Lubrication Route and Schedule Worksheet
Lubrication is routine work that is easy to lose in a spreadsheet nobody trusts. This worksheet lists every lube point with its lubricant, method, quantity and interval, then calculates annual consumption so you can buy, store and schedule correctly.
| Lube point | Equipment | Lubricant | Method | Grams per application (g) | Applications per visit | Interval (days) | Annual use (kg) | Next due | |
|---|---|---|---|---|---|---|---|---|---|
0.0324 | |||||||||
0.73 | |||||||||
0 | |||||||||
0.73 | |||||||||
0.146 |
Oil level checks use zero grams because no lubricant is added on a normal visit; add a separate row for top-ups or changes. Treat quantities as starting values and adjust with condition monitoring.
Route data from your ERP
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How to use the worksheet
Add one row per lube point, not per machine. Record the exact lubricant the manufacturer specifies, the method, the grams per application, how many applications each visit and the interval in days. The annual use column multiplies quantity by applications per visit by visits per year, then converts grams to kilograms. Export to Excel for route printing, or to PDF for a floor copy.
- Use one lubricant name per product to avoid mixing
- Group rows by route in the equipment column
- Set next due dates in a way that spreads work across weeks
- Review quantities after the first quarter of oil analysis
Choosing intervals and quantities
Start from the OEM manual, then adjust for speed, temperature, contamination and load. Over-greasing is as damaging as under-greasing, because excess grease causes churning heat and seal damage. For ball bearings, a commonly used estimate of regrease quantity is outer diameter in mm times width in mm times 0.005, in grams. Our bearing grease quantity calculator applies that rule for you.
Linking to purchasing and PM
The annual use total drives purchasing and storage: it tells you how many cartridges or drums of each product to hold. Each row also becomes a PM or task line in your CMMS or ERP, so due dates generate work orders. If one lubricant is used across hundreds of points, assign it a stock item number and reorder level so stores do not run out between routes.
Common mistakes
Frequent errors include using two incompatible greases on one bearing, leaving the shots column at 1 when a point needs several, and treating lubrication as a single weekly task rather than a list of intervals. Another is ignoring oil analysis, which tells you when intervals are wrong.
Frequently Asked Questions
How do I decide the grease interval?
Start from the equipment manufacturer's recommendation. Then adjust for operating hours, speed, temperature and contamination, and verify with vibration or oil analysis over time. Bearings in hot, dirty or high-speed service generally need shorter intervals than clean, slow ones.
Why is the annual use column in kilograms?
Lubricants are bought and stored by weight or volume, usually cartridges, pails or drums. Converting grams to kilograms makes the total easy to compare against stock. For oils bought by litre, convert using the density on the product data sheet.
Can I include oil changes?
Yes. Add a row for the oil change with grams equal to the sump fill converted by density, one application per visit, and the change interval in days. That way, annual consumption includes oil drained and replaced.
Does this replace a CMMS?
No. It is a planning and quantity worksheet. Once the schedule is agreed, load the points and intervals as PM tasks in your CMMS or ERP so due work orders are generated and completion is recorded.
If lubrication routes are separate from your ERP work orders, we can help generate the route and consumption lists from your asset and PM data.
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