Scheduled Services lets you create automatic recurring work orders for your equipment — based on either time intervals or machine hours. Instead of manually creating a work order every time maintenance is due, Quipli generates it for you when the threshold is reached.
Creating a Scheduled Service
Navigate to Service & Repair → Scheduled Services, then click Add Scheduled Service.
1. Name your service
Enter a descriptive name for the maintenance task (e.g., Oil Change, Routine Maintenance).
2. Select the maintenance type
Choose the type that fits the task. For scheduled recurring maintenance, this will typically be Routine Maintenance or General Service — not options like “Waiting for Parts” or “Repair Damage,” which are for reactive situations.
3. Set unit availability
Decide whether the equipment should remain available while the work order is open:
Soft Down — Unit stays available for rent
Hard Down — Unit is removed from inventory and cannot be rented
4. Service duration (optional)
If you want the work order to preload with a start and end date, enter the number of days the service is expected to take. If you’re unsure or it varies, leave this blank.
5. Set the schedule trigger
You can schedule by time, machine hours, or both:
Time duration — Example: every 3 months
Machine hours — Example: every 150 hours
If you only use one, leave the other blank.
How machine hour scheduling works: The schedule is based on a running meter. If you set a service to trigger every 150 hours and a unit is currently at 200 hours, the next work order will be created at 300 hours (the next 150-hour marker). If you leave the initial hour reading blank, Quipli assumes the schedule starts from zero, as if the machine is brand new.
6. Add units
Search for the product and select either All Units (most common) or a specific unit if that piece of equipment has a unique maintenance need.
7. Set the initial service date or hour reading
For time-based schedules, set the date you want the schedule to start from.
For machine hour-based schedules, enter the initial hour reading to start from.
8. Save
Click Add, then Save. The schedule is now active.
Visual walkthrough can be found here
What happens next
Once a scheduled service is set up, Quipli will automatically generate work orders for all associated units as each threshold is reached. Those work orders will appear under the Not Started tab in Service & Repair, where you can click in and manage them like any other work order.
Adding Parts and Services to Work Orders
When a work order is generated (or created manually), you can add parts and labor services directly to it. These pull from your inventory — not from Scheduled Services. A few things to keep in mind:
Services (e.g., labor, service packages) must have a price set or they won’t appear as options on a work order.
Parts must have a part number, stock quantity greater than zero, and a sale price set. Missing any of these is the most common reason a part doesn’t show up.
Tip: If something isn’t appearing in the dropdown when adding to a work order, check that all required fields (price, stock, part number) are filled in on that item in inventory.