Maintenance software for hotels, pubs and restaurants
Keep track of repairs and equipment in one place. Staff report a fault from their phone, it becomes a job with an owner and a due date, and regular servicing is scheduled automatically. Every piece of equipment has its own record, including the serial number and when the warranty runs out.
Please note: Inntally is software, not a repair company. Your own staff and your own contractors do the work. We do not carry out repairs or send out engineers.
Most venues track repairs in a WhatsApp group.
It works until it doesn’t. Here are the three things that usually go wrong.
Faults get forgotten
A staff member spots a problem and tells the manager. The manager finishes their shift. Nobody wrote it down, so the repair never happens and the same fault turns up again weeks later.
Servicing gets missed
Extract cleaning, gas safety checks, filter changes. They all have due dates, and they are usually kept in one person’s head. When that person leaves, the dates leave with them.
You pay for repairs twice
Equipment fails while it is still under warranty, but nobody can find the serial number or the purchase date. So you pay for a repair you were entitled to for free.
Report a fault. Track it until it’s fixed.
Report a fault in seconds
Staff report a problem from their phone. Add a photo, choose how urgent it is, and say where in the building it is. The job is now on a list everyone can see.
Set priority and a due date
Mark a job low, medium, high or critical, and give it a date. Urgent jobs are easy to spot instead of sitting in the same list as everything else.
Give the job an owner
Assign it to a member of staff or to an outside contractor, and record their contact details and the expected cost on the job itself.
Schedule regular servicing
Set a job to repeat. When it is completed, the next one appears automatically, so annual and quarterly servicing stays on the list.
Overdue jobs are chased
If a job passes its due date, it is flagged automatically. Nothing sits quietly at the bottom of the list.
See where every job stands
Reported, assigned, in progress, on hold, done. “On hold” matters, because waiting for a part is a real reason a job hasn’t moved.
A record for every piece of equipment.
Fridges, ovens, coffee machines, cellar cooling, dishwashers — each one gets its own record.
| What you can store | Why it’s useful |
|---|---|
| Serial number | The first thing every engineer and every warranty claim asks for, and usually the hardest to find. |
| Warranty end date | Check whether a repair should be free before you agree to pay for it. |
| Last and next service date | See what is due soon, without keeping a separate diary. |
| Where it is | Which venue and which area, so nobody is looking for “the fridge near the back door”. |
| Purchase date, cost and current value | Useful for your accountant, and for deciding whether to repair or replace. |
| NFC tag | Stick a tag on the machine. Staff tap it with a phone and go straight to the right record. |
| Photo and notes | A photo of the model plate saves a long phone call later. |
Built for hospitality, not for factories.
A failed check creates the job
If an item on your opening checklist fails, Inntally can create the repair job automatically. The problem is recorded by the person who found it, at the time they found it, without them stopping what they are doing.
Most maintenance software isn’t made for you
Products like MaintainX and UpKeep are built for factories with a maintenance department. In a pub or restaurant there is no maintenance department — it is the duty manager, in between everything else. Inntally is built for that.
One system, not another login
Maintenance sits alongside your checklists, food safety records and rota. Jobs can be linked to a department, an area and a shift. You are not paying for a second product or keeping two lists of the same building.
Common questions.
Do you do the repairs?
No. Inntally is software. Your staff and your usual contractors do the work. We give you the place to record it, schedule it and keep the history.
Is this a full maintenance system?
It covers what a hotel, pub or restaurant actually needs: an equipment list, repair jobs, scheduled servicing, priorities, due dates and reminders. It does not do factory-style parts stock or labour costing, and we would rather tell you that now.
Can staff use it on their phones?
Yes. It works on phones, tablets and computers, and you can add NFC tags to equipment so staff tap the machine to open its record.
What does it cost?
Every venue starts with a free 60-day trial and no card is needed. Maintenance is included with the operations tools rather than sold separately. Paid prices are being finalised — get in touch and we will give you a straight answer.
Try it free for 60 days.
No card needed. Start with your equipment list and add jobs as they come up.