Love Your Gear: SOPs for Equipment & Devices  

You’ve just purchased your dream modality; the one you know will elevate your treatments, wow your clients, and boost your revenue. The return on your investment can last for years – if you take care of it. Creating and following a standard operating procedure (SOP) for equipment maintenance ensures your tools deliver consistent results, remain safe for client use, and extend their lifespan. Neglecting maintenance, on the other hand, can shorten that lifespan, cause service interruptions, and put both your clients and business at risk. 

Your equipment is a critical part of your business operations. Routine care not only protects your investment but also ensures compliance with safety and sanitation regulations. By creating a standard operating procedure, you establish a consistent process for inspecting, cleaning, servicing, and recording maintenance for each piece of equipment. 

DO YOU HAVE A CHECKLIST? 

Your maintenance standard operating procedure should be organized in a checklist format for easy daily, weekly, monthly, and annual use. The checklist should include: 

• Daily: Wipe down surfaces, sanitize client-contact areas, and check for visible damage. 

• Weekly: Perform deeper cleaning per manufacturer guidelines, check cords and plugs, and review supply levels for consumables. 

• Monthly: Test machine functions, inspect accessories, replace worn parts, and confirm all safety features are working. 

• Annually: Schedule professional servicing, calibration, or certification if required by the manufacturer or regulations. 

Document each completed task in a maintenance log to protect warranty validity and prove compliance during inspections. 

SHOULD YOU REPAIR OR REPLACE?  

Sometimes, equipment repair is the most cost-effective choice; other times, replacement makes better business sense. Use these questions as part of your decision-making standard operating procedure: 

• Is the repair cost more than 50% of the replacement cost? 

• Is the unit still under warranty? 

• Does the equipment still meet your business needs and client expectations? 

• Are replacement parts readily available? 

If the answer leans toward “no” on most of these, it may be time to invest in a new model. 

Incorporate these questions into your equipment purchase standard operating procedure so you make informed, cost-effective choices: 

1. Life Expectancy: How long will this unit last with proper maintenance? 

1. Warranty: What’s covered, and for how long? 

1. Consumable Costs: How much will regular replacement items cost? 

1. Maintenance Costs: Is servicing included or billed separately? 

1. Loaner Policy: Will you provide a temporary unit if mine is in for repair? 

1. Shipping for Repairs: Who covers the cost, and do I need to keep the original packaging? (Answer: Yes, always keep the box!) 

1. User Manuals: Are both printed and digital versions available? 

1. Training: Is initial training included? Are there costs for refresher or new-employee training? 

1. Scope of Practice: Is the modality permitted in my state, province, or country?  

Do not rely solely on the equipment vendor for this answer. It is ultimately the licensed professional’s responsibility to know and operate within their legal scope of practice. 

1. Financing Options: Does the manufacturer have any financing options with low or zero percent interest? Would it be more beneficial to purchase the equipment outright? 

Be sure to discuss this with your accountant. 

Every time you perform a cleaning, test, or repair, record it in your maintenance log. Include the date, task performed, person responsible, and any parts replaced. Keep both a hard copy binder and a digital file for easy access. Action Item: Assign responsibility for each task to specific team members so nothing is missed. 

IS IT RIGHT FOR YOU? 

Before jumping on the latest must-have device, evaluate whether it aligns with your business model and client needs. Ask: 

1. Will this modality solve a problem or fill a gap in my service menu? 

1. Do I have the space, time, and budget to integrate it? 

1. Can my team operate it confidently and safely with proper training? 

1. What experience have other professionals had with this device? Did it add value to their service offerings? Did the equipment deliver the claimed results?   

Sometimes, waiting a year to see how a device performs in the broader market can save you from costly mistakes. 

Large equipment purchases may qualify for tax deductions or depreciation benefits. Before finalizing a purchase, check with your accountant or tax professional to ensure you’re maximizing your deductions. Keep all receipts, invoices, and maintenance logs as part of your year-end financial records. 

WHAT NEXT? 

Caring for your equipment is caring for your business. With a well-structured equipment standard operating procedure, you’ll extend the life of your investments, protect client safety, and maintain a seamless service flow. And when it’s time to purchase or upgrade, following your standard operating procedure ensures you make smart, compliant, and profitable decisions. Your equipment works hard for you – treat it like the business partner it is. 

With over two decades of experience in the professional skin care industry, Kelly Wolcott is a respected entrepreneur, lifelong learner, educator, and mentor. She currently serves as the director of judges for The Skin Games, helping shape and maintain high standards in the beauty industry. As the founder of three highly successful skin care businesses and the creator of How-To: Esthetician Training, an online education platform, Wolcott’s achievements are driven by her relentless pursuit of knowledge and commitment to excellence. Her mission is to inspire and empower beauty professionals through continuous education and innovation. In her free time, she enjoys reading, outdoor adventures, and exploring new travel destinations.