Monthly preventive maintenance for your café equipment
Check the espresso machine, grinder, cold units and dishwasher each month and keep a signed record.
Monthly layer added on top of daily and weekly cleaning. The checklist fires automatically on the 1st of each month and is signed with a PIN (Pro/Essential plan). Record of internal checks + a log of when the technician (SAT) came.
The check that prevents costly breakdowns
Monthly preventive maintenance of a café includes descaling and changing the water filter of the espresso machine, checking the group gaskets, pump pressure and boiler, and cleaning the steam wands. For the grinder, cleaning the burrs; for the cold units, cleaning the condensers; and descaling the dishwasher. This monthly cadence catches wear in time and prevents costly breakdowns.
This checklist and its record are a control tool, but they do not replace the official technical service (SAT) of the espresso machine nor the authorised installer. Timlup does not repair or certify: it is there to keep a record of internal checks and to log when the technician came and what they did.
Maintenance in Excel tends to be forgotten or left out of date. With Timlup, the task list fires automatically on the 1st of each month and each operator signs it with a PIN, recorded in the manager's dashboard. This monthly cadence is available on the paid Pro or Essential plans, unlike the daily and weekly frequencies, which are free. That way, the paid plan ensures the check is never skipped.
Monthly equipment maintenance with a signed record
Coffee machine, grinder and cold units checked each month, signed with a PIN.
17 monthly maintenance tasks for your equipment
Carry them out each month to prevent breakdowns and extend the equipment's life.
Espresso machine
Monthly – approx. 50 min- 1 Change or clean the water filter and descale the espresso machine circuit. 15 min
- 2 Check the group gaskets for wear, replace if necessary. 15 min
- 3 Check pump and boiler pressure, compare with the pressure gauges. 10 min
- 4 Inspect and purge the steam wands, ensure they do not drip. 10 min
Grinder
Monthly – approx. 35 min- 1 Inspect and clean the burrs, blow out coffee residue. 15 min
- 2 Check the dosing and recalibrate the grind setting. 10 min
- 3 Assess burr wear and note for replacement if required. 10 min
Cold units (fridges and display chiller)
Monthly – approx. 45 min- 1 Clean fridge and display chiller condensers with a brush or vacuum. 20 min
- 2 Check door gaskets and seals, verify the airtight closure. 15 min
- 3 Verify temperatures with a calibrated thermometer and compare with the display. 10 min
Dishwasher and water
Monthly – approx. 50 min- 1 Thoroughly descale the dishwasher interior and boiler with a descaler. 25 min
- 2 Check and calibrate the detergent and rinse-aid dosers. 10 min
- 3 Check the coffee machine's water softener or osmosis system: salt, filters or membrane. 15 min
General items
Monthly – approx. 20 min- 1 Inspect plugs, cables and equipment fixings, check for any looseness. 10 min
- 2 Note any issues and wear detected to pass on to the official technician (SAT). 10 min
Maintenance log
when closing the monthly maintenance- 1 Log the monthly maintenance carried out (coffee machine, grinder, cold units, dishwasher, general items), any issues found and the person responsible who signs it. (Timlup helps you document it in an orderly way, but it is not a certified system and does not replace the authorised technician.) 5 min
- 2 Log the visit of the official technical service (SAT) or authorised installer: date, company, what they checked and the next scheduled date, attaching the service report if there is one. (This work is always carried out by an authorised professional, not Timlup.) 5 min
Monthly Equipment Maintenance
Check the coffee machine, grinder, cold units and dishwasher each month and record it.
Aroma Café · Bar
Monthly — Preventive maintenance
due 1st 23:00- Descale and change coffee machine filter
- Clean grinder burrs
- Clean cold-unit condensers
- Descale dishwasher
- Check pump and boiler pressure
- Note issues for the technician (SAT)
Your monthly maintenance, never missed
Timlup reminds you of the monthly checks and keeps a signed record.
Recurring monthly maintenance, never missed (paid plan)
Set the monthly cadence once, and the checklist fires automatically on the 1st of each month; your team knows what to inspect and nothing slips through. Available on the paid Pro or Essential plans.
Prevents breakdowns and extends the life of the coffee machine and equipment
Catching limescale in the coffee machine, worn grinder burrs or a dirty condenser early avoids stoppages during peak hours and expensive repairs from the official technical service (SAT).
Signed traceability + official technician (SAT) log
Each internal check is signed with a PIN and recorded with the date and the person responsible in the dashboard; you also log when the official technical service (SAT) came and what they did. Timlup does not certify anything: it helps you document in an orderly way.
Frequently asked questions about monthly café maintenance
We answer your questions about frequency, what's included and the role of the official technical service.
How often should preventive maintenance be carried out on the coffee machine and equipment?
What exactly does this monthly maintenance checklist include?
How does this checklist differ from the official technical service (SAT) inspection of the coffee machine?
Does Timlup repair or fix the coffee machine?
Is monthly maintenance included in Timlup's free plan?
How long does the full monthly maintenance take?
John Guerrero
Founder of Timlup · Founder of ChefBusiness
15+ years working on business operations and process digitisation. Behind Timlup, ChefBusiness and AI Chef Pro. These guides capture the daily-control procedures I see working in operations-heavy businesses across Spain.
More on cafés
Back to the hub or explore the other cluster types.
Start with monthly maintenance today
Monthly cadence on the paid plan. Try it.