1Pick the room
2Scan · works offline
3Syncs exactly once
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Counting room by room
Sample data
Audits & Stock-takes
Asset audit software that verifies every asset by scan
Scope an audit to a site, a floor, a room or a category, count it by scanning with a phone, a handheld barcode scanner or a UHF RFID reader, and get a variance list of what was found, missing, misplaced or never registered. Resolve each one and the register is right again.
Growth and aboveCompare plans
Product screen · sample data
What it solves
What changes when audits & stock-takes moves into Asetavo
The way it usually works today, and the way it works once it lives in one system.
Before: Auditors walk the floor with a printed list, tick boxes by hand and key the results in for days.
With Asetavo: Counters scan labels into a live session. When counting stops, Reconcile compares the scans with the expected list in one step.
Before: The register says 1,200 assets; nobody can say which ones are really there.
With Asetavo: Every asset in scope ends the count as found, missing or misplaced, and tags nobody registered show up as unregistered.
Before: Missing items are written off in a spreadsheet that never makes it back into the register.
With Asetavo: Each variance is resolved in the register itself: confirm the move, write it off, ignore it or register the unknown tag.
Before: External auditors ask for evidence of the last physical verification and get a folder of photos.
With Asetavo: The closed session keeps its scans, who scanned, where and how, plus the variance report exported to Excel or CSV.
Product in action
What your team actually sees
Coded from the real Asetavo screens, with sample data for a fictional company, Northfield Group.
Real screens from the Asetavo app (coming soon to the App Store and Google Play): pick the room, scan, and every scan waits on the phone until it syncs, exactly once. The phone browser runs stock-take sessions today.
The register after the count
Sample data
Capabilities
Everything in Audits & Stock-takes
Every card below is in the product today, on the plans shown above.
Scoped stock-take sessions
Audit everything, or one site, building, floor, location, category or department, so a count fits a day’s work.
Expected list from the register
Opening a session fixes the baseline from the register at that moment, so later edits do not move the goalposts.
Scan by phone or barcode scanner
Phone camera in any mobile browser, or a handheld barcode scanner, which scans Asetavo labels directly.
UHF RFID counts
Read many UHF RFID tags in one pass with a handheld reader on the Business plan, for large rooms and stores.
Live scan feed
Scans stream into the session with who scanned, where and with which method.
Five variance types
Found, missing, misplaced, unregistered and duplicate, listed on one worklist after Reconcile.
Resolve into the register
Confirm moved, write off, ignore, or register an unknown tag as a new asset, all with an audit trail.
Variance report to Excel or CSV
Export the session’s variance report for finance and external auditors. Exports are Excel (.xlsx) and CSV.
How it works
From first step to everyday use
- 01Create a scoped stock-take
Name it, for example "Floor 4 quarterly count", and choose the scope: everything, or one site, building, floor, location, category or department.
- 02Open the session
Opening takes the expected list from the register at that moment, so the count is measured against a fixed baseline.
- 03Scan
Counters scan QR codes and barcodes with a phone camera or a handheld barcode scanner, or read UHF RFID tags with a handheld reader (Business). Scans stream into the session with who scanned, where and how.
- 04Reconcile
Reconcile compares what was scanned with what was expected and builds the variance worklist: found, missing, misplaced, unregistered and duplicate.
- 05Resolve variances
Confirm a move (the asset is updated to where it was found), write it off, ignore it, or register an unknown tag as a new asset.
- 06Export and close
Export the variance report to Excel or CSV for finance and auditors, then close the session. Its scans and variances stay as the audit record.
Workflows, end to end
Quarterly office audit
- Create "HQ Floor 4 – Q3" scoped to the floor
- Open the session; the expected list is taken from the register
- Two counters scan desks and rooms with their phones
- Reconcile: two laptops missing, one monitor misplaced, one unregistered tag
- Confirm the monitor moved, register the new tag, search again for the laptops
- Export the variance report to Excel and close the session
Year-end fixed asset verification
- Finance scopes one stock-take per site
- Site teams count with phones and a UHF RFID handheld in the stores
- Variances are resolved; confirmed losses are written off
- Variance reports go to the auditors with the verification sign-off sheet
School or NGO annual stock-take
- One session per building, scoped by location
- Staff scan classrooms and stores with phones
- Unregistered donated items are registered as new assets
- The closed sessions are kept as the year’s audit record
For finance and auditors
Fixed asset verification software for year-end
A physical verification proves that the assets on the fixed asset register exist, are where the register says and are still in use. Asetavo runs that verification against the same register finance depreciates, so the count and the books never drift apart.
Verify the register finance uses
The expected list comes straight from the register, with cost and net book value on the same records (depreciation on Business).
Fixed asset register softwareWrite-offs with a trail
Missing assets you write off leave the active register with who did it and when, ready for the disposal entry.
Depreciation and disposalEvidence your auditors can open
Export the variance report to Excel or CSV. Pair it with the free verification report template for the sign-off page.
Verification report templateChoosing a method
Phone, barcode scanner or RFID: which to audit with
You can mix methods in one session. Most teams start with phones and labels on the free plan’s QR codes, then add a scanner or RFID where counts are large.
Phone camera
Nothing to buy. Good for offices, classrooms and small stores where items are easy to reach.
QR and barcode trackingHandheld barcode scanner
Faster than a phone for long runs of labels, such as a storeroom shelf or an IT cage.
Tag optionsUHF RFID handheld
Reads many tags without line of sight, for warehouses and stores with hundreds of items per room (Business).
RFID readersCompare
Paper audit vs spreadsheet vs Asetavo stock-take
| Criteria | Printed list | Spreadsheet | Asetavo |
|---|---|---|---|
| Expected list | Printed on the day | Copied and filtered by hand | Taken from the register when the session opens |
| Counting | Tick boxes | Type tag numbers | Scan by phone, scanner or RFID |
| Finds misplaced items | Rarely | With lookups | Yes, as a variance type |
| Finds unregistered items | Only if noted | Only if typed | Yes, every unknown tag is listed |
| Updates the register | Re-keyed later | Copy-paste | Resolve each variance in place |
| Evidence afterwards | Paper file | A version of the sheet | Closed session plus Excel/CSV report |
Estimate how long your next count will take with the free audit time calculator.
Deep dive
The detail behind it
What each variance means
Reconcile compares the session’s scans with the expected list taken when the session was opened.
- Found
- Expected in this scope and scanned where the register says it is.
- Missing
- Expected but not scanned. Search again, or write it off once you are sure.
- Misplaced
- Scanned, but in a different location from the register. Confirm moved updates its location.
- Unregistered
- A tag was scanned that is not in the register. Register it as a new asset.
- Duplicate
- The same asset or tag was recorded more than once in the session. Check its labels before you resolve it.
Audit controls
A count is only useful as evidence if it can be trusted. These rules come with every session.
- Permission-gated
- Running and reconciling stock-takes needs the audit permission, separate from edit and finance.
- Attributed scans
- Each scan records who scanned, when, where and how (camera, scanner or RFID).
- Closed sessions are kept
- Closing ends counting and keeps the scans and variances as the audit record.
- Export, not lock-in
- The variance report and the register export to Excel or CSV on every plan that has audits.
Works with
Connected to the rest of Asetavo
Asset RegisterThe expected list comes from the register, and resolved variances update it.Mobile AppCount room by room on the phone; the native apps work offline (coming soon to the stores).TaggingQR, barcode, NFC and UHF RFID labels are what the counters scan.ReportsThe variance report exports to Excel or CSV next to the register report.DepreciationWritten-off assets flow into disposal and net book value on Business.
Who uses it
Audits & Stock-takes by industry
GovernmentAsset officers verifying registers across buildings for annual audits.EducationSchools and universities counting classrooms, labs and device pools.NGOsDonor-funded equipment verified across field offices for grant reporting.IT teamsOffice floors and IT stores reconciled against the hardware register.RetailStore fixtures and equipment counted per branch, separate from stock.HealthcareEquipment rooms and wards audited by biomedical teams.
FAQ
Audits & Stock-takes questions
Want to see it with your assets?
Walk us through your sites and we’ll show you audits & stock-takes set up the way you’d use it.
Book a demoAsset audit software checks that the assets in your register physically exist and are where the register says. In Asetavo you open a scoped stock-take, scan what is there, and Reconcile lists every asset as found, missing or misplaced, plus any tag that is not registered. You resolve each variance and the register is updated.
Run your next audit by scan
Import your register, print labels and count your first room. Audits and stock-takes come with the Growth plan.
No card required · Workspace ready in minutes · Simple USD pricing
