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Free bill of materials template (maintenance BOM)

Free maintenance bill of materials template. Parent asset, part numbers, supplier, lead time, criticality A/B/C and revision control per ISO 55001.

Updated 10 Aug 2026

Bill of Materials Template (Maintenance BOM)

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0 of 5 rows started

One line per part. Record the current OEM part number and note any superseded or approved alternative against it. Quantity is per assembly.

#LineOEM part no.Alt / superseded no.DescriptionQtyUoMSupplierLead time (days)Unit priceCrit.
e.g.---Excavator - 8 tonne1-----
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2
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The PDF includes all 20 numbered rows, ready to print or fill on screen.

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Jarrod Milford

Jarrod Milford

Co-Founder & Commercial Director

Updated 10 August 2026
Also see:Maintenance and work orders →Best CMMS software →MapTrack vs MaintainX →

Short answer

A maintenance bill of materials lists every service-replaceable part on a parent asset: part number, OEM and alternative numbers, quantity, unit of measure, hierarchy position, supplier, lead time and A/B/C criticality. It is updated whenever a part, modification, supplier or service bulletin changes, not on a calendar. ISO 55001:2024 clause 7.6 covers asset data and information, and ISO 14224:2016 gives an equipment taxonomy for the hierarchy.

Checked against ISO 55001:2024 (Edition 2) on by the MapTrack templates team. How we check templates

Key takeaways

  • The MapTrack bill of materials template (maintenance BOM) has 10 columns and room for 20 entries. Columns: Line, OEM part no., Alt / superseded no., Description, Qty, UoM, Supplier, Lead time (days), Unit price, Crit..
  • Record both the OEM and the approved alternative part number on each line, with the supplier lead time in days.
  • Update the BOM when an OEM bulletin supersedes a part number or a modification changes what is fitted.
  • ISO 14224:2016 is scoped to petroleum, petrochemical and natural gas equipment, so treat its taxonomy as a reference model elsewhere.
  • Give each change to a primary OEM part number a named approver and a revision date.

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Used by construction, mining and field service teams

Saunders InternationalMineral ResourcesSupagasHacer GroupMetro TunnelUltrabuilt

What is a bill of materials template (maintenance BOM)?

A maintenance bill of materials, or maintenance BOM, is the structured parts list that defines every service-replaceable part attached to a parent asset, indexed by part number, quantity, unit of measure and position in the asset hierarchy. It is a different document from a manufacturing BOM. A manufacturing BOM exists to build a product on a production line and includes every raw material, sub-assembly and consumable used during manufacture. A maintenance BOM exists to keep an in-service asset running and includes only the parts a maintenance team will order, fit or replace through the operating life of the asset. The two share a common ancestor in the OEM engineering BOM but diverge sharply in scope, granularity and change-control discipline once the asset is delivered to site.

A properly maintained maintenance BOM is the connective tissue between the asset register, the stores inventory, the critical spares list and the work-order system. When a corrective or preventive work order is raised against an asset, the maintenance BOM is what the planner consults to identify the required parts, cross-reference OEM and alternative part numbers, check supplier preference, read lead-time days and confirm criticality (A/B/C). Without a BOM, every work order falls back to phone-tag with the OEM dealer and tribal knowledge in the stores team, which is the single biggest source of preventable downtime in mid-sized maintenance operations.

From a compliance angle, ISO 55001 requires controlled documented information (clause 7.5) and control of change (clause 8.2), which is where BOM configuration control sits, AS/NZS ISO 9001 layers in the quality management discipline for revision control and ISO 14224 provides the asset taxonomy that makes the BOM hierarchy meaningful for reliability reporting. In regulated industries such as aviation, rail, mining heavy plant and pressure equipment, the maintenance BOM is also a primary artefact during a SafeWork or OEM warranty audit because it evidences that the parts fitted to an in-service asset match the original certification.

Learn more about maintenance and work orders in MapTrack.

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Benefits of using this bill of materials template (maintenance BOM)

  • Faster work-order planning: a structured BOM lets the planner identify every required part in seconds rather than chasing tribal knowledge through stores
  • OEM and alternative visibility: capturing both OEM and aftermarket part numbers gives the planner a sourcing fallback when the dealer is back-ordered
  • Lead-time transparency: lead-time days per part feed directly into the planning horizon so scheduled work is not held up waiting for parts
  • Criticality classification: A/B/C coding identifies which parts must be held as critical spares versus which can be ordered against demand
  • Supplier preference enforcement: a primary and secondary supplier per part stops ad-hoc buying and concentrates spend with the best service partners
  • Revision control discipline: tracking revision history against OEM bulletins and superseded part numbers stops obsolete parts being ordered against current assets
  • Configuration audit evidence: a stamped BOM with revision history satisfies ISO 55001 and ISO 9001 expectations for documented configuration control

Benefits of digitising forms in MapTrack

When you digitise bill of materials process documents in MapTrack, you get:

  • Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
  • Email the right people when a form is submitted, with an automation you set up.
  • File every completed form against the asset, location or person it covers.
  • Download any completed form as a PDF, with failed answers listed at the top.
  • Fill in forms offline; they upload when the device is back online.
  • Build conditional logic (show or hide questions based on answers).
  • Take pictures or attach photos. Not possible with a paper-based form.
  • Electronic signatures.
  • Edit forms later without reprinting.
  • Set who can view, fill in or edit forms with user roles.
  • Upload a paper form (PDF, Word, Excel or a photo) and MapTrack's AI builds a digital version for you to check.
  • Raise a work order from a submitted form with an automation you set up.
  • Track service intervals by hours, kilometres or calendar date in one place.
  • Attach supplier invoices and parts receipts to each maintenance record.

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“Bloody amazing! We used to spend 1-2 days a week tracking and managing our generators alone.”
Saunders International

Steve McAllister

Asset Coordinator, Saunders International

What to include in a bill of materials template (maintenance BOM)

This bill of materials template (maintenance BOM) covers 12 key areas:

  • Parent asset identification: parent asset ID, name, OEM make and model, serial number and the hierarchy level the BOM line attaches to
  • Asset hierarchy level: ISO 14224 taxonomy level (asset, sub-system, component, maintainable item) so the BOM rolls up to the right reporting level
  • OEM part number: primary OEM part number from the engineering BOM, with superseded numbers cross-referenced in a history field
  • Alternative part number: approved aftermarket or alternative-supplier part number with approval evidence (OEM bulletin, engineering review, fitment test) recorded
  • Part description: clear description suitable for stores receiving and work-order text, avoiding OEM-only nomenclature where a generic term is clearer
  • Quantity per assembly: quantity at parent-asset level, with left-hand and right-hand columns where mirrored parts apply
  • Unit of measure: each, metres, litres, kilograms or set, recorded explicitly to avoid receiving errors and allow consumption tracking
  • Supplier preference: primary and secondary supplier with supplier code, account number and current unit pricing where available
  • Lead time days: lead-time from purchase order to dock-receipt against primary supplier, with secondary supplier lead-time as a fallback
  • Criticality rating (A/B/C): A for unit-down with no substitute, B for workaround or short-lead substitute, C for low-impact consumables
  • Shelf life and storage: shelf life in months for rubber goods, lubricants and batteries, plus temperature, humidity or orientation requirements
  • Last revision and sign-off: revision number, date, the engineer or reliability lead who approved the change and the bulletin or work order that triggered it

How to use this bill of materials template (maintenance BOM)

  1. 1. Define the asset hierarchy first: before any part is loaded, define the asset hierarchy down to maintainable item level using the ISO 14224 taxonomy as a reference, agree the hierarchy with the reliability lead and the stores coordinator and lock it into the asset register so every BOM line has a defensible parent to attach to
  2. 2. Pull the OEM engineering BOM as the baseline: request the engineering BOM from the OEM dealer at handover, strip out manufacturing-only items (jigs, fixtures, single-use consumables used during build) and retain only the parts a maintenance team will ever order, fit or replace through the operating life of the asset
  3. 3. Cross-reference superseded part numbers: walk every line through the OEM service catalogue to identify superseded part numbers, capture the history in the change-control notes and update the primary OEM part number to the currently shipping reference so stores does not order obsolete inventory against current assets
  4. 4. Identify approved alternative part numbers: where an aftermarket or alternative-supplier part is approved (typically backed by an OEM bulletin, an engineering review or a successful fitment test), record the alternative part number against the OEM line with the approval evidence in the notes field so the planner has a sourcing fallback
  5. 5. Capture supplier preference and lead time: for every line, record primary and secondary supplier with supplier code, current pricing and lead-time days from PO to dock-receipt at site, agree the data with the stores team so the planner is working off the same supplier and lead-time data as the buyer
  6. 6. Apply criticality A/B/C against the BOM: with the reliability lead, classify every line as A (asset-down with no substitute), B (workaround or short-lead substitute) or C (low-impact consumable), use the classification to feed the critical spares list and to set min/max stock levels in the stores inventory system
  7. 7. Record shelf life and storage requirements: flag any line with a defined shelf life (rubber goods, lubricants, batteries) and any storage requirement such as temperature range, humidity control or orientation, agree the requirements with the stores coordinator so receiving and rotation procedures match
  8. 8. Lock the change-control trail: agree the change-control authority for the BOM (typically the reliability lead with sign-off from the maintenance manager), record revision number and revision date against every line and require an OEM bulletin or engineering review reference for every future change to a primary part number
  9. 9. Publish to the planner and stores: link the maintenance BOM to the asset record in MapTrack so any work order raised against the asset auto-populates the parts list, syncs lead-time data into the planning horizon and surfaces criticality to the stores team for replenishment decisions

In MapTrack, you can schedule and track maintenance digitally, by date or meter reading. Each submission is stored as a timestamped PDF against the asset record.

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How often should you complete this process document?

A maintenance BOM is a living document, not a one-time set-up. Update it whenever a triggering event occurs rather than on a fixed calendar. Specific triggers include: a new OEM service bulletin or technical instruction that supersedes a part number, an engineering modification fitted to the in-service asset (such as a hose route change, a guard upgrade or an electrical re-rating), an approved alternative-supplier part being added or removed from the approved list, a supplier change driven by service performance or pricing, a shelf-life or storage-requirement change communicated by the OEM and any work-order close-out where the technician identifies a missing or superseded part. Beyond event-driven updates, schedule a full BOM review per asset class annually as part of the reliability programme, with the reliability lead, the stores coordinator and the maintenance manager walking the BOM against the OEM service catalogue and the last twelve months of work-order parts consumption to catch any drift. MapTrack stamps every BOM change with revision number, author and trigger so the audit trail is preserved against the asset record.

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Frequently asked questions

A manufacturing BOM exists to build a product on a production line and includes every raw material, sub-assembly and consumable used during manufacture. A maintenance BOM exists to keep an in-service asset running and includes only the parts a maintenance team will order, fit or replace through the operating life of the asset. The two share a common ancestor in the OEM engineering BOM but diverge sharply in scope, granularity and change-control discipline. The maintenance BOM is owned by the reliability and stores team rather than production engineering, and the change-control trail tracks in-service modifications and OEM service bulletins rather than production design changes.

When a corrective or preventive work order is raised, the planner opens the asset record and pulls the maintenance BOM linked to the parent asset. The BOM identifies every required part by OEM and alternative part number, quantity per assembly, unit of measure, primary and secondary supplier, lead-time days and criticality rating. The planner cross-references on-hand stock against required quantity, raises purchase orders against the primary supplier for any shortage, applies the lead-time to the planning horizon and flags the work order as parts-pending where lead-time exceeds the target start date. Without a maintenance BOM every work order falls back to tribal knowledge and phone-tag with the OEM dealer.

A maintenance BOM is jointly owned by the reliability lead and the stores coordinator, with sign-off from the maintenance manager on any change to a primary OEM part number. The reliability lead drives the engineering content (asset hierarchy, OEM and alternative part numbers, criticality, change-control against OEM service bulletins). The stores coordinator drives the inventory content (supplier preference, lead-time days, shelf life, storage requirements, min/max stock levels). MapTrack stores the BOM against the asset record so both roles work off the same source and so the audit trail captures who authored each revision.

Criticality A/B/C classifies every BOM line by the impact of part unavailability when needed. A-criticality parts mean the asset is down with no substitute available and a long lead-time risk, typically OEM-only with single-supplier exposure. B-criticality parts have a workaround or a short-lead-time substitute that can hold the asset in service for a limited period. C-criticality parts are low-impact consumables that can be sourced from multiple suppliers with no operational risk. The A classification feeds directly into the critical spares list. The B classification drives min/max stock levels in the stores inventory system. The C classification typically defaults to demand-driven ordering.

The three anchor references are ISO 55001 (asset management systems, whose clauses on documented information and control of change cover configuration control of the parts that make up an asset), AS/NZS ISO 9001 (quality management systems, which layers in revision control discipline) and ISO 14224 (reliability data collection, which provides the asset taxonomy that makes the BOM hierarchy meaningful for reliability reporting). In regulated industries such as aviation, rail, mining heavy plant and pressure equipment, the maintenance BOM is a primary audit artefact because it evidences that the parts fitted to an in-service asset match the original certification. SafeWork and OEM warranty auditors will routinely request the BOM as evidence.

Yes. This maintenance bill of materials template is completely free to download and use, and it downloads as a ready-to-print PDF. No MapTrack account is required. It suits reliability leads and stores coordinators who need a structured parts list per asset rather than tribal knowledge scattered across the team. If you later want to move off paper and spreadsheets, MapTrack turns this into a live digital BOM: the parts list links to each asset record so any work order auto-populates required parts, OEM and alternative part numbers carry lead times into the planning horizon, A/B/C criticality feeds the critical spares list and reorder points, and every revision is stamped with author and trigger for a complete audit trail, so nothing slips through across your fleet or sites. Start free at maptrack.com/free-trial or book a demo.

Applicable regulatory standards

This template is a starting point. Check the current requirements that apply to your equipment, work and location. The template alone does not establish compliance.

  • Asset management - Asset management system - Requirements

    Edition: ISO 55001:2024 (Edition 2)

    Asset data and information, and control of documented information such as BOM revisions.

    • 7.6: Data and information about assets needed to support asset management decisions.
    • 7.5: Documented information required by the asset management system, and its control.

    International Organization for Standardization (ISO)Sold by the publisher

  • Petroleum, petrochemical and natural gas industries - Collection and exchange of reliability and maintenance data for equipment

    Edition: ISO 14224:2016 (Edition 3, confirmed at review)

    Reliability and maintenance data taxonomy. Its title scopes it to petroleum, petrochemical and gas equipment, though others borrow the hierarchy.

    International Organization for Standardization (ISO)Sold by the publisher

  • Quality management systems - Requirements

    Edition: AS/NZS ISO 9001:2026

    Australian and New Zealand adoption of ISO 9001:2026, where the maintenance team runs a quality management system.

    Standards Australia and Standards New ZealandSold by the publisher

  • Model Work Health and Safety Regulations

    Edition: Model WHS Regulations as at 5 December 2025 (cited within as the Work Health and Safety Regulations 2011)

    Maintenance following the manufacturer's recommendations, one reason OEM part numbers and superseding bulletins matter.

    • reg 213: Plant must be maintained, inspected and, if necessary, tested by a competent person, following manufacturer or competent person recommendations; annual inspection applies only if neither is practicable.

    Safe Work Australia (drafted by the Parliamentary Counsel's Committee)

Each source was read at its publisher and the page checked on 26 October 2026. The publisher's current text is the authority.

Check the current source

Bill of Materials Template (Maintenance BOM) preview

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The numbers behind this bill of materials template (maintenance BOM)

The pages below gather the figures behind this kind of check. Each figure on them carries its source and date, so you can quote it in a toolbox talk, a budget case or a board paper without chasing the original report.

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<div style="max-width:480px;font-family:system-ui,-apple-system,'Segoe UI',Roboto,sans-serif;border:1px solid #E5E7EB;border-radius:12px;padding:20px;background:#ffffff;">
  <p style="font-size:12px;font-weight:700;letter-spacing:0.05em;text-transform:uppercase;color:#071D49;margin:0;">Free template</p>
  <p style="font-size:18px;font-weight:700;color:#071D49;margin:6px 0 0;">Bill of Materials Template (Maintenance BOM)</p>
  <ul style="margin:12px 0 0;padding-left:18px;color:#374151;font-size:14px;line-height:1.6;">
    <li style="margin:4px 0;">Parent asset identification: parent asset ID, name, OEM make and model, serial number and the hierarchy level the BOM line attaches to</li>
    <li style="margin:4px 0;">Asset hierarchy level: ISO 14224 taxonomy level (asset, sub-system, component, maintainable item) so the BOM rolls up to the right reporting level</li>
    <li style="margin:4px 0;">OEM part number: primary OEM part number from the engineering BOM, with superseded numbers cross-referenced in a history field</li>
    <li style="margin:4px 0;">Alternative part number: approved aftermarket or alternative-supplier part number with approval evidence (OEM bulletin, engineering review, fitment test) recorded</li>
    <li style="margin:4px 0;">Part description: clear description suitable for stores receiving and work-order text, avoiding OEM-only nomenclature where a generic term is clearer</li>
    <li style="margin:4px 0;">Quantity per assembly: quantity at parent-asset level, with left-hand and right-hand columns where mirrored parts apply</li>
  </ul>
  <p style="font-size:13px;color:#6B7280;margin:14px 0 0;padding-top:12px;border-top:1px solid #E5E7EB;">Free <a href="https://www.maptrack.com/templates/bill-of-materials-template" style="color:#071D49;font-weight:600;text-decoration:none;">Bill of Materials Template (Maintenance BOM)</a> by MapTrack</p>
</div>

Free to reuse, including commercially. This template is published under a Creative Commons Attribution 4.0 licence. Copy it, adapt it, put it on your own site or in your own docs. All we ask is that you credit MapTrack with a link back to this page. The snippet above already includes that credit, so if you use it as-is you’re covered.

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The MapTrack bill of materials template (maintenance BOM) has 10 columns and room for 20 entries.

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MapTrack Bill of Materials Template (Maintenance BOM), https://www.maptrack.com/templates/bill-of-materials-template
Reference list
MapTrack. (2026). Bill of Materials Template (Maintenance BOM) [Checklist template]. Retrieved from https://www.maptrack.com/templates/bill-of-materials-template

Free to reuse with credit under a Creative Commons Attribution 4.0 licence. If you’d rather link straight to it, the page is https://www.maptrack.com/templates/bill-of-materials-template.

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