How do you Keep track of maintenance and repairs.

[woodman55]

I have found the best way for me to keep track of repairs, maintenance, and other useful info is with a note book for each machine. The first page is always the make, model, serial #, purchase price, date, dealer, etc. Then as time goes on, I write in all the services, repairs, mods, etc. The back page will be for part #'s and the like.
I know I put in way more than is really needed, but I like going back over it and seeing when things got done.

 

[Hugo Habicht]

Same here. Or similar. I have a sheet (or several) for each vehicle in a ringbinder. Columns with date, mileage/hours, what was done. Too many vehicles to remember

Make, model, serial, spare part numbers I keep in simple computer text files for easy searching and cut-and-paste into order forms or web sites.

 

[Tughill Tom]

On a plank page in my WSM along with part#'s and receipts.

 

[chim]

I should do something along the lines of what you guys posted, but don't. My method is marking the hours on filters with black sharpies Oil gets changed each Spring. RFM gets greased every several mowings. FEL gets greased after any larger jobs. Tractor itself gets washed and greased a few times each year and waxed each Spring. Hydraulic oil gets changed at around 200 hours. The tractor gets about 100 hours of use each year.

 

[RBsingl]

I have kept Excel spreadsheets on my power equipment for years with notes on the top of the sheet (socket sizes for drain plugs, filters, fluid spec and capacities) Then there is a chronological line for each service performed. The frequent recurrent service items are also in the notes but I refer to the manual for more involved/less common "longer term routine" maintenance.

I keep a separate spreadsheet for each item so that I can just delete that entire sheet once I no longer have that piece of equipment. This system has worked out for me to organize info.

Rodger

 

[imarobot]

Same here, I have an old computer in my garage with maintenance records on all my equipment. Also includes specs, torques, and other information added as I perform certain procedures with notes on how it was done.
All backed up of course.

 

[NCL4701]

Folder for each item on computer with: Excel spreadsheet detailing service with separate tab for notes on part numbers for routine maintenance items, fluid specs, etc.; pdf’s of associated receipts; electronic version (if available) of OM, WSM, and any other relevant docs. Keep an electronic copy of manuals on my phone also. Write date and hours on filters. Hard copies of manuals are on a shelf in shop.

 

[old and tired]

I just try to remember when I did things....

I have a mind like a steel trap.... Unfortunately, it's rusted shut at the moment.

 

[Hugo Habicht]

I should do something along the lines of what you guys posted, but don't. My method is marking the hours on filters with black sharpies

This way?


Sorry, just reminded me of the "Daily Chuckle"...

Not a bad idea either, in the cars I use those good old service tags. Pretty much out of fashion nowadays, I think the car electronics takes care of that. And maybe not practical in a tractor that is out in the open.

 

[FTG-05]

I follow the Andrew Camarata maintenance protocol: Date and hours on the machine on the oil or hydraulic filters.

 

[Blue2Orange]

Notebook. Also sharpie noting date and hours on the oil and hydraulic filters.

 

[Jim L.]

Spreadsheet on computer so that I can find it. Close to operator's manual table, but with actual hours and dates for cleaning, replacement, etc.

A different notes document for memory aid.

 

[woodman55]

Lots of good ideas.

 

[imarobot]

If I have the owners or service manual online, I also insert links in the maintenance item to the section of the manual. For example, for an oil change listing per the PM I have a link that will go to the oil change procedure in the manual.

 

[Runs With Scissors]

I write all my stuff on the bottom of one of these.

JK....I go by hours for maintenance, and forget about the rest.


However, I have recorded the date-place-gallons-miles on odometer-and price of regular gasoline vs. diesel every time I have filled up, ever since I bought the truck new 19 years ago.

 

[RMS]

I use an orange marker on the maintenance chart in the owners manual to color in the respective blocks.

 

[McMXi]

I have found the best way for me to keep track of repairs, maintenance, and other useful info is with a note book for each machine. The first page is always the make, model, serial #, purchase price, date, dealer, etc. Then as time goes on, I write in all the services, repairs, mods, etc. The back page will be for part #'s and the like.
I know I put in way more than is really needed, but I like going back over it and seeing when things got done.

I use Excel spreadsheets and have done that for many decades for many vehicles. I used to be fanatical about recording fuel consumption but don't do that any more.

I never really got the whole "write the date and mileage on a filter" approach. When I sell a vehicle I hand over all of the records in Excel format which has a lot more information than just the date and mileage when service was completed. When I need to remind myself of the socket I need to remove a drain plug, or how many quarts I need for an oil change, or what gear oil I need for a differential I look at an Excel spreadsheet for that vehicle.

 

[WI_Hedgehog]

I have kept Excel spreadsheets on my power equipment for years with notes on the top of the sheet (socket sizes for drain plugs, filters, fluid spec and capacities) Then there is a chronological line for each service performed. The frequent recurrent service items are also in the notes but I refer to the manual for more involved/less common "longer term routine" maintenance.

I keep a separate spreadsheet for each item so that I can just delete that entire sheet once I no longer have that piece of equipment. This system has worked out for me to organize info.

Rodger

Would you Excel guys post your template? I would LOVE to have something better than what I hacked together (and don't use because it sucks).

 

[mikester]

I apply labels with hours and date of service on filters and put one in the cab to remind me of the next service interval.

I've switched to google/ios calendars to track maintenance done on all vehicles\equipment. It's easy to search dates and types of maintenance performed that way and I can do it with my phone\tablet\laptop.

I also keep my services manuals stored "in the cloud" in PDF format and use my tablet in the shop to view WSM etc.

 

[Bmyers]

Marker to write hours and date written on filters. I have a folder for receipts.

I was going to do a spreadsheet and such, but the reality is the Kubota has been very reliable, so it has just been routine maintenance which the filters are a perfect spot to keep up with that info and forces me to look at them once in a while to make sure all is well.