A system is disclosed for facilitating maintenance of water treatment apparatus at multiple locations and which include multiple components designed with an operational life that is greater than an apparatus exchange duration. The system includes tracking the usage of each component and determining an exchange date for an existing apparatus. A refurbished apparatus is sent to the location when the existing apparatus is at or near its exchange date. The operational life remaining for each component in the existing apparatus is determined based on the usage of the component. Each component that has operational life remaining that is less than the exchange duration for use as a refurbished apparatus is removed and replaced or refurbished so as to create a refurbished unit.