Laptops, phones, furniture and measuring equipment change hands between departments over the years. With assignment forms on paper, nobody knows what to collect from a leaver, and at the year-end count the accounting records do not match what is physically there. In the system we build, every asset gets a barcode or QR label, and assignment and return are recorded with a digital signature. The counting team scans labels with a phone to count by location, missing and surplus items are listed instantly, and a depreciation report is ready for accounting.
Problems we see in organisations
- Assignment forms getting lost on paper
- Equipment not being recovered from leavers
- Accounting records and the physical count not matching
- Warranty and maintenance dates being missed
Modules
Asset record
Make, model, serial number, purchase invoice, location and photo.
Assignment and return
Assignment to staff, a digitally signed form and return records.
Mobile stocktake
Count by room and location by scanning a barcode or QR code.
Maintenance and warranty
Alerts for periodic maintenance, calibration and warranty expiry.
Depreciation
Depreciation by useful life, with an accounting export.
Disposal
An approved write-off process for faulty and retired items.
How it works day to day
- 1
A purchased asset is labelled and entered in the system.
- 2
It is assigned to an employee and the form is signed digitally.
- 3
Moves and faults are reported from the app.
- 4
A mobile stocktake is run at period end and differences are listed.
- 5
Depreciation and inventory reports go to accounting.
Integrations
Off-the-shelf software or custom-built?
When off-the-shelf is enough
For offices with few items, an ERP’s fixed-asset module or simple inventory spreadsheets may be enough.
When custom software pays off
For multi-site organisations with thousands of assets that want to manage assignment, stocktake and maintenance together, a custom system cuts losses noticeably.
How the budget is built
We launch the workflow that saves you the most time first, then add modules based on real usage. The full scope below is calculated with 16 screens and 9 modules; the final price follows a free discovery call and a written scope.
Maintenance and improvements (optional): €450 / month. Hosting, SMS, WhatsApp and app store fees are listed separately.
Frequently asked questions
Which label types can be used?
Barcode, QR and optional RFID labels are supported, and durable labels are recommended for outdoor use.
Can a stocktake be done without internet?
Yes, counts in warehouses or basements are done offline and synced afterwards.
Can our current asset list be imported?
Yes, the fixed-asset list from a spreadsheet or your ERP is imported, then labelling is carried out.
What happens when an employee leaves?
When HR reports the departure, the list of items assigned to that person opens as a return task.
