Operations template
Maintenance register: free Excel workbook
The maintenance register is a free, multi-sheet Excel workbook for a Kenyan business: service history and next-due per asset or vehicle.
Machines and vehicles break down because no one tracked when they were next due for service.
What is in the workbook
Start here
What the workbook is for, how to fill it, and the colour key.
Maintenance register
The register: the right columns, dropdowns, and live totals. Type in the gold cells.
Dashboard
Your numbers added up as you go, with a simple bar view.
Lists
The dropdown options, so your data stays tidy and consistent.
Settings
The reporting currency, and where figures come from.
Next step
How SawaAfrik does this automatically from your real records.
The columns it includes
How to use it
- 1Download the workbook and open the "Maintenance register" sheet.
- 2Fill one row per entry. Type only in the gold cells; the white cells and the totals work themselves out.
- 3Where a cell has a dropdown, pick from the list instead of typing.
- 4Watch the totals row and the Dashboard add up your money columns automatically.
- 5When you outgrow the file, bring it into SawaAfrik, where it fills from your real records and the tax figures are computed for you.
Questions
- How do I know what is due?
- Each asset carries its last service and next due date or reading, and its current reading, so you service before a breakdown, not after. Downtime and cost per job build the case for replacement when it comes.
- Is the maintenance register free?
- Yes. Download the maintenance register as a ready-to-use Excel workbook, with no sign-in and no payment. It is yours to keep and edit.
- What is inside the maintenance register workbook?
- Six sheets: a Start Here guide, the Maintenance register register (Asset/Vehicle, ID/Reg, Maintenance Type, Last Service Date, Next Due Date/Reading, Current Reading, and more), a Dashboard that adds everything up, a Lists sheet for the dropdowns, a Settings sheet, and a Next step sheet. It opens in Excel, Google Sheets or WPS, with no macros.
- Does it work in Google Sheets and on my phone?
- Yes. The workbook opens in Excel, Google Sheets or WPS. There are no macros, so it works on a phone or a laptop. Keep your own copy before you share it.
- Does the maintenance register calculate my totals?
- Yes. The money columns total automatically on the register and on the Dashboard. Statutory figures like PAYE, VAT, NSSF and SHA are deliberately not typed into the sheet. SawaAfrik computes those from the current KRA rates, each with its official source and the date it took effect, so a number is never without where it came from.
- How is this different from the SawaAfrik app?
- A workbook is a file you fill in yourself. Inside a free SawaAfrik workspace the same shape fills from your real records, invoices, payroll and expenses flow in once and appear everywhere, deadlines remind you before they are due, and statutory figures are computed with their source and date. The workbook is the start; the app is when you stop retyping.
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