Landscaping equipment tracking software: what you own, what's due, and who has it
Track every mower, trimmer, truck and trailer in one record: serial numbers, maintenance due by days or run hours, service history, and who is holding each item right now.
- Every mower, trimmer, truck and trailer in one record
- Serial numbers and purchase records, ready before you need them
- Push alert when service is due — by days or by run hours
- See who's holding each item, and when it moved
You know you own three blowers. You do not know when the zero-turn's blades were last sharpened, which truck the stick edger rode out on, or where the serial number for the trimmer that walked off in June is written down. That costs nothing most weeks. It costs you on two days: the morning a mower quits mid-job, and the morning an adjuster asks for make, model, serial number and proof of purchase. Okason is landscaping equipment tracking software built into **Crew Pro** — one record per machine, maintenance schedules that fire on days or run hours, and a written history of who had what.
Build your lawn care equipment inventory list
The record is the point. Not a map, not a live dot on a screen — a written list of what you own that exists before something goes wrong.
What each record holds
Adding equipment takes a Name and an Equipment Category. The rest is optional and worth two minutes anyway: Serial Number, Purchase Date, Purchase Cost, Equipment Status, Notes, and a Primary Photo shot with the phone camera.
Categories ship as Mower, Truck, Trailer, Hand Tool, Power Tool and Other. Owners add their own in the Manage Categories panel on web.
Why the list matters
This will not stop anyone from cutting a lock and taking your trailer. No software does.
What it does is make the day after survivable. An insurer wants make and model, serial numbers, proof of ownership and purchase records — and the moment you need that list is the moment it’s too late to build it. Coverage questions: do you need insurance for a landscaping business.
Lawn care equipment maintenance software that counts hours, not just days
A mid-job breakdown is almost never a surprise. It’s an interval nobody was counting.
Set the schedule
On an item’s detail screen you add a Maintenance Schedule per service type — Oil Change, Blade Replacement, Air Filter, Spark Plug, Annual Inspection or Tire Rotation.
Pick Days and enter the interval plus the Last Service Date, or Hours plus the Starting Hour Reading. Okason previews the next due before you save, and one item carries as many schedules as it needs.
Get told before it quits
When the date lands or the hours threshold is hit, you get a push notification.
Sort the Equipment List by Next Maintenance Due and overdue items rise to the top with a Service Due badge, while anything with no schedule sorts last — a fast way to find machines you never set up.
Hours matter more than the calendar for the gear that actually runs. Under a calendar rule, the mower that ran six days a week all July gets serviced on the same date as the one that came off the trailer twice. That’s how you under-service the machine doing the work.
Building your first intervals? Start with our landscaping equipment maintenance schedule.
Know who has it: assign equipment to a crew member, a crew, or a truck
“Which employee has that piece of equipment” is the most concrete question owners ask, and almost nothing in this market answers it.
Every item has exactly one holder at a time — a Crew Member, a Crew, or a Truck — picked from a searchable list.
Reassign it and Okason closes the old assignment and writes it to Assignment History, so there’s a record of when the blower moved trucks. End Assignment closes custody and leaves the item with no holder.
A crew member’s profile lists their Assigned Equipment, so when someone quits mid-season you see what they’re still holding before you deactivate them — see crew management. Assignments follow the work — see assign jobs to crew members and job scheduling.
Every service on one item, in date order, with the receipt attached
When the work is done, an Owner or Manager opens Log Service and records Service Type, Date, Cost, Performed By, Notes, a Receipt upload, and optionally a link to a Job from the last thirty days.
Marking it complete resets that schedule’s next-due date or hour reading — you never have to move the interval yourself.
Where it all lands
Everything goes to Service History: a timeline, newest first, filterable by Date Range, Service Type, Performed By and Status.
Damage reports sit in the same timeline, linked to the job they happened on, so a repair bill traces back to a specific afternoon. Owners export the history to CSV, and a service linked to a job puts Related Equipment Costs on that job’s detail screen — see how to calculate landscaping job costs. Those receipts are the paper trail behind equipment deductions at tax time.
One deliberate limit: Crew Members never see cost. Not purchase cost, not service cost, not a rollup, anywhere. They see equipment, schedules, next-due dates, photos, holder and status.
What your crew has to do, and what it doesn’t
Any system that needs a field worker to scan a tag twice a day is dead inside two weeks. On the phone it’s an equipment maintenance tracking app for landscapers already holding a trimmer: four small things, each tied to something the crew already does.
- Daily Check-Out — one prompt on the day’s first Start Job, listing that person’s assigned items: “All Present — Continue to Job”, “Report Missing Item”, or “Skip”. Once a day, not at every job, and it never blocks a job from starting.
- Report Issue — a note with voice-to-text and an optional photo from the jobsite. It creates a pending maintenance log, flips the item to In Maintenance, and push-notifies you and your managers. Under thirty seconds, and it replaces the end-of-day phone call that never happens.
- Damage Report — on every Complete Job: pick the item, add notes and a photo, choose Minor, Major or Needs Service. Only Needs Service opens a pending log and notifies you.
- Usage Hours — one numeric prompt after the day’s last Complete Job. Blanks are skipped, not stored as zeros.
If you came looking for equipment check in check out software, here’s the honest version: Okason does the check-out half. There’s a morning check-out, and End Assignment closes custody — there is no check-in step, and there won’t be one.
Set up your fleet at a desk, not over a lost weekend
Most owners quit on the first evening. The realistic scope: a two-to-five person crew has eleven to twenty items worth recording, not a fleet.
Do the smallest useful version first — name, category, serial number, purchase date, purchase cost — and let photos, schedules and assignments follow one machine at a time.
Row checkboxes on the web list give you Bulk Reassign Holder, Bulk Set Category and, for owners, Bulk Archive, so cleaning up a rough first pass takes minutes.
Coming off a spreadsheet
Straight answer on migration: there is no CSV import yet. You type it in once — the argument for doing it in the off-season, alongside the rest of your winterizing.
Retiring a machine
When one leaves for good, Archive it: status becomes Retired, it drops out of default lists, assignment pickers and check-out prompts, and its history is kept. Archive is one-way — Show Retired makes the row visible again, but there’s no restore action.
How Okason compares to other landscaping equipment tracking software
Search this term and page one is tracking hardware — tags, RFID and GPS units sold per asset — plus third-party roundups.
All of it answers “where is my stolen mower right now.” None of it answers “which of my three blowers is due, and what truck is it on.” Among landscaping business apps, the picture is thinner than it looks.
| Okason | Yardbook | LawnBuddy | Jobber | Arborgold | |
|---|---|---|---|---|---|
| A page explaining equipment tracking | Yes | Nav label, no page | De-indexed and empty | No page, no feature | Blog posts only |
| Serial number and purchase record | Yes | Support docs only | Not documented | Custom fields you build | Yes, as a costed resource |
| Assigned to a person, crew or truck | Yes, with history | Not documented | Not documented | No | Default equipment per crew |
| Hours-based service intervals | Yes | Not documented | Maintenance warnings | No | Via GPS integration |
| Requires tags or hardware | No | GPS listed | No | Third-party fleet | GPS partner data |
| Cost to unlock | Crew Pro — see pricing | Free tier is the pitch | Gated to a mid tier | Not offered | Enterprise quote |
Scroll the table sideways to see every column.
Worth naming honestly: LawnBuddy has the closest feature set of the group and has de-indexed the page describing it, so you can’t evaluate it without an account. Jobber’s answer is to build it yourself out of custom fields. For the wider field, see best landscaping software for small business.
The bigger split is who these pages are written for. Aspire’s equipment product targets seven-figure companies with a mechanic and an office manager.
This one is written for the owner with a trailer, three guys and no shop — which is why the landscaping equipment management app lives on the phone. Run the business from your phone covers the rest of that day.
How it works
Open Operations → Equipment. An empty account shows "No equipment yet" and an Add Equipment button.
Click Add Equipment, fill in Name, Equipment Category, Serial Number, Purchase Date, Purchase Cost, Equipment Status, a Primary Photo and Notes, and click Save.
On the Overview tab of Equipment Detail, click Add Maintenance Schedule.
Pick a Service Type, choose Days or Hours, enter the interval plus either the Last Service Date or the Starting Hour Reading, and save it to the Schedules tab.
Click Assign and pick a Crew Member, Crew or Truck. The holder shows in the header and a row lands in Assignment History.
Your crew works, and the mobile prompts do the rest: check-out, Report Issue, damage report, usage hours.
When the schedule comes due you get a push notification and the item rises to the top of the list with a Service Due badge.
Open Log Service and enter Service Type, Date, Cost, Performed By, Notes, the receipt, and optionally the job it belongs to. Okason resets that schedule's next-due.
Search by name or serial number, open the item, and read the Service History tab. Owners export it to CSV.
Frequently asked questions
No, and nothing will. What it changes is the day after: make, model, serial numbers, purchase dates, costs and photos already sit in one place, which is what an insurance claim and a police report both ask for.
Explore more features
Everything else Okason does for landscaping crews.
Job Scheduling
Set up weekly mows once, send the right crew to the right address, and move a rained-out day in one action.
Crew Management
Add a new hire, email them an invite code, build your crews, and send the day's work to a whole crew.
Customer Management
Every customer, property, gate code, and balance in one record your crew can open from the truck.
Ready to Manage Your Crews
and Grow Your Business?
Join landscaping businesses that stopped drowning in paperwork and started landing more jobs. Download Okason Software today and see the difference in your first week.