
<div class="article-nav mb-4" style="display:flex;justify-content:space-between;align-items:center;gap:1rem;">
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  <div><a href="https://sarutech.com/article/maintenance_getting_started"><strong>&#127937; Start: Getting Started with Perfect Asset & Maintenance Management</strong></a></div>
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<style>
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<article class="maintenance-doc">
  <span class="mg-subject">Introduction to Perfect Asset & Maintenance Management System</span>
  <div class="mg-intro"><p>Learn what the system does, how its main areas connect, and the complete workflow from registering a customer to receiving final payment.</p></div>
  <p>The <strong>Perfect Asset &amp; Maintenance Management System</strong> gives maintenance teams one organised place to manage customers, facilities, assets, reactive and preventive work, contractors, quotations, invoices, payments, inventory, and performance reports.</p>
      <p>Instead of keeping work orders, contractor messages, photographs, spreadsheets, and invoices in separate places, the system connects them to the same customer, location, asset, and maintenance record.</p>
      <div class="mg-grid">
        <div class="mg-card"><strong>Operations</strong><span>Log requests, assign work, schedule servicing, update status, and retain a complete job history.</span></div>
        <div class="mg-card"><strong>Assets</strong><span>Organise equipment by client and facility, with condition, warranty, files, and maintenance history.</span></div>
        <div class="mg-card"><strong>Contractors</strong><span>Request quotations by email or SMS and let contractors respond through their portal.</span></div>
        <div class="mg-card"><strong>Finance</strong><span>Approve quotations, create bills, receive payments, track balances, and review income and expenses.</span></div>
      </div>
      <figure><img src="/img/products/maintenance-home.png" alt="Main Perfect Asset and Maintenance Management System page" /><figcaption>The main Maintenance page brings customers, assets, requests, filters, and actions into one working view.</figcaption></figure>
      <h3>How the main page is organised</h3>
      <p>The top navigation provides access to Customers, Facilities, Assets, Contractors, Services, Tasks, Income, Sales, Expenses, Quotations, Inventory, Schedule, Reports, and Email Templates. On the Maintenance page, the left panel lets you switch between Customers, Assets, Scheduled Maintenance, and Tasks.</p>
      <p>The central list shows maintenance requests for the selected customer or asset. Search, sorting, and status filters help you find the right job. The <strong>Print</strong> action can print the maintenance requests for the selected asset. Select a maintenance record to open its details, quotations, invoice, files, and comments.</p>
      <h3>The connected workflow</h3>
      <ol class="mg-flow">
        <li><strong>Register the customer</strong> and their contact and billing information.</li>
        <li><strong>Add facilities</strong> such as buildings, branches, sites, or properties.</li>
        <li><strong>Register assets</strong> at each facility and attach identifying information.</li>
        <li><strong>Log or schedule maintenance</strong> and keep the job status current.</li>
        <li><strong>Request contractor quotations</strong>, compare responses, and approve the right option.</li>
        <li><strong>Create the invoice or expense</strong>, add bill items, and record payments.</li>
        <li><strong>Review reports</strong> to understand work, costs, income, and outstanding balances.</li>
      </ol>
      <div class="mg-tip"><strong>Best place to begin:</strong> Build accurate customer, facility, and asset records first. Every later request, quotation, invoice, and report becomes easier to understand when this foundation is correct.</div>
</article>

<div class="article-nav mt-5" style="display:flex;justify-content:space-between;align-items:center;gap:1rem;">
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</div>


Getting Started with Perfect Asset & Maintenance Management


<div class="article-nav mb-4" style="display:flex;justify-content:space-between;align-items:center;gap:1rem;">
  <div><a href="https://sarutech.com/article/maintenance_getting_started">&larr; Getting Started with Perfect Asset & Maintenance Management</a></div>
  <div><a href="https://sarutech.com/article/maintenance_getting_started"><strong>&#127937; Start: Getting Started with Perfect Asset & Maintenance Management</strong></a></div>
  <div><a href="https://sarutech.com/article/maintenance_managing_facilities">Organise Every Site, Building, and Facility &rarr;</a></div>
</div>

<style>
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</style>
<article class="maintenance-doc">
  <span class="mg-subject">Managing Clients</span>
  <div class="mg-intro"><p>Add customers, focus the maintenance list on one client, and use Customer Management to review every related facility, asset, job, invoice, and payment.</p></div>
  <p>Customers are the people or organisations whose sites and equipment you maintain. Creating a complete customer record gives facilities, assets, requests, invoices, and payments a clear owner.</p>
      <h3>Add a customer</h3>
      <ol class="mg-steps">
        <li>Open <strong>Customers</strong> and select <strong>Add Customer</strong>.</li>
        <li>Enter the customer or company name, contact person, telephone number, email address, physical address, and billing information.</li>
        <li>Add a photograph or company logo when it will help staff identify the account.</li>
        <li>Review the information and select <strong>Save</strong>.</li>
      </ol>
      <h3>Focus on one client's work</h3>
      <p>On the Maintenance page, open the <strong>Customers</strong> tab on the left and select a customer. The maintenance list on the right is filtered to show only requests connected to that customer. This is a quick way to review the client's active jobs, completed work, or service history.</p>
      <h3>Open the full customer record</h3>
      <p>Select the <strong>Edit</strong> button beside the customer to open the Customer Management page. This page provides a complete account view where you can:</p>
      <ul class="mg-checks">
        <li>View and update contact, address, email, photo, and logo information.</li>
        <li>Review facilities and assets belonging to the customer.</li>
        <li>See maintenance requests, scheduled work, and related tasks.</li>
        <li>Open files, documents, invoices, payment records, and outstanding balances.</li>
        <li>Print customer information or prepare an email when those actions are available.</li>
      </ul>
      <div class="mg-note"><strong>Data quality matters:</strong> Confirm the customer's email address before sending invoices or portal information. Confirm their billing address before creating formal financial documents.</div>
      <h3>Recommended client-management routine</h3>
      <p>Search for an existing customer before creating a new one, so you do not divide their maintenance and billing history across duplicate accounts. When a contact person, address, or email changes, update the customer record instead of entering the new information only on the next request.</p>
</article>

<div class="article-nav mt-5" style="display:flex;justify-content:space-between;align-items:center;gap:1rem;">
  <div><a href="https://sarutech.com/article/maintenance_getting_started">&larr; Getting Started with Perfect Asset & Maintenance Management</a></div>
  <div><a href="https://sarutech.com/article/maintenance_getting_started"><strong>&#127937; Start: Getting Started with Perfect Asset & Maintenance Management</strong></a></div>
  <div><a href="https://sarutech.com/article/maintenance_managing_facilities">Organise Every Site, Building, and Facility &rarr;</a></div>
</div>


Build a Clear and Complete Client Directory


<div class="article-nav mb-4" style="display:flex;justify-content:space-between;align-items:center;gap:1rem;">
  <div><a href="https://sarutech.com/article/maintenance_managing_clients">&larr; Build a Clear and Complete Client Directory</a></div>
  <div><a href="https://sarutech.com/article/maintenance_getting_started"><strong>&#127937; Start: Getting Started with Perfect Asset & Maintenance Management</strong></a></div>
  <div><a href="https://sarutech.com/article/maintenance_managing_assets">Create a Reliable Asset Register &rarr;</a></div>
</div>

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<article class="maintenance-doc">
  <span class="mg-subject">Managing Facilities</span>
  <div class="mg-intro"><p>Create facilities, connect them to the correct customer, attach site information, and keep assets and maintenance work organised by location.</p></div>
  <p>A facility is the physical location where assets are installed and maintenance work takes place. It may be a building, branch, warehouse, clinic, office, production site, school, estate, or other managed location.</p>
      <figure><img src="/img/products/maintenance-facility.png" alt="Facilities in the Perfect Maintenance Management System" /><figcaption>Facilities separate equipment and maintenance history by the location where the work occurs.</figcaption></figure>
      <h3>Add a facility</h3>
      <ol class="mg-steps">
        <li>Open <strong>Facilities</strong> from the main navigation.</li>
        <li>Select <strong>Add Facility</strong>.</li>
        <li>Enter a clear facility name, address or location, description, and any other useful site details.</li>
        <li>Select the customer responsible for the facility when you manage sites for different clients.</li>
        <li>Attach relevant site files, such as access instructions, plans, safety information, or service agreements.</li>
        <li>Select <strong>Save</strong>.</li>
      </ol>
      <h3>Use consistent facility names</h3>
      <p>Choose names that remain clear in filters and reports. For example, “North Warehouse” is more useful than “Warehouse” when the same customer has several locations. Include a branch, building, or town reference where necessary.</p>
      <h3>Find and maintain facility records</h3>
      <p>Return to Facilities whenever you need to search for a location, correct its address or description, change the connected customer, or add current site documents. Keeping the facility record current prevents assets and maintenance work from being recorded against an outdated or incorrect location.</p>
      <p>A facility is the middle level of the service structure: the customer owns or controls the location, the facility contains the assets, and the assets receive reactive and scheduled maintenance. This relationship lets users filter work by client, site, or individual item of equipment.</p>
      <h3>How facilities connect to the workflow</h3>
      <div class="mg-grid">
        <div class="mg-card"><strong>Assets</strong><span>Every registered asset can be assigned to its real operating location.</span></div>
        <div class="mg-card"><strong>Requests</strong><span>Faults and jobs can be filtered and reviewed for a specific site.</span></div>
        <div class="mg-card"><strong>Scheduling</strong><span>Preventive visits can be planned for the right building and equipment.</span></div>
        <div class="mg-card"><strong>Reporting</strong><span>Maintenance activity and costs can be compared across locations.</span></div>
      </div>
      <div class="mg-tip"><strong>Tip:</strong> Attach site access, parking, security, or safety instructions to the facility. This prevents repeated questions when a different staff member or contractor attends the location.</div>
</article>

<div class="article-nav mt-5" style="display:flex;justify-content:space-between;align-items:center;gap:1rem;">
  <div><a href="https://sarutech.com/article/maintenance_managing_clients">&larr; Build a Clear and Complete Client Directory</a></div>
  <div><a href="https://sarutech.com/article/maintenance_getting_started"><strong>&#127937; Start: Getting Started with Perfect Asset & Maintenance Management</strong></a></div>
  <div><a href="https://sarutech.com/article/maintenance_managing_assets">Create a Reliable Asset Register &rarr;</a></div>
</div>


Organise Every Site, Building, and Facility


<div class="article-nav mb-4" style="display:flex;justify-content:space-between;align-items:center;gap:1rem;">
  <div><a href="https://sarutech.com/article/maintenance_managing_facilities">&larr; Organise Every Site, Building, and Facility</a></div>
  <div><a href="https://sarutech.com/article/maintenance_getting_started"><strong>&#127937; Start: Getting Started with Perfect Asset & Maintenance Management</strong></a></div>
  <div><a href="https://sarutech.com/article/maintenance_adding_request">Log and Track a Maintenance Request &rarr;</a></div>
</div>

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<article class="maintenance-doc">
  <span class="mg-subject">Managing Assets</span>
  <div class="mg-intro"><p>Register equipment at the correct facility and preserve identification, condition, warranty, documentation, and maintenance history.</p></div>
  <p>An asset is any item your team inspects, services, or repairs. Examples include boilers, air conditioners, generators, lifts, vehicles, machinery, computers, fire equipment, and building systems.</p>
      <h3>Add an asset</h3>
      <ol class="mg-steps">
        <li>Open <strong>Assets</strong> and use the facility filter to confirm the correct location.</li>
        <li>Select <strong>Add Asset</strong> and enter a recognisable asset name.</li>
        <li>Choose the facility where the asset is installed or normally kept.</li>
        <li>Record available information such as status, condition, room or area, serial number, manufacturer, model, installation date, warranty, and parts details.</li>
        <li>Add a clear image of the asset and, where useful, its identification plate or serial number.</li>
        <li>Attach manuals, purchase receipts, certificates, warranties, inspection records, or other supporting documents.</li>
        <li>Add comments for additional notes and select <strong>Save</strong>.</li>
      </ol>
      <h3>Use the asset list</h3>
      <p>From the Maintenance page, open the <strong>Assets</strong> tab and filter by facility. Selecting an asset focuses the maintenance list on jobs related to that equipment. This provides a practical service history for diagnosis, warranty review, lifecycle planning, and replacement decisions.</p>
      <p>Once saved, the asset becomes available when users create a reactive maintenance request or schedule preventive work. Connecting every job to the correct asset keeps quotations, invoices, images, files, comments, and costs associated with the right equipment.</p>
      <div class="mg-note"><strong>Recommended naming:</strong> Use a name that combines the equipment type and location or internal identifier, such as “Boiler B-02 – Storage House”. Avoid several assets with the same generic name.</div>
      <h3>Keep the record useful over time</h3>
      <ul class="mg-checks">
        <li>Update status and condition after inspections or major repairs.</li>
        <li>Replace outdated manuals and warranty documents with current versions.</li>
        <li>Record new serial, model, or installation information when equipment is replaced.</li>
        <li>Use comments for short observations and maintenance requests for work that must be tracked.</li>
      </ul>
</article>

<div class="article-nav mt-5" style="display:flex;justify-content:space-between;align-items:center;gap:1rem;">
  <div><a href="https://sarutech.com/article/maintenance_managing_facilities">&larr; Organise Every Site, Building, and Facility</a></div>
  <div><a href="https://sarutech.com/article/maintenance_getting_started"><strong>&#127937; Start: Getting Started with Perfect Asset & Maintenance Management</strong></a></div>
  <div><a href="https://sarutech.com/article/maintenance_adding_request">Log and Track a Maintenance Request &rarr;</a></div>
</div>


Create a Reliable Asset Register


<div class="article-nav mb-4" style="display:flex;justify-content:space-between;align-items:center;gap:1rem;">
  <div><a href="https://sarutech.com/article/maintenance_managing_assets">&larr; Create a Reliable Asset Register</a></div>
  <div><a href="https://sarutech.com/article/maintenance_getting_started"><strong>&#127937; Start: Getting Started with Perfect Asset & Maintenance Management</strong></a></div>
  <div><a href="https://sarutech.com/article/maintenance_files_images_comments">Keep Every Job Documented with Images, Files, and Comments &rarr;</a></div>
</div>

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<article class="maintenance-doc">
  <span class="mg-subject">Adding a Maintenance Request</span>
  <div class="mg-intro"><p>Record a fault with the right customer, facility, asset, priority, evidence, assignment, and status so the job can be followed to completion.</p></div>
  <p>A maintenance request records a fault, breakdown, inspection need, repair, or other job requiring action. A clear request reduces delays and gives staff and contractors enough information to respond correctly.</p>
      <figure><img src="/img/products/maintenance-record.png" alt="Maintenance request record and tabs" /><figcaption>The request record connects job information with quotations, invoices, files, and comments.</figcaption></figure>
      <h3>Create the request</h3>
      <ol class="mg-steps">
        <li>From the Maintenance page, select <strong>New Maintenance</strong>.</li>
        <li>Choose the customer, facility, and asset connected to the problem.</li>
        <li>Enter a short title and a specific description of what is wrong, where it is occurring, and when it was noticed.</li>
        <li>Set the request date, priority, status, assigned person, and any additional required fields.</li>
        <li>Add photographs of the fault and attach reports, videos, or other supporting files.</li>
        <li>Review the information and select <strong>Save</strong>.</li>
      </ol>
      <h3>Write a useful description</h3>
      <p>Describe observable symptoms instead of guessing the cause. “Boiler loses pressure within two hours and displays error E12” is more useful than “Boiler broken”. Include access limitations, safety risks, and any temporary action already taken.</p>
      <h3>Track the job</h3>
      <p>The saved request appears in the maintenance list. Use search, sorting, and status filters to find it later. Open the request to update its assignment, priority, dates, details, quotation, invoice, files, or comments.</p>
      <p>Change the status as work progresses. Your organisation may use stages such as Pending, Commissioned, In Progress, Completed, or Cancelled. The exact status should describe the current state—not the expected state.</p>
      <div class="mg-warning"><strong>For urgent or hazardous faults:</strong> Follow your organisation's emergency and safety procedure in addition to logging the request. The software record should support, not replace, immediate risk controls.</div>
</article>

<div class="article-nav mt-5" style="display:flex;justify-content:space-between;align-items:center;gap:1rem;">
  <div><a href="https://sarutech.com/article/maintenance_managing_assets">&larr; Create a Reliable Asset Register</a></div>
  <div><a href="https://sarutech.com/article/maintenance_getting_started"><strong>&#127937; Start: Getting Started with Perfect Asset & Maintenance Management</strong></a></div>
  <div><a href="https://sarutech.com/article/maintenance_files_images_comments">Keep Every Job Documented with Images, Files, and Comments &rarr;</a></div>
</div>


Log and Track a Maintenance Request


<div class="article-nav mb-4" style="display:flex;justify-content:space-between;align-items:center;gap:1rem;">
  <div><a href="https://sarutech.com/article/maintenance_adding_request">&larr; Log and Track a Maintenance Request</a></div>
  <div><a href="https://sarutech.com/article/maintenance_getting_started"><strong>&#127937; Start: Getting Started with Perfect Asset & Maintenance Management</strong></a></div>
  <div><a href="https://sarutech.com/article/maintenance_preventive_scheduling">Plan Preventive Maintenance and Service Schedules &rarr;</a></div>
</div>

<style>
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<article class="maintenance-doc">
  <span class="mg-subject">Working with Images, Files, and Comments</span>
  <div class="mg-intro"><p>Build a complete job history with visual evidence, formal documents, and concise progress updates attached to the relevant record.</p></div>
  <p>Images, files, and comments keep evidence and communication attached to the customer, asset, or job where they belong. This creates a shared history for staff, customers, and contractors.</p>
      <div class="mg-grid">
        <div class="mg-card"><strong>Images</strong><span>Show condition before, during, and after work, or identify a component, error code, or damaged area.</span></div>
        <div class="mg-card"><strong>Files</strong><span>Store reports, manuals, quotations, invoices, videos, warranties, and completion certificates.</span></div>
        <div class="mg-card"><strong>Comments</strong><span>Record progress, questions, approvals, delays, decisions, and completion notes.</span></div>
        <div class="mg-card"><strong>Shared context</strong><span>Help each authorised participant work from the same current information.</span></div>
      </div>
      <h3>Add useful images</h3>
      <ul class="mg-checks">
        <li>Take a wider image showing where the asset or fault is located.</li>
        <li>Add a close-up showing the actual problem or identification plate.</li>
        <li>Use before-and-after images when confirming completed work.</li>
        <li>Avoid uploading unrelated photographs to the job record.</li>
      </ul>
      <h3>Attach formal documents</h3>
      <p>Open the relevant record and use its <strong>Files</strong> area to add documents. Use meaningful file names, such as “Boiler B-02 inspection report – July 2026”, so users can recognise a file without opening it.</p>
      <h3>Use comments for the working history</h3>
      <p>Comments are ideal for short, dated updates such as “Contractor requested access after 2 pm”, “Customer approved the revised scope”, or “Replacement pump installed and tested”. Keep comments factual and clear enough for another team member to understand.</p>
      <div class="mg-tip"><strong>Simple rule:</strong> Use comments for concise operational updates, files for formal documents, and images for visual evidence.</div>
</article>

<div class="article-nav mt-5" style="display:flex;justify-content:space-between;align-items:center;gap:1rem;">
  <div><a href="https://sarutech.com/article/maintenance_adding_request">&larr; Log and Track a Maintenance Request</a></div>
  <div><a href="https://sarutech.com/article/maintenance_getting_started"><strong>&#127937; Start: Getting Started with Perfect Asset & Maintenance Management</strong></a></div>
  <div><a href="https://sarutech.com/article/maintenance_preventive_scheduling">Plan Preventive Maintenance and Service Schedules &rarr;</a></div>
</div>


Find product guides and articles

Perfect Asset & Maintenance Management System

Getting Started with Perfect Asset & Maintenance Management

Build a Clear and Complete Client Directory

Organise Every Site, Building, and Facility

Create a Reliable Asset Register

Log and Track a Maintenance Request

Keep Every Job Documented with Images, Files, and Comments