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best way to keep a good record roy would be an excel file, this way you can build in costings to your maintenance and show a yearly outgoing on each tool.
list each machine by serial number and model which will also help keep records for if the unthinkable happens.
using this type of method will also let you build a profile on each machine with repairs etc letting you know when its getting to the point that repair is more than replacing.
It's a simple excel spreadsheet as the previous post suggested. Listing which machine inc serial number, what happened i.e. service/repair. Date and costs.
Hope that helps
What it is I been as to show service and safety records as part of a tender for new work
also I had 2 lads at Shuttleworth college doing chainsaw courses and they come back saying I got do written safety inspections. for now, I copied the service page out of the handbooks
the maintenance costs I agree need to be charged to each machine allready do that
When I started mine for the contract I put in rough dates and only the new machines