Hotel maintenance management system: the work order file
- PM labour cost a month
- $960
- PM tasks a year
- 480
- PM hours a month
- 30
Every figure on this page is computed from the inputs entered, by the method stated below it: rooms times tasks times minutes into hours and cost, and rooms times occupancy times usage into units, par and the order. Turndownly publishes no benchmark of its own for a PM cycle, an occupancy or a unit cost, and the defaults are a worked example to replace with your property's figures.
A hotel maintenance management system is what a chief engineer or a general manager searches for on the day the paper log fails: a guest complaint about a room that was signed off last week, a brand audit asking for the PM history of every water heater, or a part ordered twice because nobody could see the first order. What the system has to carry is not complicated, and it is not optional either: a register of rooms and assets, a work order that runs from raised to closed with the part it used and the engineer who did it, a PM round on a cycle that reaches every asset and is signed off, and the purchase orders that fed both. This guide walks what that record has to hold and how the round's cost is worked, and the free hotel maintenance software PM planner on this site plans the round from your own rooms, cycle, minutes and hourly cost with no account.
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The register: every room and asset, with its cycle
The record starts with what there is to maintain: each room and each asset in it or behind it, the boiler, the chiller, the elevator, the kitchen extract, the pool plant, with its location, its manufacturer, its install date and the PM cycle it runs on. The cycle is the property's own or the brand's; the worksheet takes it as tasks per room a year and publishes no cycle of its own.
The work order: raised, assigned, completed, signed off, closed
A work order is one job on one asset: who raised it, what is wrong, who is on it, the part it needed and where it stands. The five statuses the system carries are the ones a hotel actually uses, because the front desk needs to know the room is back in service before it is sold, and the sign-off is the record the audit reads.
The round and the order: planned, costed, kept
Rooms times tasks times minutes is the round's hours, and hours times the loaded hourly cost is what it costs a month: 30 hours and $960 on the worked example, a tenth of a two-engineer team. Rooms times occupancy times usage is what the store consumes, and the par level less the stock on hand is the order; the paid plan keeps the round and the order against the property with the purchase orders that fed them.
Hotel maintenance management system: the work order file: common questions
What should a hotel maintenance management system record?
Every room and asset with its cycle, every work order from raised to closed with the part it used and the engineer who did it, every PM visit dated and signed off, and every purchase order against its supplier and its par level. The worksheets plan the round and work the order; Turndownly Pro keeps the record per property and exports it.
How much does a hotel's PM round cost a month?
Rooms times PM tasks per room a year times minutes per task, over 60 and over 12, is the hours a month; hours times the loaded hourly cost is the cost. On the worked example 120 rooms, quarterly, 45 minutes and $32 an hour is 30 hours and $960 a month. Enter your own figures; the worksheet publishes no benchmark.
Is there a free hotel maintenance software worksheet?
Yes. The PM planner on this site is free and needs no account: rooms, tasks per room a year, minutes per task, the loaded hourly cost, the engineers and their hours in, the tasks a year, the PM hours and cost a month and a year and the share of the team's hours out, printed as it stands. Turndownly Pro keeps every asset, work order and PM visit against the property.
Turndownly Pro
Keeping what you make
The worksheets are free forever. Pro turns them into the record: every room and asset with its PM round dated and signed off, every work order from raised to closed with the part it used, every purchase order against the supplier and the par level, your property's name on the paperwork, no watermark, and an export when the owner, the brand audit or the insurer asks.
- Download as PDF
- No Turndownly watermark
- Save every worksheet and reopen it later
- Your property's name and logo on the paperwork
- Export every asset, work order and purchase order in one go
- PM due dates and order reminders emailed to you and the team
- Connect your own Stripe account and get paid online
- Connect your QuickBooks Online or Xero
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Cite or embed this figure
On the worked example, 120 rooms on a quarterly PM cycle at 45 minutes a task is 480 PM tasks a year, 30 PM hours a month, $960 a month and $11,520 a year at a $32 loaded hourly cost, one tenth of a two-engineer team's 300 hours a month.
Hotel maintenance software: the PM planner (PM labour cost a month): $960, Turndownly, worked example.
Cite as: "Hotel maintenance management system: the work order file, Turndownly", updated 2026-09-04, https://turndownly.com/hotel-maintenance-management-system/.