Monthly Equipment Maintenance Checklist for Accounting & Finance
A scheduled maintenance checklist for all business equipment, covering deeper inspections and servicing tasks that go beyond daily and weekly checks.
Built with ASIC regulatory requirements, AML/CTF compliance, Tax Practitioners Board obligations, and APES standards in mind.
Complete Checklist
- 1Review the equipment maintenance schedule and confirm which items are due this monthCritical
- 2Inspect all equipment for wear, corrosion, or developing faults
- 3Clean or replace air filters on HVAC systems and ventilation equipment
- 4Lubricate all moving parts, hinges, and mechanisms according to manufacturer guidelines
- 5Check and tighten all bolts, fasteners, and connections on machinery
- 6Test and calibrate measurement or precision equipmentCritical
- 7Inspect and test all electrical connections and groundingCritical
- 8Check belts, chains, and drive components for tension and wear
- 9Clean equipment thoroughly including areas not covered in daily cleaning
- 10Update firmware or software on digitally controlled equipment
- 11Test emergency stop functions and safety interlocks on all equipmentCritical
- 12Review and update the equipment asset register with current condition notes
- 13Instruction any replacement parts or consumables needed for the next month
- 14Schedule any specialist servicing required from external technicians
- 15Complete the monthly maintenance log with all work performed
Frequently Asked Questions
What maintenance records should we keep for compliance and insurance purposes?
Maintain a log of all inspections, maintenance activities, and repairs for each piece of equipment, including dates, who performed the work, parts replaced, and any test results. Keep manufacturer manuals, warranty certificates, and service agreements. These records support insurance claims, demonstrate compliance with WHS obligations, and help with asset management planning.
When should we repair versus replace equipment?
Consider the age of the equipment relative to its expected lifespan, the cost of repair versus replacement, the frequency of recent repairs, the impact of downtime during repairs, and the efficiency or capability gains of newer models. As a general rule, if the repair cost exceeds 50 percent of the replacement cost and the equipment is past its midlife, replacement is usually the better investment.
How do we create an effective equipment maintenance schedule?
Start with manufacturer recommendations for each piece of equipment. Factor in the age, condition, and usage intensity of each item. Create a calendar that spreads maintenance tasks across the month to avoid disrupting operations. Use a tracking system to ensure nothing is missed and to record the maintenance history for each asset.
Need help implementing these checks into your daily operations?
Our team can build custom checklists integrated into your daily operations workflow.