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Client Overview: A multi-location restaurant chain faced inefficiencies in tracking service requests, managing maintenance budgets, and handling asset maintenance records. Their reliance on spreadsheets and physical documentation led to data loss, delayed maintenance, and increased costs.

How Ezist Transformed Asset Management for a Multi-Branch Restaurant Chain?

Virginia asset management software

Challenges

1. Manual Tracking of Service Requests & Invoices

  • Used spreadsheets for tracking service requests, repairs, and invoices.
  • Difficulties in maintaining a centralized record, leading to mismanagement and overlooked tasks.

2. Physical Receipts and Documentation

  • Maintained physical copies of maintenance requests and receipts.
  • Manual sharing is required with the accounting team, causing delays and errors.

3. Data Loss Risks

  • No backup for spreadsheets and documents.
  • High risk of losing important maintenance records, leading to non-compliance and increased repair costs.

4. No Real-Time Updates on Requested Services

  • Teams were unaware of service request status until completion, causing confusion and lack of accountability.
  • * Delays in updates often led to double handling and inefficiencies.

5. Tracking the Downtime of Equipment

  • No reliable method to monitor how long an appliance or equipment was out of service.
  • This lack of insight made it difficult to optimize operations and identify recurring issues.

Approach

1. Digital Transformation with Ezist- Free Asset Management Maintenance App

  • The transition from manual spreadsheets to Ezist’s cloud-based asset management system.
  • Implemented centralized tracking of service requests, invoices, and repair history.

2. Automated Maintenance Scheduling & Asset Tracking

  • Digitized all restaurant equipment and assigned unique tracking IDs for real-time monitoring.
  • Established preventive maintenance schedules for all appliances.

3. Eliminating Paper-Based Processes

  • Shifted from physical receipts to digital documentation with automated updates for the accounting team.
  • Ensured secure cloud storage for all maintenance and financial records.

Implementation

Ezist was deployed across all branches, replacing manual processes with a cloud-based solution for managing restaurant assets.

1. Kitchen Equipment Maintenance

  • Ovens, Refrigerators, Dishwashers, Fryers, and Stoves: Stored digital service records, ensuring historical maintenance data was accessible.
  • Automated Preventive Maintenance: Scheduled routine service checks to prevent equipment breakdowns.
  • Proactive Alerts & Notifications: Sent reminders for upcoming maintenance, warranty expirations, and service deadlines.
  • Cross-Platform Accessibility: Managers accessed and requested services via iOS, Web, and Android. Anytime and Anywhere.

2. Front-of-House & Dining Area Equipment

  • POS Systems, Coffee Machines, Beverage Dispensers: Tracked service records and assigned maintenance tasks instantly.
  • Work Order Management: Enabled quick assignment of repair tasks to technicians, reducing downtime.

3. Accounting & Financial Reconciliation

  • Digital Invoice & Receipt Management: Eliminated the need for physical receipts, enabling direct sharing with the finance team.

4. Community Networking & Customer Support

  • Restaurant Teams & Service Providers: Connected with maintenance vendors, exchanged best practices, and resolved common issues faster.
  • 24/7 Customer Support: Provided immediate assistance for urgent service requests.

Results & Impact

1. Efficiency & Time Savings

  • Service request processing time was reduced by 45%.
  • Faster repairs minimized equipment downtime

2. Cost Reduction & Preventive Maintenance

  • Unexpected repair costs decreased by 30% due to scheduled maintenance.
  • Energy efficiency improvements led to 15% savings on utility bills.

3. Enhanced Customer Satisfaction

  • Improved kitchen efficiency and reduced order wait times by 20%.
  • Consistently functioning equipment ensured better food quality and hygiene.
  • Positive customer feedback increased by 35% across locations.

4. Data Security & Accessibility

  • Cloud-based documentation eliminated data loss risks.
  • Instant access to maintenance records improved compliance and audits.

Conclusion

The restaurant chain streamlined operations by adopting Ezist’s asset management and maintenance software, reduced maintenance costs, and enhanced customer satisfaction. The shift from spreadsheets and physical records to a cloud-based solution ensured long-term operational efficiency and business growth.

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