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Free Equipment Maintenance Log (Excel) — services, warranty & cost

An autoclave that skips its service, a warranty that lapsed months ago, a repair bill no one added up — equipment costs creep in quietly. This free log keeps every asset and its upkeep in one place: register each item once, log every service and repair, and the next service due, the warranty status and the total cost work themselves out, with anything overdue or expired flagged in red.

Download — Excel (.xlsx) ↓Opens in Excel or Google Sheets · no sign-up
Prefer Google Sheets? You don't need Microsoft Excel →
  1. Download the file above.
  2. Open Google Drive, then New → File upload and choose the file.
  3. Right-click it in Drive → Open with → Google Sheets. It becomes a fully editable Google Sheet — every formula and tab intact — and works on your phone too.

The .xlsx format opens free in Google Sheets, LibreOffice, or Excel for the web — no paid software required.

What's inside

  • Register each asset once: category, serial, purchase and warranty dates, supplier
  • Service log with an equipment dropdown, service type, cost KES and next-service date
  • Next service due and warranty status computed against today, overdue and expired flagged red
  • Total maintenance cost rolled up per piece of equipment
  • Summary: total spend, warranties lapsed, services overdue and due soon
  • Formulas locked; only the yellow cells accept typing

The tabs

  • Start Here (guide)
  • Equipment
  • Service Log
  • Summary

Yellow cells only. You type in the yellow cells; the rest are locked formulas. Gridlines are off and it prints clean on A4.

Basic vs Premium

The free version does the job. The premium does more of it.

The free basic workbook above is a complete, formula-driven template you can use forever. The premium upgrade adds the extras that turn record-keeping into a management tool.

Basic — Free

  • The core sheets and formulas, in KES
  • Works in Excel or Google Sheets, on your phone
  • Yours to keep, no sign-up

Premium — KES 500

  • A maintenance dashboard: cost by equipment and a list of what is overdue or due soon, drawn as bars
  • A printable A4 maintenance schedule to file or hand to a technician
  • A deeper analysis: maintenance cost by category and the warranty and service mix
  • Swahili labels alongside English (Kifaa, Matengenezo, Dhamana)
Get Premium — KES 500 · Excel (.xlsx) ↓Pay once via M-Pesa (Kenya) · yours to keep · opens in Excel or Google Sheets

On the Equipment tab, list each asset once: name, category (Diagnostic, Laboratory, Theatre, Sterilisation, Cold chain and more), serial number, purchase date, warranty-until date and supplier. On the Service Log tab, record each service or repair: the date, the equipment (from a dropdown), the service type, the cost in KES and the next-service date. Back on the register, the warranty status, next service due, total maintenance cost and service status fill in against today's date, so an expired warranty or a service past its due date turns red on its own.

The Summary tab totals it for you: equipment on the register, total maintenance spend, how many warranties have lapsed and how many services are overdue or due soon. Yellow cells are for typing; the rest is locked formulas. Opens in Excel, WPS or Google Sheets.

Do it online instead

Run the clinic's books free with Biashara Yangu

Open the free tool →

Custom work

Need a template made just for you?

Can't find the exact workbook, or want one branded and built around how your business actually runs? We build custom Excel & Google Sheets — bespoke financial models, dashboards, sector trackers, data clean-up and automation. Need it in English or Kiswahili, or another language? Just ask. Tell us what you need and we'll quote.

Request a custom template or Excel service →Email info@leadafrik.com

Frequently asked questions

How does it know a service is overdue?

Each service you log carries a next-service date. The register takes the latest one for each asset and compares it to today: past due shows Overdue in red, within two weeks shows Due soon in amber, otherwise Scheduled. Warranty works the same way against the warranty-until date.

Does it add up what maintenance has cost?

Yes. Every cost you enter in the Service Log is summed back to its equipment, so each asset shows its total maintenance spend, and the summary shows the total across the clinic. The premium version ranks cost by equipment and by category.

Will it work in Google Sheets?

Yes. Upload the .xlsx to Google Drive and open it with Google Sheets, or use it in Excel or WPS. The dropdowns, the date-based status flags and the cost totals all carry over.

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Available in English, with Kiswahili labels in the premium version. Need it in another language, or a custom build? Email info@leadafrik.com.