Restaurant maintenance software for multi-site groups
Fabric is restaurant maintenance software for café and restaurant groups. Keep every coffee machine, fridge, oven and extract system on one record, get faults to the right engineer fast, and stay on top of kitchen compliance.
When kitchen equipment fails, service stops
In a restaurant or café, the equipment is the business. A coffee machine down on a Monday morning, a walk-in fridge that will not hold temperature or an extract fan that trips mid-service costs sales straight away.
Across a group, the problems compound. Each site has its own way of reporting faults. The general manager knows which engineer to call, but the assistant manager on a Sunday closing shift does not. Fridges, ovens, glasswashers, ice machines and grinders all come from different suppliers with different service contracts. Out-of-hours faults get logged in a WhatsApp group and forgotten by Monday.
Meanwhile, the planned work that prevents breakdowns, such as coffee machine servicing, refrigeration maintenance and extract cleaning, depends on someone remembering to book it.
Then there is compliance. Gas safety checks, extract cleaning, fire alarm and emergency lighting tests, electrical inspections, water hygiene and pressure system examinations all need doing on time and recording properly. When an environmental health officer, insurer or landlord asks for evidence, it needs to be easy to find.
Restaurant maintenance software built by hospitality operators
Fabric was built by a team that services and supplies coffee machines for cafés and caterers in London. We know what a broken machine at 7am means.
Every site, every asset
Coffee machines, grinders, refrigeration, ovens, dishwashers and extract recorded at each site, with their history.
Faults logged by any shift
Any manager can raise a job against the equipment with a photo, so the right engineer is called without hunting for numbers.
Out-of-hours clarity
Each job shows who it was sent to, the agreed response time and every update, so the next shift picks up where the last one left off.
Planned servicing
Schedule coffee machine services, refrigeration maintenance and extract cleans so they are raised before they are due.
Kitchen compliance
Gas safety records, TR19 reports, PSSR examinations and EICRs stored against the asset, with renewal reminders.
Spend by site
Invoices matched to jobs, so you can see which sites and which pieces of kit cost the most to keep running.
Head office gets the group-wide picture, while each general manager sees what matters for their own site: open jobs, upcoming services and anything due for renewal.
The equipment that keeps a restaurant open
- Coffee machines and grinders: servicing, water filters and the pressure system examination for espresso machine boilers
- Refrigeration: walk-ins, reach-ins and display chillers, with F-gas leak checks where the system requires them
- Cooking equipment: ovens, ranges and fryers, with gas safety checks on gas appliances
- Kitchen extract: canopies, ductwork and fans, cleaned to BESA TR19 Grease
- Warewashing and ice machines: servicing, cleaning and descaling to keep them hygienic and reliable
- Building services: fire alarm, emergency lighting, electrics and water hygiene
Recording each of these as an asset means every fault, service and certificate builds up a history. When the same fridge has been repaired four times in a year, you can see it, along with what those repairs cost, and make a clear, evidence-based decision about whether to keep repairing it or replace it. When you open a new site, you can set it up the same way as the rest of the group from the start.
Restaurant maintenance, with and without Fabric
Most groups have a way of handling each of these already. The difference is whether it still works when the usual person is not on shift.
| Before | With Fabric | |
|---|---|---|
| Reporting a fault | Calls, texts and group chats | Job raised against the equipment, with photos |
| Finding the engineer | Depends who is on shift | Contractor recorded against each asset |
| Planned services | Booked when someone remembers | Raised automatically ahead of the due date |
| Certificates | Folders in each site's office | Stored against the asset, visible across the group |
| Repair or replace | Gut feel | Full job and cost history per asset |
Guides for restaurant and café operators
Fabric is in early access ahead of launch in 2027. These guides explain the checks every restaurant and café group should have in place, with the regulations and standards behind them.
Common questions
What is restaurant maintenance software?
Restaurant maintenance software tracks the equipment in each site, manages repair jobs and planned servicing, and stores the certificates that show the kitchen is safe and compliant.
How should I handle equipment faults out of hours?
Agree out-of-hours cover and response times with your key contractors in advance, and make it easy for the closing or opening team to log the fault with photos. In Fabric, the job is raised against the asset with the SLA attached, so the morning team can see what happened.
How often should a commercial espresso machine be serviced?
Service intervals depend on the machine, water quality and volume, so follow the manufacturer's guidance and your engineer's advice. Espresso machine boilers are pressure systems, so a written scheme of examination under PSSR 2000 is normally required.
How often does a restaurant kitchen extract need cleaning?
BESA TR19 Grease sets cleaning frequency by how heavily the system is used, ranging from annually for light use to quarterly for heavy use. Your specialist contractor should assess the system.
How much does Fabric cost for a restaurant group?
Pricing will be announced at launch in 2027. Early access is open now.
Related
Commercial kitchen compliance checklist for UK cafés and restaurants
UK compliance checklist for commercial kitchens, cafés and restaurants: gas, TR19 extract, electrics, fire, legionella, PSSR and F-gas, with frequencies.
Espresso machines and the Pressure Systems Safety Regulations
Why commercial espresso machines with steam boilers fall under PSSR 2000, what a written scheme of examination covers, who examines them and how often.
TR19 kitchen extract cleaning explained
How often to clean kitchen extract under BESA TR19 Grease, how grease thickness is measured, what a post-clean report should include and insurer needs.
Run your estate on Fabric.
Early access is open for multi-site operators, caterers and FM providers.