Landscaping contractor tool & equipment tracking software

By the numbers

Equipment loss and theft are persistent problems for landscaping crews working across multiple sites. The numbers make a clear case for digital tracking.

One platform

Stop juggling whiteboards, paper forms and spreadsheets. MapTrack connects tool and equipment tracking, pre-starts and inspections, and maintenance scheduling into a single platform built for landscaping crews in the field.

Frequently asked questions

Common questions from landscaping and grounds maintenance teams.

What is landscaping equipment tracking software?

Landscaping equipment tracking software is a platform that helps landscaping contractors, grounds maintenance teams and commercial landscaping companies track, manage and maintain their mowers, tools, equipment and vehicles across jobs and depots. It replaces spreadsheets, whiteboards and paper forms with a single source of truth for where assets are, who has them, what condition they're in and when they're due for service. MapTrack combines asset tracking (QR codes, barcodes, GPS), pre-start and inspection forms, maintenance scheduling and work orders, and reporting, all on mobile in the field.

Can we track equipment by crew or vehicle?

Yes. MapTrack lets you assign mowers, tools and equipment to individual crew members, crews or vehicles. When a crew loads a trailer for the day, assets can be checked out against that crew or vehicle. Reports and filters show you exactly what's with each crew, what's at the depot and what's unaccounted for. When gear comes back at the end of the day, check it in so you always know what's where.

How does MapTrack help with mower maintenance and servicing?

MapTrack tracks service schedules for ride-on mowers, zero-turns, walk-behinds and all other equipment. You can set maintenance triggers based on engine hours, runtime or calendar intervals. When a mower hits its service threshold, a work order is automatically created and assigned to your mechanic or workshop. Every service record - parts, costs, labour. Lives alongside the asset's full history. Pre-start failures can also trigger work orders so defects are addressed before the next job.

Can we run trailer and van audits?

Yes. Use bulk scanning (QR or barcode) to verify what's on a trailer or in a van before crews leave the depot. MapTrack records each asset scanned, when it was scanned and who scanned it. Compare scanned results to expected tool lists and immediately see what's missing, extra or unaccounted for. This takes minutes instead of manual clipboard checks and gives you audit-ready evidence of what went out and what came back.

Does MapTrack work offline on job sites?

Yes. MapTrack is built for field use with offline support. Crews can scan assets, complete pre-start forms, update work orders and record information in areas with no connectivity, which is common on large commercial landscaping sites, rural properties and council grounds. Data syncs automatically when the device comes back online. No work is lost.

Can we use GPS tracking for our fleet vehicles and trailers?

Yes. MapTrack supports mixed tracking methods in a single platform. Use QR or barcode labels for hand tools, power tools, mowers and smaller equipment. Use GPS tracking or telematics data for vans, utes, trailers and larger plant where devices are fitted. GPS gives you live location, geofence alerts when vehicles leave a boundary, and time-on-site data for job costing. All asset types live in the same system regardless of how they're tracked.

How do pre-starts work for mowers and plant?

Operators scan a QR code on the mower or piece of plant, then complete a pre-start checklist on their phone. Forms can include visual checks, fluid levels, blade condition, safety guards, tyre pressure and anything else relevant to the equipment type. Photos can be attached as evidence. Results are timestamped and linked to the asset record. If any item fails, a work order can be triggered automatically so the defect is tracked through to resolution.

What about tracking consumables like fuel and fertiliser?

MapTrack supports consumable and inventory tracking alongside your equipment. You can track fuel usage, fertiliser, herbicide, mulch and other supplies by job or crew. This gives you visibility into material costs per job and helps with reordering. Consumables sit in the same platform as your equipment, so everything is in one place.

How does MapTrack pricing work for landscaping teams?

MapTrack uses per-asset pricing with unlimited users included. Not per-seat licensing. You can give access to every crew member, supervisor, mechanic and office admin without your costs growing as the team does. This is a significant advantage in landscaping where crew sizes change with seasonal demand and you may need casual staff to complete pre-starts or check out tools. Pricing scales with the number of assets you track, not the size of your team.

How long does it take to get a landscaping team set up on MapTrack?

Most landscaping teams are running on MapTrack within one to two weeks. The typical approach is to start with one asset class - like your mower fleet or key power tools : import or scan in assets, set up your first workflows (usually pre-starts or tool check-out), and roll out to crews. MapTrack's onboarding team supports you through setup and training at no additional cost. Once adoption is solid on one workflow, expand to more asset types, maintenance scheduling and additional depots.