Every Feature to
Track, Audit & Control Fixed Assets
From multi-location QR/RFID physical tagging and mobile audits to digital approval chains, Schedule II depreciation, and DPDPA-compliant scrap disposal — everything you need in a unified platform.
A centralized, always-current enterprise fixed asset register
Every asset, every facility, every custodian — stored in one single source of truth that updates in real time with every physical movement or maintenance event.
centralized Fixed Asset Master
Single source of truth for every asset across all locations, departments, and cost centres. Filter by asset class, category, subcategory, status, location, or custodian. Export to Excel in single-click CA formats.
QR Code, Barcode & RFID Tagging
Assign durable QR codes, metallic barcodes, or RFID tags at asset creation. Bulk-print labels directly from the system. Scanning any tag instantly pulls up specifications, warranty, and custodian logs.
Multi-Level Location Mapping
Configure complete organizational structures: Entity → Plant/Branch → Building → Floor → Room/Zone. Unlimited hierarchy depth suited for banks, manufacturers, hospital chains, and colleges.
Asset-to-User Assignment
Assign assets formally to named end-users with digital timestamps. Track custodial handover history. When employees exit, clearances and return checks are verified against active custody logs.
Cradle-to-Grave Lifecycle Tracking
Every milestone in an asset's life is logged: purchase, inward capitalization, room allocation, inter-branch transfer, AMC maintenance, repair send-out, retirement, and final scrap disposal.
Automated Ghost Asset Detection
During physical verification, AssetsTrak automatically separates verified assets, missing register entries (ghost assets), and unrecorded physical items, exporting audit-ready variance schedules.
Bulk Import from Excel & ERP
Migrate tens of thousands of existing assets seamlessly using structured Excel templates with validation checks. Import asset categories, vendors, cost centers, and historical book values in minutes.
Document-Linked Asset Records
Attach PO copies, vendor invoices, warranty cards, AMC agreements, calibration certificates, and destruction proofs directly to each digital profile. Pull proofs in 1 click during statutory audits.
Insurance & Warranty Expiry Tracking
Monitor insurance policies, warranty schedules, and service agreements across all equipment. Automated email reminders notify plant and IT managers 60, 30, and 15 days before expiry to prevent uncovered risks and downtime.
Physical verification from a smartphone, not paper clipboards
The AssetsTrak mobile app replaces manual checklists and slow data entry with real-time barcode/RFID scanning, GPS stamping, and instant audit reconciliation.
Native Android & iOS Mobile Scanner
Scan QR codes, 1D/2D barcodes, and handheld RFID readers. View full asset metadata instantly upon scan. Initiate field repairs and transfers from any standard smartphone.
100% Offline-Capable Scanning
Conduct audits in remote warehouse bays, plant basements, or field locations with zero cellular coverage. Scans queue securely in local SQLite and auto-sync when network returns.
Location-Wise Audit Sessions
Launch targeted verification drives room-by-room or branch-by-branch. Real-time classification displays verified, missing, and misplaced assets with instant percentage completion.
Bulk Tagging & Acknowledgment
Scan 50+ newly delivered assets in a single batch session to confirm physical inwarding. The system cross-validates against expected shipment POs, flagging discrepancies immediately.
Scan-to-Repair Initiation
Technicians scan faulty machinery on the shop floor, snap a photo of the defect, and submit a repair request on the spot. Asset status shifts to 'Under Repair' across all dashboards.
Instant Physical Verification Statements
Export timestamped, GPS-tagged audit certificates formatted specifically for statutory auditors and internal verification boards with complete user accountability.
Controlled, documented approval chains for every movement
No asset moves, changes custodian, leaves for maintenance, or gets scrapped without an authorized digital approval and permanent audit timestamp.
Asset Transfer Approval Flow
Initiate transfers with origin, destination, and rationale. Designated approvers receive email alerts and must provide digital sign-off with mandatory remarks before registers update.
Repair Send-Out & Return Logs
Track vendor estimates, out-for-repair dates, and expected return schedules. Upon return, service invoices and working condition notes are logged to maintain lifetime repair costs.
Scrap & Write-Off Authorisation
Multi-level review for asset decommissioning requiring mandatory vendor quotes, destruction certificates, and management approval before balances are written off.
Digital Gate Pass Management
Generate returnable and non-returnable gate passes with serial numbers, carrier details, and security check-in timestamps to prevent unauthorized physical removal.
Contextual Email Notifications
Approvers receive detailed email digests containing asset tag IDs, current book values, origin location, and reason, enabling informed decisions right from their inbox.
Granular Role-Based Access Control
Configure fine-grained permissions: Super Admin, Plant Head, IT Manager, Auditor (Read-Only), and Field Technician to ensure strict internal data governance.
Automated Companies Act & Income Tax Act depreciation
Eliminate fragile Excel macros and year-end reconciliation discrepancies with dual-depreciation computation built for Indian accounting standards.
Schedule II Depreciation Engine
Calculate useful-life depreciation across Straight Line (SLM) and Written Down Value (WDV) methods in strict compliance with Companies Act 2013 Schedule II rates.
Income Tax Act Block Assets
Automatic computation of block asset depreciation (e.g. 40% WDV for computer blocks and applicable plant rates), generating dual tax schedules for CA filings.
Quarterly & Annual Depreciation Statements
Generate opening balances, additions < 180 / > 180 days, deletions, depreciation charged, and closing net block values filtered by financial year, plant, or asset class.
When statutory auditors ask — produce evidence in 30 seconds
Designed to satisfy CA statutory auditors, CARO 2020 reporting, RBI/SEBI inspectors, and internal audit teams without weeks of spreadsheet collation.
Immutable Audit Trail
Every creation, edit, transfer, scrap, and attachment is recorded with user identity, timestamp, and previous/new values. The log is write-protected and non-erasable.
CARO 2020 Fixed Asset Statement
Pre-formatted fixed asset schedules detailing physical verification records, material discrepancies, and revaluation logs required under CARO Clause 3(i).
Permanent Scrap & Disposal Records
Export verified records of scrapped equipment with attached disposal receipts, vendor details, and destruction certificates for tax audit deductions.
Physical Verification Discrepancy Matrix
Comparative schedules matching live mobile physical scan counts against book values, highlighting surplus and missing items location-by-location.
Drill-Down Management Dashboard
Live tiles showing total active assets, assets under repair, scrap pipeline, and warranty expiry countdowns. Click any metric to reveal the underlying items.
Universal Excel & PDF Data Exports
Export all register views, depreciation schedules, audit statements, and gate pass histories into structured .xlsx or .csv formats with zero truncation.
Compliant 4-step asset retirement & scrap disposal workflow
Asset decommissioning is the most audit-sensitive moment in fixed asset operations. AssetsTrak enforces an airtight 4-step digital workflow.
Select Assets from Retired Pool
From the Retired Assets list, admins select single or batch assets for condemnation during tech refreshes, plant revamps, or periodic scrap clearance drives.
Attach Vendor & DPDPA Proofs
Mandatory fields require vendor name, proposed scrap date, reason, and attached evidence (e.g. data wiping certs, pollution clearance, destruction receipts).
Multi-Tier Authorisation & Remarks
Super Admins review the scrap requisition with complete financial cost context and must record digital remarks before submitting final approval.
Automatic Write-Off & Scrap Register
Upon approval, the system updates balance sheets, reduces active counts, and deposits the asset into the permanent, searchable Scrap & Disposal Register.
Cloud agility or air-gapped on-premise — full feature parity
Choose the architecture that matches your enterprise compliance, data residency, and security policies.
Cloud Managed Deployment
Hosted on SOC-2 compliant high-availability infrastructure with automatic backups and updates.
- ✓ Instant setup — go live in 1–2 weeks
- ✓ Zero internal server hardware maintenance
- ✓ Automated daily geo-redundant backups
- ✓ Continuous software updates & new feature rollouts
- ✓ Secure HTTPS/TLS 1.3 encrypted data transit
Enterprise On-Premise Installation
Installed directly inside your private data center (Windows Server + Linux DB) with zero external network dependencies.
- ✓ 100% Data Sovereignty — zero data leaves your network
- ✓ Fully compliant with RBI, SEBI, IRDAI & CAG mandates
- ✓ Integrates with internal Active Directory / LDAP SSO
- ✓ Dedicated database isolation on Linux server
- ✓ Complete physical asset tagging assistance on-site
Frequently asked questions about AssetsTrak features
See AssetsTrak in action on your data
Our solution engineers will show you a live interactive demonstration configured with sample data from your industry — manufacturing, BFSI, healthcare, education, or IT.