Software for coffee machines and commercial kitchen equipment

Every machine has its own record. Your report is the proof your customer needs.

Monteur pakt gereedschapskoffer uit een servicebus.

The information is in your head or in the van
On Tuesday morning, you drive to a restaurant for the scheduled maintenance of three espresso machines and a freezer. Which type of filter does that machine use again? What was replaced during the previous service visit, and how long ago was that? The answer is on a paper job sheet somewhere in a folder, or in the head of your colleague who was there last time.

Breakdowns always happen at the wrong time
Meanwhile, a café calls because their coffee machine has stopped working and they open at ten. That is not a breakdown that can wait until tomorrow. You have to rearrange the entire day.

Your report is the proof your customer needs
Whether you maintain coffee machines, repair commercial kitchen equipment or service dishwashers and refrigeration systems in hospitality businesses, every machine is a separate asset with its own maintenance history, replacement intervals and the report your customer may need to show during an inspection.

Twee servicemonteurs bespreken samen een papieren werkbon op kantoor.

Where things currently go wrong

You only know what is installed once you get there

You do not know exactly what is installed at each location until you drive there. Model, year of manufacture, which filter it uses, which pump was replaced last time: none of it is stored centrally. Your technician has to work out on-site what is needed, or bring extra parts just in case.

Your customer asks for documentation you do not have ready

The NVWA checks whether hospitality businesses can demonstrate that their equipment is properly maintained. You carried out the maintenance, but the report is sitting in a folder at the office or only exists as a paper job sheet.

Breakdowns disrupt your entire day

A broken coffee machine before opening time is a crisis for your customer. You need to respond immediately, which means the rest of your planned service visits have to move with it.

Servicemonteur voert reparatie en onderhoud uit aan technische apparatuur.

What changes with Simple-Simon

Every machine has its own record

You register each machine as an asset under the correct customer, including the brand, model, serial number, installation date and the filter or parts used. Your technician scans the QR code on the machine and immediately sees the full history, even in a basement or kitchen without a signal. The next time they visit, they already know what they need to bring before they arrive.

Your maintenance planning runs automatically

You set how often maintenance should recur for each machine or contract, whether monthly, quarterly or annually. The jobs automatically appear on your planning board when they are due. In one overview, you can see which machines need to be scheduled that week and for which customer. That is the difference between being able to serve five customers and fifty.

An urgent breakdown takes one minute to schedule

Coffee machine broken and the customer calls in a panic? On the planning board, you can see who is available, create the job sheet and send it straight to your technician’s app, including the machine record. Any maintenance visits you move are updated visibly in the schedule.

From job sheet to invoice on the same day

Your technician completes the job sheet on-site, registers the parts used, adds photos and collects the customer’s signature. As soon as the job sheet comes in, a draft invoice is ready in your accounting software, whether you use e-Boekhouden, Exact Online, SnelStart or WeFact.

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Monteur voert onderhoud uit aan een installatie met gereedschap.

Your report, the proof your customer needs

The NVWA inspects hospitality businesses for food safety, including whether equipment is demonstrably maintained. Your customer needs that documentation during an inspection. You are the one who creates it, and Simple-Simon makes sure it is always ready.

The maintenance report as proof

Every job your technician completes generates a completed form showing what was checked, what was replaced and what the measurement values were. That report remains linked to that specific machine and is immediately available to the customer, either as a shared report or through the customer portal. During an inspection, your customer has everything at hand without needing to call you.

Your own checklists for each machine type

You can create your own maintenance forms, such as a service form for an espresso machine, a cleaning protocol for a commercial dishwasher or an inspection checklist for a refrigeration system. You link the form as a mandatory attachment to the job sheet type. Your technician cannot skip it, so every point is demonstrably checked.

Maintenance history for each asset

All inspections, repairs and maintenance visits are stored chronologically on that machine’s asset card. Not in a folder at the office, but accessible via the QR code on the machine itself, even when you are not there.

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Why coffee and commercial kitchen technicians choose Simple-Simon

  • You can be up and running within a day, even if you still use paper job sheets and WhatsApp for planning. No implementation process that takes months.
  • Your technicians actually use it. That is the difference between software that works and software that stays stuck in the office.
  • Every machine has its own record, including maintenance history, replaced parts and photos, all accessible by scanning the QR code.
  • Your own checklists for each machine type are linked to the job sheet type and cannot be skipped.
  • Your maintenance planning runs automatically, whether you have ten customers or one hundred.
Sales Team medewerkers samen op de foto.

See how it works for your coffee machine or commercial kitchen service business

Want to see how other coffee machine and commercial kitchen service companies manage their machines without folders or Excel? In one hour, we walk through a job the way you would plan it, from service report to invoice. We also look at how your existing machines can be added to Simple-Simon.

Book a demo now with a consultant who knows the industry.

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Frequently asked questions from coffee machine and commercial kitchen equipment companies. Simple answers.

What is software for coffee machines and commercial kitchen equipment?

Software for coffee machines and commercial kitchen equipment is a system that helps service companies manage planning, job sheets, machine records and invoicing. You register each machine as an asset under the correct customer, automatically schedule maintenance visits and generate a report after each service visit. Your technician works from an app on-site, even without an internet connection. In the office, you can see at a glance which service visits are scheduled and which job sheets still need to be invoiced.

How do I keep track of when each machine needs maintenance?

You register each machine as an asset and set the maintenance frequency to monthly, quarterly or annually. The jobs automatically appear on your planning board when they are due. This means you do not have to keep track of when each machine needs maintenance yourself; the system notifies you.

Can I use my own service forms?

Yes. You can create your own forms, such as a service form for an espresso machine, a cleaning protocol for a dishwasher or an inspection checklist for a cooling unit, and link them as a standard attachment to the job sheet type. Your technician automatically sees the form and cannot skip it. The completed report remains linked to that machine.

How do I give my customer access to the maintenance report?
After each service visit, the completed report is stored on the asset card for that machine. You can share it directly with your customer as a PDF report in your own branding, or give the customer access through the customer portal. This means that during an NVWA inspection, they can immediately provide proof that their equipment has been properly maintained.
Does the app work without an internet connection, for example in a basement or kitchen?

Yes. The app works offline. Your technician can complete job sheets, checklists and service forms without an internet connection and can also access the machine records. As soon as a connection is available again, everything synchronises automatically.

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“Our company has been using this app for a very long time, and now with the new 3.0 version, it works even better. Thanks a lot!”

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