The spreadsheet is always out of date
Someone moves a laptop, lends a drill or bins a broken chair, and nobody updates the file. After a few months the list describes what you owned last year.
Asetavo for Small Business
Asset tracking software for small business, free for your first 100 assets.
Move your equipment list out of a spreadsheet and onto QR labels you scan with a phone. Start free with 2 users, import your Excel file yourself, and add check-out, more users and GPS when the business grows.
- Office IT
- Tools & equipment
- Furniture & fittings
- Vehicles & plant
The operation
A short list of valuable things, and a few people who look after them
A small business rarely has an asset manager. The owner, an office manager or a workshop lead keeps a spreadsheet of laptops, tools, furniture and equipment, and updates it when they remember.
- Step 1
Your site and areas
Add your office, workshop or shop and the rooms or store areas inside it.
- Step 2
Your list, imported
Import the spreadsheet you already keep, then print QR labels and stick them on.
- Step 3
Always know who has it
Scan a label to see where an item is, who holds it and what happened to it.
Start free with 100 assets and 2 users, and add check-out, more users and more sites as the business grows.
The problem
What goes wrong without a system
The day-to-day failures small business teams describe before they move off spreadsheets and paper registers.
Nobody is sure who has what
Equipment is handed between staff by word of mouth. When something is needed, or someone leaves, you find out it is missing only when you go looking for it.
Insurance and year-end take too long
An insurer, accountant or buyer asks for a list of assets with values and serial numbers, and putting it together takes days of hunting through receipts.
Enterprise tools are too much
Most asset software is priced and designed for large organisations: sales calls, setup projects and per-seat fees that do not make sense for a team of five.
No time for a rollout
You cannot stop work for a week to tag everything. Whatever you use has to start with the list you already have and the phones people already carry.
How Asetavo helps
One platform, set up for small business
Free for your first 100 assets
The Starter plan is free with no time limit: 100 assets, 2 users, QR and barcode tags, phone scanning and Excel/CSV export. No card and no sales call.
Learn moreImport your Excel list yourself
Upload your spreadsheet in the self-serve import wizard, match your columns, fix any problem rows and import. Missing categories and locations are created for you.
Learn morePrint QR labels on an office printer
Generate QR code or barcode labels and print them on sticker sheets. Durable tags are optional and can come later for items that live outdoors or get knocked about.
Learn morePhone-first
Scan labels with the phone camera in any mobile browser today. Native iOS and Android apps are built and coming soon to the App Store and Google Play; mobile is not a separate licence.
Learn moreCheck-in / check-out for a small team
On Growth, lend tools, laptops and equipment to staff with a due date and the condition going out. Overdue items are flagged, and each person’s items are one filter away.
Learn moreFrom 2 users to 10
Starter includes 2 users. Growth ($46/mo) raises that to 10 users and 500 assets, and adds audits, stock-takes, custom fields and multiple sites. Staff who only hold assets don’t need a login.
Learn moreGrow into GPS and NFC
From Growth, the native apps (coming soon) record a GPS fix with each scan and tap-to-read NFC tags. Business adds GPS trackers for vehicles and plant, UHF RFID, maintenance and depreciation.
Learn moreYour data stays portable
Export the register and every report to Excel (.xlsx) or CSV at any time, on every plan, for your accountant, insurer or a future system.
Learn moreIndustry workflows
The asset lifecycle, the way small business runs it
- 01Buy
- 02Label
- 03Assign
- 04Lend
- 05Count
- 06Repair
- 07Retire
Day one: spreadsheet to labels
- Excel list
- Import wizard
- Print QR labels
- Stick & scan
Import the list you already have, print a sheet of labels, and scan each one as you stick it on to confirm the asset and its location.
Lending a tool or laptop
- Scan label
- Check out to staff
- Due date
- Return & condition
Scan the label, pick the person and a due date, and record the condition when it comes back. Available on Growth.
New starter or leaver
- Employee
- Their items
- Assign or return
- History kept
Assign a starter’s laptop and phone to them as custodian; when someone leaves, filter by their name to see everything they need to hand back.
Year-end or insurance list
- Filter register
- Add values & serials
- Export to Excel
- Send
Export the register with purchase cost, serial numbers and locations to Excel for your accountant or insurer in a few minutes.
Product in action
What your team sees
An illustrative small business overview beside a real Asetavo screen.
86
Assets in register
79
Labelled
12
Checked out
2
Overdue returns
Recent activity
- Laptop #A-0012Assigned to Sales · OfficeIn use
- Drill set #T-0031Checked out to site team · due FridayChecked out
- Projector #S-0004Due back 2 days agoOverdue
- Office chair #F-0048Condition: damaged · Store roomNeeds repair
Asetavo product screen
Every asset group, in one register
Categories and custom fields keep the details each group needs — serials, warranty, custodian, room.
Office IT
Laptops and desktops · Monitors and docks · Phones and tablets · Printers
Tools & equipment
Power tools · Test and measuring kit · Ladders and access equipment · Generators
Furniture & fittings
Desks and chairs · Shelving and cabinets · Appliances · Display units
Vehicles & plant
Vans and cars · Trailers · Small plant · Forklifts
Shared & loan items
Projectors and speakers · Cameras · Keys and access cards · Demo stock
Use cases
Where small business teams put it to work
Replace the asset spreadsheet
Keep the columns you already use, import them, and let scanning keep the list current. The register shows location, custodian, condition, photos and documents per item.
Know who has the company laptops
Assign each laptop, phone and accessory to a person. When someone joins or leaves, their record shows exactly what to issue or collect.
Stop losing tools
Label tools and lend them with a due date on Growth. Overdue items are flagged, and the history shows who had a tool last.
Answer the insurer or accountant
Record purchase date, cost, supplier and serial number once, then export a complete list whenever someone asks for one.
Open a second site
When you add a branch, a warehouse or a second workshop, Growth supports multiple sites in the same workspace, and moves between them are recorded.
Multi-location
One site now, more later
Starter covers one site with its own rooms and areas. When you grow, Growth and Business add multiple sites without starting again.
- Rooms, areas and store rooms inside your site on every plan
- Multiple sites from Growth
- Moves between sites recorded with date and reason
- GPS position of each mobile scan on a map from Growth (native apps, coming soon)
Identification
The right tag for each asset
Most small businesses start with printed QR labels, because they are cheap, work with any phone and are included on the free plan. Add other tag types only where they solve a real problem.
All plans
QR
Printed label · phone camera · line of sight
Printed labels on laptops, tools, furniture and equipment. Scan with a phone camera to open the asset. Every plan.
What is QR?All plans
Barcode
1D label · any scanner · line of sight
Use existing barcodes or print Code 128 labels, and scan with a phone or a handheld barcode scanner. Every plan.
What is Barcode?Growth and up
NFC
Tap-to-read chip · phone · a few cm
Tap-to-read tags in the native apps (coming soon) for items where a printed label wears off. From Growth.
What is NFC?Business and up
UHF RFID
No line of sight · readers & portals · metres
Read many tags at once with a reader, for larger stores and frequent counts. Optional, on Business.
What is UHF RFID?Not sure which to use? Try the tag technology selector or compare plans.
Security & access
Control who sees and changes what
Even a small register lists valuable, portable items and who holds them. Asetavo keeps each company’s data separate and records who changed what.
- Each company’s data in its own isolated database
- Role-based access for the people who log in
- Audit trail of every change with user and time
- TLS encryption in transit
- Export your data at any time
Integrations
Fits the systems you already run
Small businesses usually need their asset list in Excel more than they need an integration. Asetavo covers that on every plan, and adds an API when you need one.
- Self-serve Excel/CSV import wizard on every plan
- Excel (.xlsx) and CSV export of the register and reports on every plan
- REST API and signed webhooks on Business
- Connections to accounting or other systems built via the REST API
Implementation
From spreadsheet to live register
- 1Create a free workspace
Sign up at asetavo.com/get-started. No card; the workspace is ready in about a minute.
- 2Add your site and areas
Add your site and the rooms or areas inside it, such as office, workshop and store room.
- 3Import your list
Upload your Excel or CSV file in the import wizard and match your columns.
- 4Print and stick labels
Print QR labels on sticker sheets and scan each one as you label the asset.
- 5Upgrade when you need to
Move to Growth when a third person needs a login, you start lending equipment, or you pass 100 assets.
FAQ
Small Business questions
Go deeper
ArticleMoving from Excel to asset management softwareArticleWhat is asset tracking?ArticleQR code asset tracking guideArticleTool and equipment check-in / check-outGuideHow to build an asset registerUse caseTool trackingUse caseLaptop & device check-outSomething we didn’t cover? Walk us through your sites and assets and we’ll show you how Asetavo would be set up.
Book a demoOne that starts from the list you already have, works on the phones your team carries, and doesn’t charge you before you get value. Asetavo is free for your first 100 assets and 2 users, imports your Excel file, and prints QR labels you scan with a phone. Compare free options on our free asset tracking software page.
Get your equipment list off the spreadsheet
Start free with 100 assets and 2 users: import your Excel file, print QR labels and scan with your phone today.
No card required · Workspace ready in minutes · Simple USD pricing
