Free bill of materials template (maintenance bom)
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Free maintenance bill of materials template. Parent asset, part numbers, supplier, lead time, criticality A/B/C and revision control per ISO 55001.
Commercial Director
Updated 25 May 2026
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- PDF format, ready to print or fill on screen
- Use as-is or customise to suit your operation
- Go digital in MapTrack for photos, alerts and audit trails
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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 sets the asset management system requirement for documented configuration control, 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.
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.
- Automatically get alerts when faults are identified.
- Link every form digitally as a PDF to the relevant asset, location or person.
- Receive a digital PDF copy with every submission to your email.
- Ability to share forms digitally.
- 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.
- Restrict permissions (who can view, complete or approve).
- Build forms with AI (describe what you need and MapTrack suggests the form).
- Trigger work orders automatically when a fault is logged during an inspection.
- Track service intervals by hours, kilometres or calendar date in one place.
- Attach supplier invoices and parts receipts to each maintenance record.
Book a demo to see how MapTrack handles bill of materials process documents.
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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. 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. 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. 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. 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. 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. 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. 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. 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. 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. Each submission is stored as a timestamped PDF against the asset record.
Get the free templateEnter your email above to download the full bill of materials template (maintenance bom) as a PDF.Back to download formHow 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.
Frequently asked questions
Applicable regulatory standards
This template aligns with the following regulations and standards:
- ISO 55001 (Asset management systems)
- AS/NZS ISO 9001 (Quality management)
- ISO 14224 (Reliability data and asset taxonomy)
- WHS Regulations 2011 Chapter 5
Need to schedule and track maintenance digitally?
Register every bill of materials in MapTrack, attach digital forms, and get a complete history of every inspection, service and compliance record.
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