Know what you own, where it is, and when it needs calibrating.
Every tool, tester and ladder on one register with serial numbers, purchase price, receipts and who has it. Calibration warnings before you certify a result with an instrument that is out of date. ServicePay is tool tracking and equipment register software for UK trades, keeping serial numbers, receipts, purchase values, calibration dates and the van, store or person holding each item in one place.
Forty-two tools, and the two that need attention
The register is only useful when it tells you something. Two of these rows are doing work.
Tool & equipment register
42 items · replacement value £18,940
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Calibration due in 9 days
Testo 557s flue gas analyser
Serial 557S-2210934 · Van 2 · bought 12 Mar 2024, £1,180
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Calibrated to 14 Nov 2027
Megger MFT1741 multifunction tester
Serial MFT-1741-08822 · Van 1 · bought 04 Aug 2023, £1,420
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No calibration needed
Hilti TE 6-A22 SDS drill
Serial TE6A22-887431 · Van 2 · receipt on file
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Hard to prove is yours
Makita DHR243 rotary hammer
No serial number recorded · no receipt on file
Why the red badge matters. An out-of-calibration instrument is grounds for challenging the certificate you issued with it. Nine days is enough time to send it away and get it back. Finding out afterwards is not.
What's included
Serial numbers and receipts
The two things an insurer asks for and nobody has to hand. Stored against the tool from the day you buy it.
Who has it, and in which van
Assign a tool to a van, a store or a person. Stop the 'who took the SDS' conversation.
Calibration due warnings
Using an instrument that was out of calibration on the day undermines the evidence behind any result you certified with it. You get told before that happens, not after.
Replacement value at a glance
The register totals what your kit is worth, so you know whether your cover is realistic.
Purchase history
Supplier, date and price kept against each item, which is what proves the tool was yours and legitimately bought.
Works with tags
Any item on the register can be given a scannable code. Same record, readable by anyone with a phone.
Tool Tracking & Equipment Register — your questions
Why does calibration matter so much?
If you issue a certificate using an instrument that was out of calibration on the day, the certificate can be challenged. The register warns you 30 days out so the tester goes away and comes back before it costs you a job.
Do I have to enter everything at once?
No. Most people add tools as they buy them and backfill the expensive items first. The register is more useful with ten real entries than a hundred half-finished ones.
What if a tool has no serial number?
You can still register it, and it will still take a tag. But an item with no serial and no tag is very hard to prove is yours, and without one it is much harder to prove the item was yours.
How far ahead does it warn me about calibration?
Thirty days, so the instrument can go away and come back before it costs you a job. An out-of-calibration instrument is grounds for challenging the certificate you issued with it.
Not sure how it all fits together?
See Tool Tracking & Equipment Register alongside everything else
A guided tour of the whole product — the quoting and invoicing everyone has, and the register, the tags, the compliance board and the CIS handling that only we do. No sign-up, no card, about four minutes.