Industries

CMMS and asset finance for hospitality

In short

Cohiva Control is a maintenance and asset management system for hospitality operators running kitchen plant, refrigeration, HVAC and front-of-house equipment across one or more venues. It brings an asset register, preventive maintenance, inspections and a hard contractor-compliance gate together with native fixed-asset depreciation that posts journals to your ledger. Each operator runs in an isolated database.

CMMS and asset finance for hospitality

In hospitality, equipment failure has an immediate cost. A cool room that drifts out of temperature can put stock and food safety at risk, a fryer down on a Friday night dents the night’s takings, and an air conditioner failing in summer empties a dining room. Cohiva Control is built for operators who run that kind of plant across one or more venues, and it joins maintenance to the finance side so the asset you service is the asset you depreciate.

The plant behind the service

A hospitality venue runs more equipment than most guests would guess. The kitchen alone has ovens, ranges, fryers, grills, dishwashers and a long line of refrigeration, from under-bench units to walk-in cool rooms and freezers. Front of house has coffee machines, glasswashers, beer systems and point-of-sale hardware, and the whole venue depends on HVAC, hot water and exhaust systems. Cohiva Control gives each asset a place in a single register, with a stable identity and an immutable code you can put on a QR label. Staff scan the label and see the asset’s history, condition and open work, and that code is never reused when equipment is replaced, so the record stays reliable.

Preventive maintenance that protects the business

Hospitality equipment runs long hours under heavy load, so a planned maintenance rhythm prevents the failures that cost the most. Cohiva Control schedules preventive maintenance on a time interval or a meter interval, so heavily used plant can be serviced on actual usage. Schedules generate work orders automatically, and because that generation is idempotent, a re-run will not create duplicate jobs. You can track preventive maintenance compliance against the schedule, which matters when refrigeration servicing protects both food safety and stock.

When something breaks mid-service, the work order moves through a server enforced state machine from open to verified, illegal transitions are rejected, and every change is written to an append only history row.

Temperature and safety checks that turn into jobs

Refrigeration temperature checks and equipment safety walks are daily routines in hospitality. Cohiva Control inspection templates capture pass or fail items, numeric readings such as fridge temperatures, photos and signatures, and a failed item can raise a work order automatically. So a cool room reading out of range becomes a tracked job straight away rather than a number on a clipboard. Submitted inspections are versioned and immutable, giving you a clear record of what was checked and when.

A hard line on contractor compliance

Refrigeration, gas and electrical work in hospitality almost always goes to licensed contractors, and that is where compliance can slip under pressure. Cohiva Control will not assign work to a contractor whose public liability insurance, trade licence or site induction is expired, missing or unverified. The block is hard and there is no override, even for an administrator. You set the required documents, and the system enforces them on every assignment, which helps you comply with your own contractor management policy.

Finance built into maintenance

Kitchen and venue fit-outs represent serious capital, and a lot of it is leased or financed. Rather than handing the asset list to a separate fixed-asset register, Cohiva Control carries each asset through to native depreciation. It runs six methods, straight line, diminishing value, double declining balance, units of production, sum of years digits and AASB 16 for leases, holds money to the cent rather than as a floating point number, and writes each monthly run to an append only depreciation ledger. The journal can post to Xero, QuickBooks, NetSuite or Cohiva Crunch, so the asset you maintain and the asset you depreciate are the same record.

Australian built, multi-venue ready

Cohiva Control is Australian built and supports AASB 16 lease accounting for leased plant. It is database per tenant, so each operator runs in an isolated database, and a group of venues can be managed in the one platform.

Part of the Cohiva platform

Cohiva Control is part of the wider Cohiva platform. Hospitality and leisure operators often run it with Cohiva Complex, and finance teams connect to Cohiva Crunch for the general ledger. Explore the whole platform at www.cohiva.app.

Frequently asked questions

What equipment does Cohiva Control track in hospitality?
Any asset you register, from commercial ovens, fryers, refrigeration and cool rooms to dishwashers, HVAC, coffee machines and front-of-house equipment. Each carries its own history and maintenance schedule.
How does it help with food safety and equipment checks?
Inspection templates capture pass or fail items, numeric readings such as temperatures, photos and signatures. A failed item can raise a work order automatically, and submitted inspections are versioned and immutable.
Does the contractor gate cover refrigeration and gas work?
Yes. 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 enforced with no override.
Can it depreciate kitchen and venue assets?
Yes. Cohiva Control runs six depreciation methods including AASB 16 leases and posts monthly journals to Xero, QuickBooks, NetSuite or Cohiva Crunch from the same record your team maintains.
Does it suit a group of venues?
Yes. You can run multiple venues in the one system, and each operator's data sits in its own isolated database.