¶ Assets & Maintenance
Subscription Tier: Starter, Pro
Assets is where you track the individual physical things your business owns — trucks, trailers, generators, mowers, weed whackers, PA systems, specific tents, etc. — separately from your rental inventory counts. Each asset has its own profile with purchase details, current value, service history, and upcoming maintenance. It's the complement to Inventory: inventory answers "how many do I have to rent out?", Assets answers "what do I own, what did it cost me, and when is it due for service?".
Navigate to Assets from the sidebar menu. You'll see a list of every asset you've added, grouped by type (Vehicles, Trailers, Equipment, Tools, etc.) with a summary row at the top showing total asset count, total purchase value, and how many assets have maintenance due soon.
- Click Add Asset.
- Fill in:
- Name — a recognizable label (e.g., "2022 Ford F-250", "20ft Landscape Trailer #2", "Honda HRX217 Mower")
- Type — Vehicle, Trailer, Equipment, Tool, or a custom type
- Serial Number / VIN — optional but recommended
- Purchase Date — when you bought it
- Purchase Price — what you paid
- Condition — New, Good, Fair, Needs Attention
- Notes — anything you want to remember
- Click Save.
The asset now appears in the Assets list and — if you added purchase price — contributes to the Owned Value total on the Assets dashboard.
Each asset can have one or more photos attached. Use this to document:
- The asset at purchase (condition for insurance)
- Wear-and-tear over time
- Damage before/after an incident
- The data plate / serial tag
Photos are stored with the asset and viewable in the asset detail panel. On the mobile app, you can snap photos directly from your phone camera while you're standing next to the asset.
¶ Maintenance Log
Open any asset to see its maintenance log — a running history of everything you've done to it.
¶ Logging a Maintenance Entry
- Open the asset.
- Click Add Maintenance Entry.
- Record:
- Date of service
- Type — Oil Change, Tire Rotation, Repair, Inspection, Blade Sharpening, Other
- Cost
- Performed By — yourself, an employee, or a shop
- Notes — what was done, parts used, anything that came up
- Click Save.
Costs logged here roll into the Analytics view so you can see your real cost of ownership per asset.
When logging a maintenance entry, you can set a Next Due Date or Next Due Meter Reading (hours/miles). The asset will then show up on the dashboard's maintenance-due alerts when that date/reading approaches, so nothing slips through the cracks.
¶ Maintenance Due Alerts
When an asset's next service is coming up (within 7 days by default) or already overdue, you'll see:
- A Maintenance Due card on the dashboard
- A badge on the Assets sidebar link
- The asset highlighted at the top of the Assets list
Clicking any of these jumps you to the asset so you can log the service.
When an asset leaves your business:
- Open the asset.
- Click Retire (or Mark Sold).
- Enter the date and, if sold, the sale price.
- The asset is moved to the Retired section but its history is preserved for your records and analytics.
You can also fully delete an asset, but retiring is usually the better choice — it keeps your history intact for tax time.
Every asset with a purchase price and purchase date contributes to your Owned Value number on the Assets dashboard and in the Analytics section. This is a simple straight-line depreciation estimate you can use as a quick gut-check on your fleet's book value. It is not a substitute for your accountant's books — it's meant as a quick reference for your own planning.
- Assets are different from inventory: A tent in Inventory tracks "I have 4 of these available to rent." An individual asset tracks "Frame Tent #3 was bought 2022-03-14 for $2,800 and had its poles repainted on 2025-05-02." Use both — they answer different questions.
- Deleting vs. retiring: Retiring preserves the asset's full history (purchases, maintenance, costs) for reports and tax records. Deleting removes it completely. When in doubt, retire.
- Photos aren't proof of insurance: Photos stored here are great documentation but your insurance company will have its own requirements. Treat Apex as a convenient archive, not a legal substitute.
- Maintenance cost in analytics is by-date, not by-asset-age: The Analytics view totals maintenance cost by the date you logged it, so a late-entered backdated entry still shows up in the month it happened — not the month you typed it in. Check the dates carefully when comparing months.
- Meter readings don't auto-update: If you track service by hours or miles, you need to update the current reading each time you log maintenance. There's no automatic odometer pull — enter what the meter actually shows.