Maintenance scheduling
- What a year of this plan costs to run
- $4,560
- Planned maintenance hours a year
- $120
- What one unit costs to keep on the plan
- $114
Every figure here comes from the figures you enter and the method stated beside it: your unit count, your visit lengths, your rates. The site publishes no safety rule and no regulatory requirement; what your site must do is a matter for your regulator, your insurer and your own competent person.
Maintenance scheduling is the act of turning a list of assets and a set of intervals into dated work that somebody is actually going to do. It fails in one of two ways at almost every site: the intervals live in one person's head, or they live in a spreadsheet that stopped being true the first time a visit moved. What follows is the shape that survives both, and what a schedule has to hold before it can be trusted.
Open the HVAC preventive maintenance planner Free to use. No account, no card, no trial clock.
List the assets, then set the interval on each
The asset is the unit, not the visit. Every asset carries its own interval, so a due date is derived from the last completed visit rather than typed into a calendar and forgotten.
Let the schedule derive what is due
Due is a calculation, not a status somebody maintains. When a visit completes, the next one moves by the interval, which is the single thing a spreadsheet cannot do and the reason spreadsheets go stale.
File the completed visit against the asset
What was done, by whom, on what date, and what failed. Filed on the asset, because every question anybody asks later begins with the asset and never with the month it happened in.
Maintenance scheduling: common questions
Should maintenance be scheduled by calendar or by runtime?
By whichever actually drives wear. Buildings and most fixed plant run on the calendar; engines, compressors and vehicles run on hours or miles. A schedule that can only do one of the two forces the other into a note.
What happens when a visit is missed?
Decide once, and let the system apply it: either the next due date shifts by the interval from the completed visit, or it stays on the original cadence. Both are defensible, and mixing them is how a plan quietly drifts.
How many assets before a spreadsheet stops working?
The count matters less than the movement. Once visits move, once a second person edits it, or once anybody needs the history of one asset, the spreadsheet is the thing generating the work rather than removing it.
Upkeepvo Pro
Keeping what you make
The planner is free. Pro is what happens after you have decided the intervals: the assets go in as records, each one carries its own due date, and every completed visit files against it so the history is there the next time somebody asks when this was last serviced.
- Download the plan as a file you can send on
- Your plans and checklists without our name on them
- Save a plan and open it again next quarter
- Your site name and logo on every plan and checklist
- Export every plan and checklist you hold, in one go
- Send a due-visit reminder from inside the schedule
- Take payment for maintenance you bill on
- Connect QuickBooks or Xero to your account
$25per month, whole site
Start Upkeepvo Pro PricingUpkeepvo Pro is $25 per month, billed monthly, and renews each month at that price until you cancel. The price and renewal terms are shown again before checkout.
Will it do what you need for Maintenance scheduling?
Tell us how your site keeps its maintenance schedule today and what you want off the spreadsheet.
Cite or embed this figure
Preventive maintenance software is sold per user: MaintainX lists its Essential plan at $25 per user per month billed monthly, read 2026-09-04, so the bill grows with the crew rather than with the schedule.
HVAC preventive maintenance planner (What a year of this plan costs to run): $4,560, Upkeepvo, worked example.
Cite as: "Maintenance scheduling, Upkeepvo", updated 2026-09-04, https://upkeepvo.com/maintenance-scheduling/.