are part of the subscription, with no setup fee. Job sheets and equipment lists can be uploaded. FieldEx helps with setup, and training is included.

The team visits offices anywhere in Malaysia, including Sabah and Sarawak, and trains in Bahasa Malaysia or English.

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. See FieldEx implementation.

Show us your outlet list and one job sheet

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