Office asset tracking for IT companies, CA firms and agencies
In an office, most assets travel with people: laptops, chargers, headsets, monitors for home, phones and data cards. Assets Tracker records who holds what, gets each employee to confirm receipt, and makes the exit-day laptop recovery a five-minute job instead of a week of follow-ups.
- 15-day free trial
- 5 people
- No credit card
What goes wrong in a growing office
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Joiners and leavers every month
A new hire gets a laptop, charger, mouse and bag from whoever is free. Six months later, on their last day, nobody is sure what they were given.
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"Who has the spare laptop?"
Loaner laptops, the presentation projector, the camera for a client shoot and the 4G dongle for audits at the client's site go out on a WhatsApp message and come back whenever.
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Upgrades inside the machines
Design and video teams get extra RAM, bigger SSDs and better graphics cards. Parts move between machines and the invoices no longer match what's inside the cabinet.
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Warranties and AMCs nobody watches
Laptop warranties, the UPS and AC AMCs, the server room equipment. The first reminder is usually the breakdown.
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Software licences on a sticky note
Office suites, design tools, accounting and tax software, antivirus. Keys and renewal dates are scattered across emails and invoices.
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Year-end audit questions
Your auditor asks for the fixed asset register, physical verification and depreciation. CA firms know this request well, because they make it to their own clients.
How Assets Tracker handles it
Assign a full laptop kit, not just a laptop
Assign items for regular use to an employee, either one item or a whole combo, such as laptop, charger, mouse, headset and bag. Set up departments (Development, Design, Audit, Tax, Accounts, Admin) and branches for each office, and every asset has a named holder.
Employees confirm what they received
When you assign something, the employee confirms receipt from a link with a code. That handover acknowledgement is your record if there is ever a dispute. With the employee role, staff log in and see only the items in their own name, which also cuts down "what do I have?" emails to admin.
Temporary loans with a return date
Use check out for the loaner laptop, the projector for a client presentation or the camera for a shoot. Set a return date, and mark it returned when it comes back. Kits can be checked out and returned together.
Desktop parts and their history
For each desktop, Assets Tracker records 11 CPU parts, including processor, RAM, SSD, graphics card and power supply, and keeps a history of every change. When you move a graphics card from the editing workstation to a new hire's machine, the record moves with it.
Warranty, AMC and repairs
Record warranties and AMCs for laptops, UPS, ACs and printers, log repairs against each item, and get email reminders before anything expires.
Software licences next to the hardware
Keep your software licences in the same place as the computers they run on, instead of in a separate sheet (Growth plan and above).
QR labels and phone scanning
Print QR and Code 128 labels in batches by category, numbered like VG/LAP/001 or VG/CPU/001, on A4 sheets (70×37 mm, 24 per sheet, or 38×21 mm, 65 per sheet) or a thermal roll. The small labels fit on the underside of a laptop or on a charger brick. Scan any label with the phone camera to open its record.
A simple exit-day checklist
Because every item was assigned and acknowledged, recovery is a matter of matching, not guessing.
Open the employee's list
See every item assigned or checked out to them, including kits.
Scan each item as it comes back
Scan the label with a phone and mark the item returned. Anything not returned is obvious.
Note damage or missing parts
Log a repair if the laptop needs work before it goes to the next person. For desktops, the part history shows whether anything was changed.
Keep a copy for the HR file
Export the list to Excel or PDF and attach it to the full-and-final settlement papers.
Audit, depreciation and your CA
On the Growth plan and above, run a physical audit by scanning, one branch at a time. Give your statutory or internal auditor the read-only auditor role, or export the register to Excel or PDF.
Assets Tracker calculates depreciation as per the Income-tax Act and the Companies Act (Growth plan and above). The two are different: under Schedule II a laptop has a 3-year useful life, while under the Income-tax Act computers are depreciated at 40% a year on written down value. Our depreciation guide explains this with worked examples, and the free depreciation calculator gives you a year-wise table for any asset.
On the Business plan, disposing of or writing off an asset needs approval first, which keeps old laptops from being sold off informally.
Starting from a spreadsheet? Our fixed asset register format guide covers the columns and the common mistakes.
Security basics
- Data is stored on servers in Mumbai, India, with nightly backups.
- Logging in from a new device needs a code sent by email.
- Four roles: owner, asset manager, employee (own items only) and auditor (read-only).
- Works in the phone browser and the Android app, in light or dark mode, in 13 Indian languages.
Plans
Prices are before 18% GST. Yearly billing gives 2 months free.
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Starter
₹799 / month
or ₹7,999 / year
- 5 users, 500 assets, 5 GB
- A small CA firm or agency with one office
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Growth
₹1,499 / month
or ₹14,999 / year
- 15 users, 3,000 assets, 20 GB
- Audit by scanning, stock, software licences, depreciation, many branches
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Business
₹2,999 / month
or ₹29,999 / year
- 40 users, 15,000 assets, 50 GB
- Approval before disposal, branch-wise managers, priority support
Need more than 40 users or 15,000 assets? Enterprise pricing is custom: support@apnaassets.com.
Questions offices ask
Can employees see what is assigned to them?
Yes. With the employee role, a person sees only the items in their own name. When something is assigned, they confirm receipt from a link with a code.
Does it connect to our HR, accounting or Tally software?
Not today. Assets Tracker does not have integrations or a Tally export. You can bring data in by pasting from Excel and take it out as Excel or PDF for your accountant.
Is there an iPhone app?
Not at the moment. There is an Android app, and on an iPhone you can use Assets Tracker in the phone browser.
Can we track software licences?
Yes, software licences are available on the Growth plan and above, alongside your hardware register.
We have offices in two cities. Can each office be separate?
Yes. Each office can be a branch, and physical audits run branch by branch. Many branches are available from the Growth plan; the Business plan adds branch-wise managers.
हिंदी में पढ़ें: एसेट ट्रैकिंग सॉफ्टवेयर – हिंदी पेज
Know who has every laptop, starting this week
Paste your current laptop list from Excel, print labels, assign each kit to its holder and let them confirm receipt. Your next exit will be the easiest one yet.
- 15-day free trial
- 5 people
- No credit card