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FixedAsset Pro
Sandstone government building with domes and gardens

Industry solution · Government & Public Sector

A public asset register with a history anyone can follow

Public bodies hold assets on behalf of others, and every addition, transfer and write-off may be questioned years later. The answer has to be in the record: who approved it, when and why. FixedAsset Pro keeps the register, the approvals and the evidence together, with an audit trail that cannot be switched off.

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No official approval is claimed

FixedAsset Pro is not presented here as approved, accredited or eligible for any government procurement programme. It provides configurable registers, approvals, verification and reporting that your own rules can be applied to.

Who this page is for

  • Government departments
  • Public-sector enterprises
  • Municipal organisations
  • Public institutions
  • Accounts and audit officers

Common challenges

The operational and financial problems this industry brings to an asset register, and what FixedAsset Pro does about each.

  • Operational

    Dead-stock registers on paper

    Many offices still keep handwritten stock registers. Searching them, consolidating them across offices or answering a query about one item takes days.

  • Operational

    Transfers between offices

    Officers are posted, offices are reorganised and equipment follows them. Without recorded transfers, items disappear from one register and never appear in another.

  • Operational

    Verification is periodic and manual

    Physical verification is done by committees with printed lists. Shortages are recorded, but following them up to a decision is slow.

  • Financial

    Every approval must be visible

    Purchases, transfers and write-offs need an approver at the right level. When approvals sit in note sheets, the link between the decision and the asset record is lost.

  • Financial

    Reports in prescribed formats

    Different departments and auditors ask for asset reports in their own formats. Re-typing the register into each format invites errors.

  • Financial

    Write-offs and condemnation take years

    Unserviceable items stay on the register because the condemnation process is slow to document. The register overstates what the office actually holds.

Asset categories you can track

Categories, lives and depreciation rates are configurable; these are the ones this industry usually needs.

  • Office equipmentcomputers, printers, photocopiers, projectors, telephones
  • Furnitureoffice furniture, record-room storage, public counters, seating
  • Vehiclesofficial cars, utility vehicles, ambulances, municipal vehicles
  • Plant and machinerypumps, DG sets, workshop machines, municipal equipment
  • Public infrastructure equipmentstreet lighting, water-supply equipment, CCTV, traffic equipment
  • Buildings and improvementsoffice buildings, renovations, leased premises

Applicable workflows

Each workflow is a product area; the link opens the feature page.

  1. Step 1

    One register across offices

    Departments or entities as companies, offices as branches and rooms as locations, with users scoped to their own office and wider scopes for the head office.

    Fixed Asset Management

  2. Step 2

    Assignment and transfers with approval

    Assign items to an officer with a printable handover and acknowledgement; transfers between officers, sections and offices go through configurable approval chains.

    Asset Lifecycle

  3. Step 3

    Verification with follow-up

    Scope a campaign by office or location, count with a USB scanner, webcam or count sheets, and resolve shortages into recoveries, transfers or proposed write-offs.

    Physical Verification

  4. Step 4

    Record history and evidence

    Every change carries who, when, the old and new value and the reason; documents, photos and approvals are kept in the evidence vault per asset.

    Audit & Compliance

  5. Step 5

    Configurable reporting

    Register, movement, age, verification and disposal reports filtered by office and period, exported to PDF, Excel, CSV or Word for the format you need.

    Reporting & Analytics

Key features

  • Transparent approval chains

    Approval chains by transaction type, amount and branch, so each purchase, transfer and write-off shows who approved it at which level.

  • Tamper-evident audit trail

    Sealed every 15 minutes, with an integrity check that shows any break and out-of-band database changes listed separately. It cannot be switched off.

  • Condemnation with review

    Disposal through technical, finance and management review with the method, gain or loss and a disposal approval certificate; a disposal made in error can be reversed.

  • Officer acknowledgement

    An Employee Asset Acknowledgement listing what each officer holds, for postings, transfers and annual confirmation.

  • Read-only auditor access

    An Auditor role with exports, evidence packs and the audit trail, without the right to change records.

  • Data on your own server

    The desktop edition keeps the database, documents and local AI on a server PC in your network; cloud AI is off by default.

Example dashboard

The audit dashboard for an office

A real screen of the desktop edition, captured on a demo server. The figures are sample data, not customer data.

Audit dashboard with tiles for verified, missing, mismatched and duplicate assets, missing documents and register-to-GL variance
Product screenshot · desktop edition · demo data · Desktop edition, demo data: the audit dashboard with verification results, exceptions and register-to-GL variance.

What this screen shows

  • Verified, missing, mismatched and duplicate assets
  • Assets with missing documents
  • Register-to-GL variance
  • Click a tile for the assets, double-click for the evidence
  • Open audit exceptions with owners and due dates

Typical buyers and users

Deployment considerations

The desktop edition is available today for a single PC or an office LAN; the cloud-hosted web edition and the mobile app are available too. All start with your real company, never demo data.

  • Desktop editionAvailable now

    Runs today on a server PC inside your own network, with client PCs on the LAN. Data, documents, AI and OCR stay on your infrastructure, and daily work needs no internet.

  • Web editionAvailable now

    The cloud-hosted web edition is available now. Public bodies with data-residency or hosting rules can ask our Sales Team about a dedicated managed instance or a separate database, or choose the desktop edition on their own servers.

  • Using bothSame rules, same engine

    An organisation can keep the register on its own server and decide on the web edition later; both editions use the same rules, approvals and audit trail.

Compare deployment models

Frequently asked questions

Is FixedAsset Pro approved or empanelled for government use?

We do not claim any government approval, accreditation, empanelment or procurement-portal listing on this page. Check your own procurement rules, and ask us for the documentation you need.

Can we produce reports in our department's format?

Reports can be filtered by office and period and exported to Excel, CSV, PDF or Word, so they can be arranged in the format you need. See Reporting & Analytics.

Can every change be traced to a person?

Yes. The audit trail records who, when, the old value, the new value and the reason for every change, is sealed every 15 minutes and cannot be switched off.

Can the data stay on our own premises?

Yes, with the desktop edition. The database and documents live on a server PC in your network, and local AI and OCR run there too.

Can we import our existing stock registers?

Yes. Import from Excel, CSV or JSON with a column-mapping wizard and a dry run that checks every row; nothing is partly imported.

Guides and articles

Published articles tagged for this industry.

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See FixedAsset Pro on your own office register

Start a free trial, or book a demo and bring one office's stock register and the report formats you have to produce.

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