Asset management software for the kit that keeps you trading
Every espresso machine, oven, fridge, grinder, dishwasher and extract fan in Fabric has its own record: what it is, where it is, who services it, what has gone wrong before and what it has cost. Decisions about repair, replacement and contractors get easier when the history is in one place.
Nobody knows what is on site until it breaks
The grinder at site nine has been repaired four times this year. Nobody has added it up. The combi oven at site two is still under warranty, but the last repair was paid for anyway. Half the sites have a fridge that is not on any list.
Multi-site food and drink operators own a lot of equipment, spread across a lot of locations, looked after by a mix of site managers and contractors. Without an asset register, every fault starts from zero: what is it, where is it, who looks after it, has it happened before?
Asset management software answers those questions before the job is raised. The register is not a one-off audit that goes stale. It is kept current by the jobs themselves, because every repair, service and certificate is filed against the asset it relates to.
A record for every machine, kept current by the work
Asset register by site
Each site lists its equipment and building services. Make, model, serial, location, supplier, install date and warranty are all on the record.
Full history
Every reactive job, planned service and certificate is filed against the asset, in date order, with photos and the engineer’s notes.
PPM linked to the asset
Service intervals are set per asset type, so a new espresso machine gets its descale and safety valve check scheduled as soon as it is added.
Certificates and warranties
Gas safety, PSSR, electrical and extract certificates live on the asset, with expiry dates. Warranty periods are tracked and faults in warranty are flagged.
Contractor by asset
Each asset type at each site has a preferred contractor, so a job on the coffee machine goes to the coffee machine engineer without anyone looking it up.
Cost per asset
Invoices matched to jobs give you repair spend by machine, so repair-or-replace is a number, not an argument.
When the history makes the decision for you
A machine that has cost £1,800 in repairs this year against a £3,500 replacement is a different conversation from one that has needed a single descale. Fabric shows repair spend, downtime and fault frequency per asset, so capital decisions are made on evidence and the sites with the oldest kit get it first.
The same view helps with contractors. If one firm’s repairs on the same model keep coming back, the history shows it.
- Repair spend per asset, per year
- Fault frequency and time out of service
- Age against expected life for the asset type
- Warranty status and supplier
Asset management, with and without Fabric
| Before | With Fabric | |
|---|---|---|
| The asset list | A spreadsheet from the last audit | A register kept current by every job |
| What is wrong with it | Whatever the site manager remembers | Full fault and service history |
| Warranty | Checked after the invoice arrives | Flagged when the fault is raised |
| Certificates | In a folder, somewhere | On the asset, with expiry dates |
| Repair or replace | Gut feel | Repair spend against replacement cost |
What an asset register gives you
- Faster, better-informed repairs
- No paying for work still under warranty
- Compliance evidence for every asset that needs it
- Capital planning based on real repair spend
- An estate you can describe accurately to an insurer, a buyer or a landlord
Fabric is open now with a free 30-day trial. See how the asset register connects to planned maintenance and compliance management.
Common questions
What is asset management software?
Asset management software keeps a register of the equipment and building services at each site, with details such as make, model, serial number, location, install date and warranty, and records everything that happens to each asset: faults, repairs, services, certificates and costs. It is the foundation of a CAFM system.
Which assets can I track in Fabric?
Anything that needs maintaining. Fabric comes with asset types for hospitality equipment (espresso machines, grinders, ovens, fridges, freezers, dishwashers, extract, gas appliances, HVAC) and building services, and you can add your own.
How do I get my assets into Fabric?
Import from a spreadsheet, add them site by site, or have your contractors record them as they attend jobs. For larger groups we offer a paid onboarding service where every site is visited and the assets audited and recorded.
Can I see what an asset has cost over its life?
Yes. Every job against an asset carries its invoice, so you can see repair spend by machine and compare it with the cost of replacement.
Does Fabric track warranties?
Yes. The install date and warranty period are stored on the asset, and a fault raised during warranty is flagged so you do not pay for a repair the manufacturer should cover.
How much does Fabric cost?
Fabric Core is £79 per site per month, or £67 a month paid annually, with optional bolt-ons for planned maintenance, compliance, contractors and costs. Fabric Complete, with everything included, is £129 per site per month, excluding VAT. There are no per-user fees and no long contracts.
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Read moreRun your estate on Fabric.
Try it free for 30 days with your own sites. No card needed, and we help you set up.