How to Complete Maintenance?
Once a service job is scheduled in Rentablez, your team moves it through two stages — Start and Complete — before the asset is released back to inventory. Every step is logged automatically with a timestamp and the name of who performed it, so you always have a full history of the work done.
Job Ready to Start? — Mark It In Progress
A job stays in Scheduled status until someone actually begins the work. Starting it records the real start date and shows the team the asset is being serviced.
You can start a job two ways:
- From the Service & Repair list, click the Start button on the job’s row.
- Or open the job to reveal its detail drawer and use the Start control in the banner at the top.
Either way, confirm the Actual Start Date and click Start.
The job status changes to In Progress. The drawer banner now shows which day of the service window you’re on (for example, Day 2 of 5) and a progress bar for the percentage of scheduled time elapsed.
Overdue jobs show a red Start button. Start them as soon as possible — the asset stays blocked from new rentals until the job is completed.
Where Costs Are Logged
Once a job is started, two extra tabs appear in its detail drawer: Costs and Complete. (These are hidden while a job is still Scheduled.)
Use the Costs tab to record what the service cost — parts, labor, external service charges, and transport — before or after you mark the job complete. The Complete tab also shows a running Total Recorded Costs figure with a quick View Costs / Add Costs shortcut into that tab.
For the full walkthrough, see How to Log and Track Service Costs?.
Work Done? — Complete the Job
When the service is finished, open the in-progress job and click Mark Complete in the footer (or open the Complete tab directly). Then:
1. Set the completion date
Confirm the Actual Completion Date. This is required and defaults to today.
2. Add completion notes
Describe what was done in the Completion Notes box. To save typing, pick a starter from the Insert template… dropdown — this drops a ready-made checklist into the notes that you can then edit:
| Template | Best for |
|---|---|
| Preventive Service Complete | Scheduled preventive maintenance |
| Corrective Service Complete | Fixing a specific fault |
| Routine Inspection Complete | Regular check-ups |
| Emergency Repair Complete | Urgent breakdown repairs |
3. Finish
Click Complete in the footer. The job moves to Completed, and the asset becomes bookable right away — the drawer confirms “Equipment will be available immediately.”
The completed view keeps a permanent summary of the job: the completion date and time, the total recorded cost, and your completion notes.
Same Asset Due Again? — Schedule the Next Service
If this asset needs recurring servicing, you can queue up the follow-up in the same step instead of scheduling it separately later.
On the Complete tab, tick Schedule next maintenance. A short form expands:
- Next Start Date — choose Recommended to let Rentablez set the date automatically from the recurrence interval you configured when scheduling, or choose Custom Date to pick your own start (and optional end) date.
- Reminder — how far ahead to be notified: 1 day before, 3 days before, 7 days before, 14 days before, or No reminder.
- Repeat — how often the next job should recur: Don’t repeat, or every 7 / 15 / 30 / 60 / 90 days.
A Summary box previews the next maintenance date, reminder, and repeat setting. When you’re ready, the footer button changes to Complete & Schedule — click it to complete the current job and create the next one in a single step.
If you don’t tick Schedule next maintenance, the job simply completes and no follow-up is created.
Tracking Everything — Activity Timeline
Click the Activity button in the top-right of any job’s detail drawer to open the Activity Timeline. Every action taken on that job is listed chronologically — who created it, who started it, when it was completed, and any cost or detail changes made along the way. This is your full audit trail for every service job.
You’re All Set!
The job is complete and the asset is back in stock, available for new bookings. If you scheduled the next service, Rentablez has already created the follow-up job for you. Completed jobs also appear in the History view on the Service & Repair page, where you can filter by date range and export to CSV.
Recorded service costs don’t have to stay internal — if the work was chargeable, you can turn them into a customer invoice. See How to Bill Maintenance Costs to a Customer?.