Your compound has lifts, a generator, pumps, fire-fighting, a gate and CCTV, and you do not know which is due for service or how much each has cost. The free compound assets and maintenance sheet works that out: you list each asset with its interval, log each visit, and it shows what is overdue, what is due soon and what each asset cost. The template and its page are in Arabic.
The problem
Periodic maintenance is forgotten when the dates live in one person's head. The generator misses its oil change, a lift stops, and an emergency bill appears that could have been avoided. At year end nobody knows what the lifts cost against the generator.
How the sheet works
- In Settings enter the follow-up date (today) and the month whose cost you want.
- In Assets enter code, name, category, location, supplier, install date and the service interval in months.
- In Maintenance log enter each visit: date, asset code, type (periodic, breakdown or emergency), cost, vendor and a note.
- The sheet fills in the last periodic service, next due date, status and total cost, shading overdue rows red and due-soon rows yellow.
- Summary shows overdue and due-soon counts, the month's cost, cost by category and the top five assets by cost.
How the numbers are worked out
- Last service = the date of the latest periodic visit only.
- Next due = last service + interval in months; with no service yet it counts from the install date.
- Status: overdue if the due date is before the follow-up date, due soon if within 30 days of it, otherwise regular.
- Total cost per asset = all its visits of every type; month cost = visits dated in the chosen month.
Example from the sample data
Sample assets and amounts, not a real compound; follow-up date 1 November 2026:
- Generator: last periodic service 20 April, 6-month interval, due 20 October, so overdue by 12 days. Cost 6,550 (4,800 periodic plus a 1,750 emergency battery fault).
- Lift, tower A: last periodic 12 August, 3-month interval, due 12 November, so due soon (11 days). Cost 5,200, including a 2,200 breakdown that did not move the due date.
- Fire pump: no service logged, so it counts from install and shows overdue.
- Main water pumps: due 2 December, one day past the 30-day window, so regular.
Overall: 2 overdue, 2 due soon and 6 regular out of 10. October 2026 cost 3,850 and the whole log 20,300. Lifts are the costliest category at 6,700, then generators at 6,550, and the generator is the costliest single asset.
Using the online version
The sheet page opens on this example. Type in the white cells and the dates, statuses and costs update instantly; import your own xlsx, export your work or download the original. Your data stays in your browser. More templates are in the templates list.
When it is not enough
It holds 500 assets and 2000 visits, one person edits at a time, and it sends no alerts and stores no photos. For residents' reports use the maintenance requests sheet; for supplier contract dates use the service contracts sheet. If you need automatic alerts and per-manager logins, Softwiro can build one your way.
FAQ
Does a breakdown move the next due date? No, only a periodic visit does.
How is status decided? By comparing the next due date with the follow-up date in Settings, so change it each time you check.
What if I type a wrong code in the log? It shows "unregistered code" in red and is not counted against any asset.