Equipment
The Equipment module keeps track of which capital goods you manage yourself: machines, tools, vehicles and so on. You manage every device as a separate object with its own information, such as a serial number, brand, location, status and the user who is working with it at that moment. That way you always know where a device is, who is using it, on which project it is being deployed and whether its inspection is still valid.
Creating a piece of equipment
In the Equipment module, click the + sign to create a new piece of equipment and then complete the file (see below).
The equipment file
Material info
Here you record the fixed characteristics of the equipment.
Field | Description |
|---|---|
Name | The name of the equipment. |
Brand | The brand of the equipment. |
Serialnumber | The serial number or the barcode that is on the equipment. You can search on this number in the overview. |
Item | Link the corresponding item. After all, equipment that you deploy on a site has to be invoiceable. |
Supplier | The supplier from whom you purchased the equipment. |
Stock location | Where the equipment is at this moment. |
Location | Where the equipment is normally kept, separate from the stock location. |
Status | The status of the equipment, for smoother follow-up in the overview. You create statuses via the settings. |
Planning group | Link the equipment to a planning group. The equipment then appears under that group on the dayplanning of a project. |
Use details
Here you note who is using the equipment at this moment.
Field | Description |
|---|---|
Employee | The employee who is responsible for the use of the equipment at this moment. |
Subcontractor | The subcontractor, when the equipment is used by an external person or organisation that works independently. |
At project | The project on which the equipment is being deployed at this moment. |
Customer | The customer for whom the equipment is being used at this moment. |
Overview
In this section you consult all linked subscriptions, work orders, supply orders, incoming invoices and stock changes of the equipment. This is also shown visually in a chart.
Tabs
History
The history is built up on the basis of the stock changes of this piece of equipment. That way you can see which location the device was moved to and who it was handed to.
Planning
Under Planning you consult an overview of the dates on which the equipment was lent out. You find a link to the project concerned there, and you can see at which times the equipment was lent out and returned.
Certificates
If the equipment is a machine that requires maintenance or an inspection on a regular basis, you receive a certificate or another proof of approval after that maintenance. You keep that here digitally for checking. You can also link a due date to it, so that you keep an eye on the follow-up of your inspections.
For example: a truck undergoes an inspection and is approved. You receive the inspection certificate and keep it digitally with the certificates.
Registering equipment hours
If you want to keep track of how many hours a machine runs, for example in order to pass those hours on to a work order, you work with an item of the type 'Hour code - material'. Just as an hour code for employees registers the hours achieved, an hour code for equipment registers the running hours of your machines. You can read more about the various item types in Item types.
Equipment vs. Installations
Robaws has two separate modules that resemble each other but have a different purpose:
- The Equipment module is used to manage your own capital goods (machines, tools, vehicles and so on).
- The Installations module is used to record what you install at the customer (an air conditioner, for example) and on which you can then schedule maintenance.
So these are two completely separate items, each with its own overview and its own settings. You can read more about installations in Installations.
Updated on: 04/09/2026
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