Managing Equipment

In Clean Estimate V2, open Ops to manage the operational assets your company depends on. The workspace combines assets, maintenance, and consumable stock so the office can act on a due service without switching tools.

What Lives Here

The Equipment page is for assets beyond the truck assignment list, including:

• Surface cleaners
• Pressure washers
• Reels and hose systems
• Ladders and specialty tools
• Vehicle records that also need maintenance and inventory tracking

Each asset shows its category, location, status, and current engine hours. Status can be Active, In repair, or Retired. Retired assets keep their history but no longer accept new meter readings.

Engine Hours and Corrections

Ordinary engine-hour entries only move forward. If a saved reading was wrong, enter the corrected value and a required reason. Clean Estimate records the previous value, corrected value, teammate, reason, and whether the correction was applied.

The Meter corrections panel is append-only. A correction that arrives from an offline device after a newer reading is kept for review but marked Not applied; it does not roll the asset backward or hide maintenance that is already due. Both this stale-correction refusal and a hard rejection caused by changed permission, crew access, or asset status are excluded from the phone's accepted meter history as soon as the upload response is recorded, even before sync-down supplies the refusal note or removes a rolled-back check. Those values therefore cannot lower the next-reading guard while the phone is offline. Dismissing the warning hides only the banner; the local refusal tombstone remains, so the refused value cannot become accepted simply because the message was dismissed. Office corrections also verify the exact meter value and observation time displayed when the form opened. If another manager saves a reading or correction first, the older form is rejected instead of overwriting that newer result; reload Ops, confirm the current meter, and try again if the correction is still needed. When an applied downward correction falls below the meter recorded by the latest service, Clean Estimate keeps that original service entry for audit but uses the latest applied correction as the effective maintenance baseline while the asset remains below the original reading. The next hour-based interval therefore starts from the corrected reading instead of waiting for the meter to reach the erroneous value again. If an operator later restores the original meter through the ordinary upward-entry control, the original service baseline becomes authoritative again instead of leaving the mistaken downward rebase active forever.

On mobile, a future-dated device clock is clamped to the server's current time for ordering. A lower ordinary reading is kept for review but cannot advance the asset's observation clock or block a genuinely higher reading taken earlier. If a queued reading or correction loses to a newer observation, the truck-check screen excludes that refused value from its local meter floor and shows the operator why it was not applied. The warning describes only the latest meter attempt, so a later attempt clears an older refusal after it becomes current; if that attempt is also refused, its own reason appears. Once an accepted correction syncs back, the screen resumes using later server meter updates, including readings entered by another teammate. An authoritative office correction also supersedes older checks on the device: a new post-correction reading can move forward from the corrected value without reviving a higher reading recorded before the correction.

An offline correction can also be rejected because the teammate's Equipment permission or crew access changed before upload, or because the vehicle was retired. In that case the server does not keep the correction row and the meter remains unchanged. Before completing the upload, the mobile app saves a local-only rejection notice with the vehicle and attempted hours. Truck check shows that warning after sync—even when the retired vehicle is no longer in the device's asset list—and keeps it visible until the operator dismisses it. Ask an Owner or Manager to review the vehicle and enter an authorized correction if needed.

Maintenance Rules

Create a rule for one asset or, when you have all-location access, for an entire asset category. A rule uses one cadence:

• every specified number of engine hours; or
• every specified number of days.

When a rule becomes due, the asset is highlighted and the due banner shows the task, elapsed value, and threshold. Select Mark done to log the service and start the next interval. Changing a rule can also make it due immediately: lowering its cadence below the current elapsed hours or days, or reactivating an already-due rule, sends the same maintenance alert without waiting for another meter entry.

One active task name can apply to an asset once per cadence basis. Clean Estimate prevents duplicate hour rules, duplicate day rules, and same-basis category/asset overlaps because maintenance history follows the task name. An hours rule and a days rule for the same task are independent safety clocks, so both can remain active and each cadence can be edited separately. If older same-basis rules overlap during the V2 rollout, the tightest hours or days cadence is promoted to the surviving category rule so required service is never delayed. If that promotion makes another asset immediately due by engine hours, Clean Estimate sends the maintenance alert during the rollout instead of waiting for another meter entry. Assets already due under their previous category or asset-specific rule are not alerted again. After maintenance has been logged, that rule's task name is locked; cadence and active status remain editable. Rule renames also coordinate with Mark done: if service is logged first, the task name stays locked, and if a rename saves first, a stale Mark done click is refused instead of recording service under the old name. Refresh Ops and mark the current task done.

Category rules span every location. Creating or editing one therefore requires all-location access. A teammate pinned to one location can manage only assets visible at that location.

Equipment Permission

Viewing Ops does not grant write access. Adding assets, changing status or hours, correcting meters, editing maintenance rules, and moving stock require the teammate's Equipment permission (manage_equipment). Owners and manager-level teammates (shown as admin in the V2 role selector) receive it by default. An authorized owner can open Settings > Team, select Permissions on the member row, and grant or remove that teammate's individual equipment-management access. V2 enforces the saved override on the server. V1's separate role-template editor remains required parity.

How It Relates to Trucks

Trucks are surfaced separately in Settings -> Trucks for faster dispatch setup.

Use the Ops asset area when you need the fuller operational record, such as:

• Maintenance history
• Purchase details
• Assigned locations
• Notes and lifecycle tracking

Equipment saves now reject malformed type, status, date, and cost payloads before they hit the database. Maintenance log entries use the same guardrails, so incomplete repair notes or invalid maintenance amounts fail with a readable error instead of storing broken records.

Operations Use

Keeping equipment records current helps your team:

• See what assets are available
• Track where equipment is stored
• Keep maintenance records organized
• Avoid booking jobs without the right gear available

Related Guides

• Learn more about Inventory.
• Learn how Locations help organize equipment across shops and yards.