Company Equipment gives you one place to keep records of everything your company owns: trucks, trailers, tools, and machines. Store purchase details, serial numbers, and warranty information, log maintenance and repairs as they happen, and set up reminders so registration renewals, inspections, and replacements never sneak up on you.
Company Equipment is available on the Advanced plan. You can find it in the left sidebar of your dashboard under More > Company Equipment.
BlueSuite has two equipment modules, and it helps to know which one you need:
This guide covers Company Equipment. For customer equipment, see the Installed Equipment guide.
Go to More > Company Equipment in the sidebar and click the Equipment button in the top right corner. You can record the following details:
Each piece of equipment has its own task list. Use tasks for anything with a due date: oil changes, registration renewals, annual inspections, or scheduled maintenance. Tasks can be assigned to a team member and can repeat on a schedule (weekly, monthly, yearly, or a custom interval), which works well for regular maintenance.
When Reminders enabled is checked on a task, the assignee (or the person who created the task if no one is assigned) gets an email and dashboard notification 24 hours before the due date.
If you set a replacement date on a piece of equipment, BlueSuite automatically creates a “Replace” task due on that date with reminders turned on. If you change the replacement date later, the task moves with it. If you clear the date, the pending task is removed. Completed replacement tasks stay on the record as history.
The notes section works as a running log for each item. There are four note types, and you can filter the list by each one:
Over time this builds a complete service history for every vehicle and machine you own, which is useful for resale, warranty claims, and deciding when something is costing more to fix than to replace.
Every piece of equipment has a files section where you can upload photos, titles, registrations, warranty documents, and receipts. There is also a dedicated Purchase Paperwork button at the top of the equipment page that uploads files tagged as purchase documents, so proof of purchase is easy to find later.
You can add custom fields to company equipment in Settings > Custom Fields to track anything specific to your business, like license plate numbers or storage locations. Equipment shows up in the search bar at the top of your dashboard, and you can search by name, make, model, serial number, VIN, or any custom field value.
By default, only managers, admins, and owners can access Company Equipment. You can grant access to members in Settings > Roles & Permissions. The whole module can also be turned on or off for your workspace in Settings > Modules.
No. Company Equipment is a record keeping tool for the things your company owns. It does not track vehicle locations. It stores details, documents, service history, and reminders for each item.
Company Equipment is included in the Advanced plan. Workspaces on a free trial can use it during the trial period.
The replacement date on the equipment drives the task. If you delete the task but keep the date, the task is recreated the next time the equipment record is saved. To remove it for good, clear the replacement date instead.
Yes, but not here. Use Installed Equipment instead. It ties each item to a contact and property, keeps a service history, and can remind you and your customer before a warranty expires or a replacement is due.
The task assignee gets the reminder. If the task has no assignee, the person who created it gets the reminder instead. Each person can control how they receive reminders (email, dashboard, or both) under account notification settings.