The details that identify it
Make, model, serial number, VIN and rego, so the right machine is matched to the right paperwork. Hours or kilometres if it has a meter.
Asset register
Every asset, serviced and on record.
Vehicles, plant, mowers, tools, IT, fire equipment and playgrounds on one register. Each asset keeps its photos, documents, rego and insurance, service schedule and full history, with a QR label that lets your people log a service from their phone.
Assets only plan: talk to us. Or switch on the Assets & Plant pack in your iComply account.Stored in Sydney (details)
Illustrative screen · example data
Starting categories. Rename any, add your own.
- Vehicles
- Plant and machinery
- Mowers and grounds
- Tools
- IT
- Fire safety
- Playground
- Furniture
- Kitchen and catering
- Building services
- Your own
The problem
The spreadsheet knows what you bought. Not what it needs.
Most asset lists start well and drift. The service book is in a glovebox, the receipts are in someone's inbox, and the list you send at insurance renewal is a best guess.
The spreadsheet
- Rows drift. Things are moved, lent, sold or lost, and nobody is reminded when the rego or the test and tag is due.
- History walks out the door. Who serviced it, what it cost and what was wrong last time lives with whoever did the job.
- Renewal is guesswork. Without a current list and replacement costs, the sums insured you give can be well off.
The asset register
- Reminded before it lapses. Email at 60, 30, 14 and 7 days before expiry and on the day.
- History stays with the asset. Every service, repair and reading, with who did it and the receipts.
- Renewal from a current list. What you own, where it is and what it would cost to replace.
Every asset, one record
What it is, where it is, who has it.
Photos and documents
Photos from your phone, plus manuals, receipts, rego papers and certificates, kept with the asset.
Asset numbers
Numbered for you with your own prefix, or type your existing numbers in. Each number is unique in your organisation.
Categories your way
Start from the categories above, nest them up to three levels, rename any of them, or add your own.
Location, person and status
Where it lives, who it's assigned to, and whether it's in service, out of service, in repair, sold, lost or disposed.
Compliance and servicing
Reminded before it lapses, not after.
Each asset carries the items that expire and the jobs that come round again. Every one shows a traffic light with an icon and a word, never colour alone.
Compliance items
Registration, insurance, roadworthy, licence to operate, test and tag and calibration, each with its expiry date and the evidence on file.
- An item that expires can't be saved without its expiry date.
- Amber in the last 30 days, red once it has expired.
Recurring tasks
Every so many days, weeks or months, on a fixed date each year, or by usage in hours or kilometres. Set both and it's due at whichever comes first.
- Assign a task to the person who does it.
- Pause a task and it shows grey, not red.
Email reminders
Items at 60, 30, 14 and 7 days before expiry and on the day, and tasks as they come due. One digest email to administrators and the person assigned.
- Each line is sent once, never repeated.
- Email only. Nothing to install.
The full history
Services, repairs, inspections, incidents, issues and meter readings, with who did the work, what it cost and the receipts attached.
- It stays with the asset when people move on.
- Sold, lost or disposed assets keep their history.
Papers read for you
Optional: software reads the expiry, issuer and number from rego papers or an insurance certificate as suggestions. A person checks and confirms each one.
- Suggestions only, never a decision.
- Off unless your organisation lets iComply read documents.
Illustrative screens · example data
Servicing by the meter
150,000 km or 1 December. Whichever comes first.
Plant and vehicles wear by use, not just by the calendar. Give a task an interval in hours or kilometres, a date, or both, and it falls due at the first one reached.
Illustrative screen · example data
- Hours or kilometresEach asset with a meter records its unit. Readings come from the record or straight from the label.
- Readings only go forwardA reading lower than the last one is refused, with the last reading shown, so the schedule stays honest.
- Due soon, then overdueAmber in the last stretch of the cycle, red once it's passed. Done today, and the next one is set from now.
QR labels
Scan the label. Log the job.
Print labels on standard A4 sheets and stick one on each asset. Whoever does the work scans it in the phone's browser. No app to install.
- A QR code
A random code, not the asset number, so it can't be guessed. It opens on your organisation's own web address.
- Your organisation's name
Whoever finds the asset knows whose it is.
- The asset's name
Clipped to fit, so long names never spill off the label.
- The asset number
Your prefix and number, matching the record and your paperwork.
Illustrative label · example data · start part-way down a used sheet
Roles and scans
Who can see and do what.
The label takes your own people straight to the asset and its quick actions. Anyone else sees almost nothing.
| Who | See the register | Change assets and items | Log services, issues and readings | When they scan a label |
|---|---|---|---|---|
| Administrators | Every asset | Everything, plus settings | Yes | The asset and its quick actions |
| StaffSchools, clubs and charities | Every asset | No | When you allow it | The asset, and logging if allowed |
| Site managersBuilders | Their own sites | Their own sites | Their own sites | Assets on their sites |
| Anyone not signed in | No | No | Report an issue, only if you turn it on | Only the asset's name, its number and your organisation's name |
Public issue reports are off unless you turn them on. A report arrives marked as not checked, and administrators are emailed.
Getting it in, getting it out
Walk the room. Phone in hand.
Add what's missing as you go, bring your existing list across, and hand over a clean record when someone asks for one.
Photograph it
Go room by room and take a photo of each item on your phone, in the browser.
Check the suggestions
Optional photo suggestions for the category, name, make and model. You confirm every field.
On the register
Each item gets its number, ready for its label. Capture needs a connection.
Illustrative screens · example data
Bring your spreadsheet
CSV or Excel, up to 1,000 rows. Match your columns, see a dry run of every line and what's wrong with it, then import the good ones.
Hand over a clean record
Assets and their status, compliance items with evidence on file, schedules, documents and the history between two dates. For insurers, auditors or a buyer.
Evidence pack PDFCSV export, every columnLabel sheets
Money
What it cost, and what you think it's worth.
The figures you need at renewal, at budget time and when you sell, on the same record as the service history.
- Purchase price
- What you paid and when, with the receipt attached.
- Replacement cost
- What it would cost to replace today, ready for the conversation about sums insured.
- Your estimate
- Your organisation's own figure for what it's worth now, labelled as your estimate wherever it shows.
- Warranty
- When it ends, so a fault is claimed in time.
- Depreciation
- Straight line or diminishing value, by Australian financial year. Indicative only.
- Sold, lost or disposed
- Kept with its history, and left out of your totals and reminders.
Illustrative screen · example data
A principle of the asset register
Your estimate, not a valuation.
The current value is yours. It's your organisation's own estimate, and it's labelled that way everywhere it appears. iComply doesn't value assets.
Depreciation is a guide. It's worked out from the figures you enter, by Australian financial year, for planning. It isn't tax or accounting advice.
Check with the experts. Confirm sums insured with your insurer or broker, and depreciation with your accountant.
Who it's for
Anyone who owns things that need looking after.
Contractors and builders
Fleet and plant on every site.
Rego, insurance, licence to operate, servicing by hours or kilometres and pre-start checks. Site managers see and log the assets on their own sites.
- Excavators and loaders
- Utes and trucks
- Generators
- Hand and power tools
Sport and golf clubs
The shed, serviced.
Mowers, rollers, carts and grounds equipment, with service schedules by hours and a history that stays when committees change.
- Mowers and rollers
- Carts
- Line-marking gear
- Canteen equipment
Schools
Grounds, gear and IT, inspected.
Equipment and IT, test and tag, fire equipment and playgrounds, with inspections on a schedule and the evidence on file.
- Laptop trolleys
- Fire extinguishers
- Playground equipment
- Sports and kitchen gear
Charities
Vehicles and equipment, accounted for.
What each item cost and what it would cost to replace, ready for grant reports and insurance, with rego and servicing on the same record.
- Vans and cars
- Kitchen equipment
- Laptops and phones
- Event gear
How it works
Four steps to a register you trust.
- Get your assets in
Import your spreadsheet, or walk the room with your phone and photograph as you go.
- Add what each one needs
Rego, insurance, test and tag and the rest, plus service schedules by date or by hours and kilometres.
- Print and stick the labels
A4 sheets of 21, 24 or 65. One scan takes your people to the right asset.
- Let it keep itself current
Email reminders before things lapse, history logged from the label, and an evidence pack when someone asks.
On its own as Assets only, or alongside everything else in your iComply account. Already with us? An administrator switches on the Assets & Plant pack in Settings: included for schools, clubs, charities and peak bodies, and priced by active sites for builders and other businesses.
Talk to usHow much does it cost?
It’s the Assets & Plant pack. Schools, clubs, charities and peak bodies get it in their plan; for builders and other businesses it’s priced by active sites. If you only need the asset register, the Assets only plan is priced with you: talk to us.
We already use iComply. How do we get it?
An administrator turns it on in Settings, or from the Assets page. Turning it off later hides it and stops its reminders, and your records are kept.
Do our people need to download an app?
No. iComply is web-based. Scanning a label opens the asset in the phone's browser, and walk-the-room capture works there too. Capture needs a connection.
What can someone see if they scan a label?
Your own people who are signed in get the asset and its quick actions. Anyone else sees only the asset's name, its number and your organisation's name, unless you turn on public issue reports, which lets them report a problem.
Does iComply value our assets or work out tax depreciation?
No. The current value is your own estimate, and depreciation is indicative only, worked out from the figures you enter. Neither is a valuation or tax advice.
How are reminders sent?
By email. Administrators, and the person a task or asset is assigned to, get one digest email with what's expiring or due.
Can we bring our existing spreadsheet?
Yes. Upload a CSV or Excel file of up to 1,000 rows, match the columns, check the dry run, then import. Lines with problems are listed so you can fix them.
Where is our data stored?
Your register, photos and documents are stored in Sydney, encrypted at rest and in transit. A few supporting services process data overseas: see the list.
Talk to us
Know what you own, and when it's due.
Tell us what you look after and how you track it today. We'll show you the asset register and talk through the Assets only plan. We reply within one business day.
What happens next
- You tell us what you look afterVehicles, plant, grounds gear, IT, or all of it.
- We show you the registerThe live product, no slides.
- We talk through the planAssets only, or as part of your iComply account.