Which cooler cost you the most last year? A repair log answers in a minute.

Start with the facts that don't change.

• The store and where the unit sits
• The make, model and serial number
• The date it was installed
• Warranty dates and the warranty paperwork's location

Then add a line for every visit.

• The date
• What was wrong, in plain words
• What was done, and which parts were replaced
• The cost
• Who did the work

A spreadsheet works. So does a binder in the office. What matters is that every visit goes in.

1. Repair or replace decisions on facts. When a unit's repairs add up, you see it. You can plan its replacement for a slow month instead of after it fails on a Friday.

2. Easier warranty claims. Many warranties ask for proof the unit was installed and maintained properly. A log with dates is that proof.

3. A faster fix next time. A technician who sees the last three repairs can often spot the real cause sooner. "The fan motor was replaced in March" saves a lot of guessing.

4. Better resale. Used equipment with a service history is worth more to a buyer.

For a restaurant group, use the same format in every store, kept in one shared place. Then you can compare.

• Which store calls about refrigeration the most?
• Which model of fryer keeps failing?
• Which repairs keep coming back?

Patterns across stores point to causes: a cleaning step one store skips, a model that doesn't hold up, or a unit in a bad spot.

The easiest way to keep a log current is to tie it to the repair. When the technician leaves, someone adds the line before filing the invoice. Ask your repair company for a written report after each visit. It makes the line easy to write.

Add temperature logs and cleaning records to the same place. Together, they tell the full story of each unit.

Once a quarter, read through the log for each store. Add up the repair cost for each unit over the past year. Circle any unit that needed the same fix twice. Those are the ones to talk through with your technician: is it a part that keeps failing, a cleaning step that keeps getting skipped, or a unit near the end of its life? Ten minutes with the log can save a lot of guessing.