Maintenance
Schedule preventive maintenance and handle breakdowns for equipment and assets, with reminders, parts, and cost tracking.
Updated February 25, 2026
Maintenance keeps equipment and assets running — preventive schedules with reminders, plus reactive work orders for breakdowns, with parts and cost captured against each asset.
Preventive maintenance
- Go to XO Operations → Maintenance → Schedules → New.
- Pick the asset/equipment (links to Fixed Assets).
- Set the interval (time or usage based) and the task checklist.
- XO raises a maintenance work order and reminder when due.
Reactive (breakdown) maintenance
- Log a breakdown against the asset.
- Create a work order, assign a technician, and record parts used (draws from stock) and labor.
- Close the job — cost posts against the asset.
📷 Screenshot: a maintenance schedule with upcoming and overdue services.
Cost & history
Every job builds the asset’s maintenance history and cost, informing repair-vs-replace decisions.
Best practices
- Prefer preventive schedules for critical equipment to cut downtime.
- Track parts and labor per job so total cost of ownership is visible.
- Review maintenance cost alongside asset NBV before renewing.
Troubleshooting
- Reminder didn’t fire. Check the interval basis (time vs usage) and that the schedule is active.
- Parts not deducted. Confirm the part was issued from a stock-tracked warehouse.