Client
The first level when providing service to third parties. In a company that maintains itself, it works as an organizational unit.
Feature
No inventory, no maintenance — just repairs
You can fix a machine without having it inventoried. What you can't do is know how much it has been costing, how many times it has failed, or whether it's still worth repairing.
What is asset management?
Asset management in maintenance means having every piece of equipment and every installation you're responsible for identified, with its record, its location, its documentation and its intervention history. It's not an accounting inventory: accounting cares about value and depreciation, while here what matters is behavior — what fails, how often, at what cost. It's the piece that turns a pile of separate interventions into information you can decide on, because every order, every hour and every part is charged against a specific asset.
The inventory nobody maintains
Almost every company has one. Almost none of them work.
- A spreadsheet someone put together three years ago that no longer matches reality.
- Equipment that was replaced but is still listed, and new equipment that isn't.
- Nobody knows what warranty that machine has or when it expires.
- The manual is in a filing cabinet and the wiring diagram is in someone's email.
- Two locations call the same type of equipment by different names, so they can't be compared.
A hierarchy that helps you reason
A list isn't enough: you need to know what hangs off what.
Location or site
The headquarters, the store, the plant or the building, with its zones. It's the level at which a chain compares what happens at each site.
Installation or system
HVAC, fire protection, a production line. Lets you reason by group rather than by individual part.
Asset
The specific machine, with its complete record. It's the unit work is charged against and indicators are calculated from.
What an equipment record holds
What's needed to work with it and to decide on it.
Real identification
Serial number, model, family and location, with coordinates if it needs to be located within a large installation.
Purchase and warranty
Supplier, purchase number, date, installation cost and warranty end date. This is what lets you avoid paying for a repair the manufacturer would have covered.
QR code
Every asset can carry its own QR code. The technician scans it and gets its history and checklists in front of them, without hunting through a list.
Custom fields
Your own technical specs, each with its type and unit: power, flow rate, refrigerant, pressure. Every equipment family needs its own.
Documentation attached to the equipment
Manuals, diagrams, certificates and photos on the record itself, not in a shared folder.
Counters and readings
Operating hours or units produced, for maintenance that depends on usage rather than the calendar.
Complete history
Every intervention, preventive and corrective, with what each one cost. This is the whole point of everything above.
Associated contract
Which contract covers that piece of equipment, which determines what's included and what's billed separately.
Shall we look at it with your way of working?
Leave your details and we will get in touch to see whether we fit. No commitment, no lock-in period.
Families and models: the work you do once
Setting up two hundred fire extinguishers one by one, each with its checks and its schedule, is why so many inventories stall halfway through. In GMAO CLOUD, specs, inspection checklists and plans can be associated with the equipment's family or model, and every new asset inherits what applies to it. Registering a machine becomes choosing its model and giving it a serial number and a location. That's the difference between an inventory that grows on its own and one that gets abandoned after three months.
Assets get decommissioned too
A replaced piece of equipment isn't deleted: it's marked as decommissioned with a date. It sounds like a small detail and it isn't, because deleting it takes its history with it, and that history is precisely what explains why it was replaced. With the decommissioning recorded, you can still see what it cost to maintain, calculate how long it actually lasted versus what the manufacturer promised, and use that data for the next purchase. Asset movements between locations are also logged, which in operations with rotating equipment is the only way to know where everything is.
Frequently asked questions
How much detail should the asset hierarchy have?
Enough to charge work where someone is going to want to look it up later. Going all the way down to every component of every machine produces a beautiful tree that nobody maintains and nobody can find anything in; stopping at the building level makes it impossible to know which specific unit is causing problems. The reasonable point is usually the element that gets repaired or replaced as a unit, because that's exactly the level questions get asked at afterward.
Should I register absolutely everything?
No, and it's the most expensive mistake in a rollout. An exhaustive inventory that nobody maintains ages badly and ends up discrediting the whole system. It's better to start with the equipment that stops something when it fails or that carries compliance obligations, and expand as usage demands it: a small, living inventory is worth more than a complete, dead one.
Can I import the inventory I already have?
Yes. The product includes a data importer for registering existing inventories from files, which is the usual way to get started without typing in thousands of pieces of equipment.
Do I have to configure every machine one by one?
No. Specs, inspection checklists and preventive plans are associated with the family or the model, and every new asset inherits what applies to it. Only exceptions are configured by hand.
Do QR codes work?
Every asset can carry its own. The technician scans it from the app and goes straight to its record, its history and its checklists, without searching a list.
What happens when a piece of equipment is replaced?
It's marked as decommissioned with a date, not deleted. That preserves the history explaining why it was replaced and how much it cost to maintain, which is useful information for the next purchase.
Can I store my own equipment's specs?
Yes, with custom fields you define yourself, each with its type and unit. That's what lets a chiller and a generator have different records without inventing two separate systems.
Bring your inventory as it is
Even if it's a half-finished spreadsheet. In the demo we see how it would be structured and what it takes to import it.