Scan to open a live equipment record in seconds. Unauthorized users receive an access-denied message if they attempt to scan a QR they haven’t been granted access to.

That means your QR codes can be safely placed anywhere — on machines in the yard, on-site with customers, or even in public listings. Only those you authorize can see what’s inside.

Each scan is logged with a timestamp and user identity, creating a secure audit trail for every access event.

Smart CSV import that learns your column mappings and helps categorize assets.

Whether you manage 1 asset or 10,000, you can upload an Excel spreadsheet containing every single thing you know about each machine.

One row per asset, one column per property — from horsepower to tire size to manufacturer’s manual URLs.

Create, assign, and track maintenance jobs with complete lifecycle visibility.

A single button press updates management, technicians, and even customers. Everyone stays informed without phone calls or follow-ups.

Our checklists are thorough, field tested, and tell you a complex story about the state of the equipment at a glance. A well trained mechanic will be able to see the color-coded checklist and deduce the problem as they notice patterns in the work over time.

EquipQR includes real-world preventative maintenance checklists built by and for working repair shops like 3-A Equipment and their partners. These aren’t generic templates — they’re proven workflows shared with the wider community so every shop can benefit from field-tested best practices.

Free users can attach these checklists to work orders right away to experience structured, professional-grade PM tracking.

For subscribed organizations (with at least one paid user license), these checklists become fully customizable. You can clone, edit, and extend any global template — or build your own from scratch — to match your exact equipment lineup and service process.

Prefer paper? EquipQR also lets you print any checklist as a PDF, perfect for technicians who still work best with a clipboard in hand. Simply hand them the forms, then have your office staff record results digitally afterward.

Owners, managers, and technicians each see only what matters to them.

Technicians can add work notes — both public and private — while customers can only view what’s meant for them.

Cost breakdowns, internal comments, and service notes stay visible only to authorized roles.

This role-based access model keeps sensitive shop data confidential while still empowering transparency where it matters.

Attach inspection images, PDFs, and notes to each machine.
Photos and documents are securely stored in Supabase Buckets, preserving upload metadata — who uploaded it, when, and to which record.

Over time, every image becomes part of a living history of the equipment, providing undeniable context for warranty claims, service disputes, or resale documentation.

Visualize where your equipment is across job sites.
While EquipQR doesn’t use GPS trackers, it intelligently uses voluntary QR scan locations.

When a user scans a code and grants location permission, that data (with user, coordinates, and timestamp) updates the asset’s “last known” location.

This lightweight model saves cost and battery life while offering practical visibility — enabling shop managers to plan pickups, schedule technicians, and reduce unnecessary travel between sites.