Start a maintenance budget with an asset register: model, serial number, commissioning date, warranty status and responsible location.
Track scheduled service, breakdowns, parts, labor, transport and downtime separately. Link each invoice to an asset ID and service date; mark unsupported estimates as uncertain.
If a manufacturer maintenance plan or service contract exists, verify its scope, intervals, exclusions and call-out terms from the document. Keep current quotes separate from historical spending.
Total actual expenses by asset for the budget period. Separate known scheduled work from uncertain breakdown allowance; do not automatically carry last year's amount into the next period.
At each review, compare estimates with invoices and downtime records. Investigate differences and update the next plan using current service quotes and equipment condition.
