What to track

  • Your own equipment: tools, vehicles, laptops, test gear
  • Equipment you install or maintain at customer sites
  • Loan or hire items

The details that matter

  • An asset tag or serial number
  • Who has it, or where it is
  • Purchase date, cost and warranty expiry
  • Service and repair history
  • Which customer or job it relates to

Audit regularly

Check physical assets against the register a few times a year. It finds missing items while there’s still a chance of recovering them.

Choosing a tagging system

Use a simple, consistent format such as a prefix for the type and a number: LAP-0042 for a laptop, VAN-003 for a vehicle. Durable labels with a barcode or QR code make scanning quick. Put the tag somewhere visible that won’t wear off.

Starting your register

  1. List your most valuable and most often lost items first.
  2. Tag them and record the details.
  3. Assign each to a person or location.
  4. Add warranty expiry dates.
  5. Expand to smaller items over time.

Assets at customer sites

If you install or maintain equipment for customers, record it against the customer: what it is, where it is, when it was installed and its service history. When the customer calls, you can see what they have and what has been done, and you can plan servicing and replacements before they fail.

Common mistakes

  • Tracking too many low-value items and giving up.
  • Not updating assignments when gear changes hands.
  • Recording warranties but never checking them.
  • Skipping audits, so the register drifts from reality.

Using asset history in support

When equipment you look after fails, the service history tells you whether it is a recurring problem, whether it is still under warranty and when it was last maintained. That turns a support call into a quick diagnosis and a clear recommendation: repair, claim on warranty or replace.

A worked example

A small AV hire company loses track of microphones and cables at events. It tags every item, records who takes what to each job and checks items back in afterwards. Missing items are spotted the same day, while the venue can still be called. Warranty reminders flag two projectors before cover ends, and both are repaired at no cost.

Quick checklist

  • Tag your most valuable and most often lost items first.
  • Record who has each item or where it is.
  • Add purchase dates and warranty expiry.
  • Log every service and repair.
  • Link assets at customer sites to the customer.
  • Audit two to four times a year.

Connect it to your customers

When an asset at a customer site has a fault, the service history and warranty date should be one click from the support ticket. NovaSoft One’s asset management tracks tags, assignments, service records and audits, with warranty reminders, all linked to customer records.

Common questions

Which assets should we track first?

High-value items and those most often lost or borrowed, such as laptops, test equipment and vehicles.

How often should we audit assets?

Two to four times a year for most small businesses, and before the end of the financial year.

Can we track equipment at customer sites?

Yes. Record it against the customer, with its location, install date and service history.

This guide is general information for Australian businesses, not legal, tax or financial advice. Check anything specific to your situation with a qualified adviser or the relevant government agency.