Skip to main content
FixedAsset Pro
Chefs preparing food in a busy commercial kitchen

Industry solution · Hospitality

Every property, every room, every piece of kit, on one register

Hotels and restaurant chains buy the same equipment many times over: ovens, chillers, room furniture, laundry machines, point-of-sale terminals. Each property has its own general manager, its own maintenance team and its own count. FixedAsset Pro gives the group one register with a property-level view, so head office and the site see the same assets.

Start Free TrialBook a Demo

Who this page is for

  • Hotel groups
  • Resorts
  • Restaurant chains
  • Facility operators

Common challenges

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

  • Operational

    Each property keeps its own list

    Every hotel has a spreadsheet, every restaurant a register in the back office. Head office cannot compare properties, and a transfer of furniture between two sites is recorded in neither.

  • Operational

    Kitchen and laundry downtime hits guests

    A combi oven or a washer-extractor out of service is felt the same day. Without work orders and service contracts tied to the equipment, the repeat offenders are never identified.

  • Operational

    Annual counts are a room-by-room chore

    Counting furniture and fittings room by room with a printed list is slow and rarely reconciled. Missing items are noted but not resolved.

  • Financial

    Refurbishment spend is not capitalised cleanly

    A floor refurbishment replaces beds, carpets and televisions in one project. Which items are disposals, which are additions and what is still in CWIP is sorted out at year-end.

  • Financial

    Insurance schedules lag the register

    Equipment is replaced between policy renewals, so the schedule over-insures scrapped kit and misses new installations until a claim is made.

  • Financial

    Lifecycle spend per property is unknown

    Comparing the maintenance cost and replacement rate of two similar properties needs figures per branch that most groups do not have.

Asset categories you can track

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

  • Kitchen equipmentcombi ovens, ranges, walk-in chillers, dishwashers, ice machines
  • HVACchillers, AHUs, VRF systems, room units, kitchen extraction
  • Furniture, fixtures and fittingsbeds, wardrobes, restaurant seating, banquet furniture, televisions
  • IT equipmentPOS terminals, front-desk PCs, door-lock systems, Wi-Fi access points
  • Laundry equipmentwasher-extractors, dryers, flatwork ironers, finishing equipment
  • Vehiclesguest shuttles, staff buses, delivery vehicles
  • Building plantlifts, DG sets, pumps, pool plant, fire systems

Applicable workflows

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

  1. Step 1

    Properties as branches, rooms and areas as locations

    Each hotel or restaurant is a branch; floors, rooms, kitchens and back-of-house areas are locations. Users are scoped to their property, head office sees all of them.

    Fixed Asset Management

  2. Step 2

    Work orders and service contracts per property

    Report a breakdown from the register or a scanned tag; work orders carry parts, cost and downtime; AMCs for kitchen, laundry and HVAC equipment record visits, missed visits and renewals.

    Maintenance & AMC

  3. Step 3

    Room-by-room counting with a scanner

    Scan the room label, then each tag, with a USB scanner or webcam; rapid mode takes one scan when nothing differs, and the missing and damaged queues are resolved into transfers, recoveries or write-offs.

    Physical Verification

  4. Step 4

    Refurbishment as a CapEx project

    Budget the refurbishment, book costs to CWIP while the floor is closed, dispose of the replaced items, and capitalise the new ones when the rooms reopen.

    Procurement & CapEx

  5. Step 5

    Branch-wise reporting for head office

    Branch-wise Summary, Assets by Location, Asset Age Analysis and Insurance Expiry by property, exported to PDF, Excel, CSV or Word, with presets like This financial year.

    Reporting & Analytics

Key features

  • Branch-wise Summary

    One row per property with count, cost, accumulated depreciation and net book value, for comparing like-for-like sites.

  • Rapid mode and blind counts

    Counting takes one scan per item when nothing differs; blind counts hide the expected result, and photo, comment and signature rules apply per result.

  • Insurance and claims per asset

    Policies, endorsements and claims recorded against the covered equipment, coverage gaps shown, and the Insurance Expiry report for renewals.

  • Transfers between properties

    Furniture or equipment moved from one site to another goes through an approved transfer between branches, with the audit trail showing who approved it.

  • Warranty and AMC alerts

    Expiry alerts at 90, 60, 30 and 7 days, AMC and warranty cover shown on every work order, and the Warranty Expiry and AMC Expiry reports.

  • Invoice to asset

    Drop in the supplier invoice for a new oven or a batch of televisions; Document Intelligence reads vendor, lines, serials and warranty with a confidence chip, and a person confirms every value before the asset is created.

Example dashboard

Counting a floor with a scanner

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

Verify & Count screen: scan or type a code, camera scanning, the asset found with its expected location and custodian, and the proposed result
Product screenshot · desktop edition · demo data · Desktop edition, demo data: the Verify & Count screen during a campaign, with the scanned asset and the proposed decision.

What this screen shows

  • Campaign, team and the location being counted
  • Progress for the location
  • Scan or type a code, or use the camera
  • Asset found: serial, tag, expected location and custodian, last count
  • Proposed result and observed location
  • Rapid mode for unchanged items

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 at head office or in one property, with client PCs on the same network; counts use USB scanners or webcams, and daily work needs no internet.

  • Web editionAvailable now

    Suits groups with many properties: head office and each site in a browser with a Branch context bar, approvals from anywhere, dashboards across the portfolio, and counting through the companion mobile app.

  • Using bothSame rules, same engine

    A group that starts on desktop at head office keeps its register; both editions share the same rules, approvals and audit trail.

Compare deployment models

Frequently asked questions

Can each property see only its own assets?

Yes. Properties are branches, and users are scoped by company, branch and location. Head office roles see every property; amounts are hidden from users without finance rights.

How long does a room-by-room count take?

That depends on the property, but the count is one scan per item with a USB scanner or webcam, rapid mode when nothing differs, and the reconciliation queues are resolved on screen rather than on paper. See Physical Verification.

How do we handle a floor refurbishment?

As a CapEx project: budget it, book costs to CWIP while the floor is closed, dispose of the replaced items with their gain or loss, and capitalise the new assets when the rooms reopen. See Procurement & CapEx.

Can we move furniture between two hotels?

Yes. A transfer between branches goes through the approval chain you configure, and the Asset Movement report lists every transfer in the period.

Does the register handle low-value items like crockery?

Each book has a low-value write-off policy; items below the threshold follow that rule rather than being depreciated individually. Operating supplies are not fixed assets and are better kept out of the register.

Can we enter new equipment from the supplier's invoice?

Yes. Document Intelligence reads the invoice, PO, GRN or warranty certificate and drafts the asset with a confidence chip per field; a person confirms every value, and the draft goes through normal approval. See AI Asset Intelligence.

Guides and articles

Published articles tagged for this industry.

Other industries

All industries

See FixedAsset Pro on your own property register

Start a free trial, or book a demo and bring one property's equipment list and your last count sheet.

Start Free TrialBook a Demo