Every asset, its service history and its paperwork in one place
Rotahr keeps a register of every piece of equipment in the venue — what it is, where it lives, what it cost, who to ring, when it was last serviced and when it is next due — with the certificates and invoices attached, and it warns you 30 days and 7 days before anything falls due.
The gas interlock certificate, the extraction clean, the cellar cooler service, the coffee machine warranty. Every venue has a dozen of these and no system for them. They live in an email, a folder behind the office door, or the memory of whoever rang the engineer last time. Losing track costs you either an unplanned closure or a callout invoice for something that was still under warranty.
The register lives inside the Log Book, so an asset that has broken and an asset that is due a service sit where a manager already looks every shift. Each asset carries its make, model and serial number, where it is, purchase date and price, warranty provider and expiry, the engineer's company and phone number, a service interval, and a replace-by date — because a machine can be perfectly serviced and still need budgeting for.
Every visit is logged against the asset: what kind of visit it was, who came, what they did, what it cost and whether the warranty covered it, with the service report or invoice uploaded to the record. Logging a service rolls the next due date forward by the interval, and a one-off date an engineer books survives instead of being overwritten. Warnings arrive 30 and 7 days out, a digest lands every Monday morning with what is due that week, and costs display in your own currency from your business settings.
What it does
Asset register
Name, category, location, make, model and serial number, purchase date and price, and a status: active, faulty, awaiting parts, out of service or retired.
Warranty and who to ring
Warranty provider, expiry and notes alongside the service company, contact name, phone and email, so nobody pays for a callout that was covered.
Service history
Every service, repair, inspection, installation and callout against the asset: date, engineer, company, cost, whether it was under warranty, and what was actually done.
Documents and certificates
Warranties, invoices, service reports, manuals and photos uploaded to the asset or to a specific visit, held in private storage and streamed only to your own team.
30 and 7 day advance warnings
Service dates, warranty expiries and replace-by dates each warn twice, far enough ahead to book an engineer rather than react to a breakdown.
Monday morning digest
A weekly summary of what is due, so the week gets planned before service starts rather than after something fails.
Who this is for
Kitchens and cellars full of equipment on service contracts, and any operator who has paid for a callout that a warranty would have covered.
What it doesn't do
- —It reminds you, it does not book the engineer. There is no contractor marketplace, no job dispatch and no link into a service company's diary.
- —Not fixed-asset accounting. Purchase price and warranty are recorded, but Rotahr does not calculate depreciation or post an asset ledger into the bookkeeping module.
- —No barcode or QR asset scanning, and no wired temperature probes — fridge temperatures are logged in the HACCP module by a person.
- —Service intervals are yours to set. Rotahr does not know the manufacturer's recommended schedule for your specific machine.
Common questions
Where does the register live?
Inside the Log Book, next to the faults and repairs staff already report, so a broken machine and a machine due a service are in one place.
How far ahead does it warn me?
Thirty days and again seven days before a service, warranty expiry or replace-by date, plus a digest every Monday morning with the week ahead.
Can I store the certificates in it?
Yes. Warranties, invoices, service reports, manuals and photos attach to the asset or to a specific visit, and are held in private storage rather than behind a public link.
Does logging a service update the next due date?
It rolls forward by the service interval automatically, and if an engineer books a one-off date that does not match the interval, that date is kept.
See it with real data
A full demo venue, nothing to sign up for. First month free if you keep it.
Open the demoWorks with
HACCP & food safety
Digital temperature checks, delivery records, cleaning schedules and a corrective action log. Export a full HACCP pack as PDF for an inspection.
Bookkeeping & receipts
Snap a receipt or delivery note and AI reads the vendor, date, total and tax. Category totals, P&L, tax summary and CSV export for your accountant.