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Forms & Compliance
Know what you are working on.
Keep the full history of a machine in one place, even when it changes hands.
Overview
The customer might be the same. The asset is not.
An asset in WorkGuru is a “thing” you want to keep a history against — a machine, a vehicle, a piece of plant — regardless of who owns it. That last part matters more than it sounds.
The asset aggregates every quote and project that’s been assigned to it into the asset’s own tabs. So instead of the machine’s history being scattered across four jobs raised over three years under two different customers, you open the asset and see the lot. The asset also summarises the financials in its actual versus forecast widgets, so you can see what the thing has cost and earned over its life rather than job by job.
And when the owner changes, you update the asset’s client without affecting any of the history. That’s the case that breaks most systems: the machine gets sold, the new owner brings it in, and everything you knew about it is filed under the previous customer. Here the history stays with the asset because it was never attached to the customer in the first place.
For service and repair businesses that’s usually the whole argument. The question “what did we do to this machine last time” is the one you’re asked most often and the one that’s hardest to answer from job records alone.
What’s inside
What you get
01
Asset records
02
Customer connection
03
Job history
04
Documents and photos
05
Service context
06
Team access
The reality
Why you need it
The customer has several machines and everyone calls them something different.
The 2018 one, the yellow one, the one from the Tuesday breakdown. Without a record for the machine itself, every conversation starts with establishing which machine, and the job history gets attached to the wrong one about as often as not.
A technician knows the history, but the office does not.
So quoting the next repair depends on catching the right person, and when they’re on leave the business is quoting blind on equipment it has worked on a dozen times.
The last repair details are buried in an old job nobody can find.
The information exists. It’s in a project from fourteen months ago under a customer name that may since have changed. Aggregating jobs onto the asset is what turns that from an archaeological exercise into a page.
Photos and notes are kept against the customer instead of the actual equipment.
Which seems reasonable until the customer has six machines, or sells one. Then the history is attached to the wrong thing and follows the wrong party.
A repeat fault comes back and the team starts diagnosing from zero.
The most expensive version of this problem. You’ve seen the fault, you fixed it, and none of that is in front of the person looking at it today — so the customer pays for the diagnosis twice and trusts you slightly less
The asset changes hands internally and the history does not move with the work.
Machines get sold, and the new owner brings it to you because you know it. If your record was filed under the previous customer, you don’t know it any more.
How it works
How it works
01
Keep the asset record
02
Use a clear identifier the team understands
03
Connect work to the right asset
04
Keep useful notes, documents and history around it
05
Start the next job with what you already know
Capabilities
What it does
Capability
Asset records
A record for the “thing” itself — the machine, vehicle or piece of plant — that exists independently of any one job or customer. That independence is the whole design: the asset is what stays constant while jobs, owners and technicians change around it.
Capability
Customer connection
The asset has a client, but the history doesn’t belong to them. If the machine is sold, you update the asset’s client and every job you’ve ever done on it stays attached. That’s the case that breaks most systems, and it’s routine in service businesses working on second-hand plant.
Capability
Job history
Every quote and project assigned to the asset is aggregated onto the asset’s own tabs. So the machine’s full work history is on one page rather than reconstructed by searching jobs across three years and two customers. It’s the fastest answer to “what did we do to this last time”.
Documents and photos
Completed forms which can collect text, dates, photos, and manual signatures are automatically saved as read-only, timestamped PDFs in the project or production job’s Files & Forms tab.
Service context
The asset summarises its financials in actual-versus-forecast widgets, so you can see what the thing has cost and returned across its life rather than job by job. Useful when deciding whether a machine is still worth repairing.
Team access
Who can see asset records follows your roles and permissions, so the technician on the job and the office see what they need without asset history becoming a separate access question.
Day to day
What it looks like on a normal day
A mine customer calls about a pump.
Find the actual unit and the previous work before the technician leaves.
A machine comes back for another repair.
Start with what was done last time instead of relying on who remembers it.
A customer has several similar assets.
Keep the job against the right one so the history stays useful.
What you get out of it
What changes
Know which asset the job is about.
Keep useful repair and service history.
Give the next technician a better starting point.
Keep photos and records closer to the equipment they describe.
Make repeat work less dependent on individual memory.
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Discovered their contract work wasn’t profitable.
We didn’t wanna pay 100 grand upfront for a program – but then we found WorkGuru.
Nick Mazzella, Administrator, Frontline Trays & Trailers
Fit
Will it work the way we do things?
“We already track assets in another system.”
Keep it if it’s working. The overlap is smaller than it looks — most asset registers are built for ownership, depreciation and compliance, not for “what work have we done on this thing”. If your existing system answers that well, you don’t need this. If it doesn’t, this is the gap it fills.
“Our customers own the assets, not us.”
That’s often the case, and it’s the situation this is built for. The asset doesn’t have to be yours. It records the history of the thing regardless of who owns it, which is exactly what a service business needs — and if the machine is sold, you update the client and keep every job you’ve ever done on it.
“Some jobs are not against an asset.”
Fine — assign the ones that are. Plenty of work is one-off and doesn’t relate to a particular machine. Assets earn their keep on repeat work against the same equipment, and there’s no requirement to force everything else into that shape.
“We need full preventative maintenance functionality.”
WorkGuru does not have a dedicated, native Preventive Maintenance (PM) module like a true Computerized Maintenance Management System (CMMS). Instead, it handles preventative maintenance workflows using its core Asset Management, Recurring Projects, and Digital Forms functionality
By trade
Where this gets used
Works with
Connected features
FAQs
Asset Management questions
Can WorkGuru keep customer assets against operational work?
Yes, and this is the main use case. The asset holds its history regardless of which client owns it, and quotes and projects assigned to the asset are aggregated onto it. You don’t need to own the equipment for it to have a record.
Can we see previous jobs for the same asset?
Yes. Every quote and project assigned to an asset is aggregated into the asset’s tabs, so the machine’s work history is on one page rather than reconstructed from job searches. It’s usually the fastest answer to “what did we do to this last time”.
Can assets have documents and photos?
WorkGuru supports project documents and attachments; confirm exact asset-level attachment behaviour before publishing.
Can assets be used for service and repair businesses?
No. A CMMS is built around maintenance scheduling, work order management and asset hierarchies. WorkGuru assets are built around keeping the work history and financials of a thing together across jobs and owners. If your business runs on preventative maintenance scheduling, use the tool designed for it.
Does Asset Management replace a full CMMS?
Not necessarily. WorkGuru is focused on job-based operational execution; deeper maintenance requirements should be checked against the product.
Can we schedule recurring maintenance against assets?
Yes, you can schedule recurring maintenance against specific items using WorkGuru’s Recurring Projects feature linked to individual Managing Assets profiles.
Show us the equipment that keeps coming back.
We will show you how the asset and the jobs around it can give the team a better place to start next time.