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UpKeep alternative: is Cohiva Control right for you?

In short

Cohiva Control is an UpKeep alternative for operators who want maintenance and fixed-asset depreciation in one system rather than two. It runs the usual CMMS workflows, then carries each asset through to a native depreciation ledger that posts journals to Xero, QuickBooks, NetSuite or Crunch, and it enforces a non-overridable contractor-compliance gate. If you mainly need a mobile-first field app with a large community, UpKeep remains a strong choice.

UpKeep alternative: is Cohiva Control right for you?

If you are searching for an UpKeep alternative, you usually already know what a CMMS does and you are weighing a switch for a specific reason. This page is written to help you decide honestly, not to talk you out of a product that may suit you well.

When UpKeep is already the right tool

UpKeep is a mature, mobile-first maintenance system with a large community and a deep library of setup content. If your buying decision is driven by frontline technicians who want the smoothest phone experience, or by a team that wants the broadest pool of examples and peers to learn from, UpKeep is a strong option and switching for its own sake would not help you. Maintenance teams whose finance function depreciates assets in a completely separate process, and who want their maintenance tool to stay focused on maintenance, are well served there.

When an alternative makes sense

The reason operators look past a maintenance-only CMMS is almost always the same: the asset you maintain and the asset your accountant depreciates are the same asset, yet they live in two systems with a spreadsheet in between. Cohiva Control closes that gap.

It runs the maintenance workflows you expect, an asset register with stable QR-codeable IDs, a server-enforced work-order state machine, preventive maintenance on time or meter intervals, inspections that can raise a work order on a failed item, and parts with reorder points. Then it carries each asset into a native depreciation ledger.

What Cohiva Control adds

The depreciation engine supports six methods: straight-line, diminishing value, double declining balance, units of production, sum of years digits and AASB 16 leases. Each monthly run is idempotent, writes to an append-only ledger and can post journals to Xero, QuickBooks, NetSuite or Cohiva Crunch. Money is a fixed-precision decimal rounded half up, never a floating point number, and depreciation never reduces book value below the residual value.

It also enforces a contractor-compliance gate that a maintenance-only tool typically leaves as a soft setting. A contractor with expired, missing or unverified public liability insurance, a trade licence or a site induction cannot be assigned to a work order. The block is a hard 422 with no override. You configure which documents are required; you cannot configure away the enforcement.

Cohiva Control is database per tenant, so each operator has an isolated database rather than shared rows.

A fair verdict

  • Choose Cohiva Control if you want maintenance and fixed-asset depreciation in one place, journals posted to your ledger, and a hard contractor gate, especially as an Australian operator needing AASB 16.
  • Stay on UpKeep if your priority is the best mobile field experience and the largest community, and your finance team is content to depreciate assets separately.

Part of the Cohiva platform

Cohiva Control sits in the wider Cohiva platform. Leisure operators often run it alongside Cohiva Complex, and finance teams connect it to Cohiva Crunch for the general ledger. Explore the platform at www.cohiva.app.

Frequently asked questions

Why would I move off UpKeep?
The common reasons are wanting depreciation handled in the same system that maintains the asset, wanting journals posted to the ledger instead of re-keyed, and wanting a hard contractor-compliance gate. If none of those apply, UpKeep may already be the right fit.
Is Cohiva Control cheaper than UpKeep?
Pricing depends on your asset count, sites and modules, so we do not publish a single comparison figure. Talk to the team for a quote scoped to your operation, and compare it against your current UpKeep plan directly.
What do I keep when I switch?
You keep your asset register and open work orders through a structured import. Historical maintenance records can usually be brought across as attachments or a data load; we scope this per operator.
Does Cohiva Control have a mobile app for technicians?
Yes. Technicians complete work orders, log meter readings and run inspections from a phone. The product's wedge over UpKeep is the finance layer, not a larger mobile community.
Who is Cohiva Control built for?
Maintenance, operations and finance leads at multi-site operators that run physical plant, typically in leisure, hospitality, property and similar sectors, who want assets, work orders and depreciation in one Australian-built system.