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FixedAsset Pro
Bottles moving through an automated filling line in a pharmaceutical cleanroom

Industry solution · Pharmaceutical & Life Sciences

Equipment records you can find when the inspector asks

In a pharmaceutical plant or a laboratory, the asset register is only half the story. The other half is the calibration certificate, the last preventive maintenance, the service report and who approved the change. FixedAsset Pro keeps each instrument's finance figures and its maintenance and document history on the same record, with an audit trail that cannot be switched off.

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Configurable workflows, not a compliance certificate

FixedAsset Pro does not by itself establish pharmaceutical regulatory compliance, and it is not supplied as a validated system. It provides calibration and maintenance records, configurable approvals and a tamper-evident audit trail that your quality system can use.

Who this page is for

  • Pharmaceutical manufacturers
  • Laboratories
  • Biotech companies
  • Contract manufacturing organisations
  • Quality and compliance teams
  • Engineering and finance teams

Common challenges

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

  • Operational

    Calibration due dates slip between systems

    Balances, HPLCs, temperature probes and pressure gauges each have their own calibration interval. When the schedule is a spreadsheet and the certificates are in a folder, an overdue instrument is found during an audit, not before it.

  • Operational

    Maintenance evidence is scattered

    Service reports from the vendor, internal work orders and AMC visit records sit in email, binders and the engineering office. Pulling together one instrument's history takes a day.

  • Operational

    Cold-chain and HVAC equipment cannot fail quietly

    Walk-in cold rooms, refrigerators, freezers and air-handling units protect product and environment. Breakdowns, repairs and downtime need to be recorded against the equipment, not just fixed.

  • Operational

    Changes need a named approver

    Moving an instrument to another lab, retiring it or changing its record should go through an approval with a reason. Free-text edits in a spreadsheet leave no trail.

  • Financial

    Expensive instruments, long lives, many parts

    Chromatography systems and production lines have significant components with different lives. Capitalising them as one asset hides what was replaced and distorts depreciation.

  • Financial

    New facilities sit in CWIP for months

    A new production block or lab expansion is built, installed and qualified over a long period. Costs need to be tracked in CWIP and capitalised when the facility is ready for use.

Asset categories you can track

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

  • Laboratory instrumentsHPLC and GC systems, balances, spectrophotometers, dissolution testers, stability chambers
  • Production equipmentgranulators, tablet presses, coating pans, filling and packaging lines
  • HVAC equipmentair-handling units, chillers, dehumidifiers, clean-room pressure systems
  • Cold-chain equipmentwalk-in cold rooms, pharmaceutical refrigerators, freezers, temperature loggers
  • Calibration instrumentsreference weights, temperature and pressure calibrators, data loggers
  • Utilitiespurified water systems, compressed air, boilers, DG sets
  • IT infrastructurelab servers, instrument PCs, network equipment, backup storage

Applicable workflows

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

  1. Step 1

    Calibration and preventive maintenance schedules

    Preventive schedules by time or meter raise their own work orders; calibration records carry tolerance checks and a second-person approval, and AMC visits are recorded against the instrument with missed visits shown.

    Maintenance & AMC

  2. Step 2

    Evidence vault per instrument

    Calibration certificates, service reports, photos, movements and approvals are linked to the asset. Evidence packs carry a SHA-256 checksum and cannot be deleted; file integrity can be re-checked on demand.

    Audit & Compliance

  3. Step 3

    Approved transfers and retirements

    Moving an instrument between labs, sites or departments, or retiring it, goes through a configurable approval chain with a reason, and the lifecycle timeline shows every step.

    Asset Lifecycle

  4. Step 4

    Facility projects through CWIP

    Budget and approve a new block or lab expansion, book vendor, material, labour and trial-run costs to CWIP, and capitalise when the facility is ready for use. CWIP ageing is reported in Schedule III buckets.

    Procurement & CapEx

  5. Step 5

    Component depreciation for complex equipment

    Significant parts such as detectors, pumps or line modules can be components with their own cost and life, on the Companies Act book alongside the Income-tax blocks.

    Depreciation

Key features

  • Calibration with a second-person approval

    Calibration records with tolerance checks and a second approver, kept on the asset next to its warranty, AMC, insurance and documents.

  • Tamper-evident audit trail

    Who, when, old value, new value and reason for every change. The log is sealed every 15 minutes, an integrity check shows any break, and the trail cannot be switched off.

  • Versioned documents

    Certificates, SOP references, service reports and manuals stored as versioned documents that can be linked to many assets.

  • Configurable approval chains

    Approval chains by transaction type, amount and branch, so transfers, disposals and record changes are reviewed by the people your procedures name.

  • Maintenance dashboard

    Maintenance cost, open and overdue work orders, downtime, availability and preventive-maintenance compliance for the period and site you pick.

  • Local AI and OCR

    On the desktop edition the AI Assistant and document reading run on your own server PC; cloud AI is off by default and database rows are never sent.

Example dashboard

The evidence vault for one instrument

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

Evidence vault listing documents, photos, verification results and approvals linked to an asset
Product screenshot · desktop edition · demo data · Desktop edition, demo data: the Evidence Vault for a single asset with its documents, photos, verification, movements and approvals.

What this screen shows

  • Asset summary: tag, serial, custodian, location, cost and book value
  • Documents, photos and verification results
  • Movements, approvals, tags and events
  • Findings from data-quality and audit checks
  • Pack basket to build a checksummed evidence pack
  • Verify file integrity on demand

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 network, with client PCs on the LAN. Data, documents, AI and OCR stay on your server, which many quality teams prefer for equipment records.

  • Web editionAvailable now

    Suits groups with several plants or labs and a central finance team: one browser login with a Branch context bar and approvals from anywhere. Hosted in our cloud, so check it against your own data policies first.

  • Using bothSame rules, same engine

    A site can stay on desktop while head office evaluates the web edition later; both editions use the same rules, approval chains and audit trail.

Compare deployment models

Frequently asked questions

Does FixedAsset Pro make us compliant with GMP or other regulations?

No software does that on its own. FixedAsset Pro gives you configurable workflows, approvals, calibration and maintenance records and a tamper-evident audit trail. Whether your processes meet a regulation is decided by your quality system, your validation and your auditors.

Is the software validated for regulated use?

We do not supply a validation package or claim any certification. If your procedures require computer system validation, plan it as part of your own implementation and talk to us about what documentation we can share.

Can calibration be scheduled per instrument?

Yes. Preventive schedules by time or meter raise work orders automatically, and calibration records carry tolerance checks and a second-person approval. See Maintenance & AMC.

Where do we keep calibration certificates and service reports?

In the evidence vault, as versioned documents linked to the asset. Evidence packs carry a SHA-256 checksum and cannot be deleted. See Audit & Compliance.

Can every change to an equipment record be traced?

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.

Does our data leave the site?

Not with the desktop edition: the database, documents, local AI and OCR run on your own server PC. Cloud AI is off by default and needs two confirmations to enable.

Guides and articles

Published articles tagged for this industry.

Other industries

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