Keep track of your company's assets
Assets lists what your company owns or pays for, who has each item, what it costs and what comes up next. Open Assets in the menu of any software.
- Software
- Every software
- Who can do this
- Business owner, Member
- Updated
What Assets is for
Assets answers five questions in one place:
- What does the company own or pay for?
- Who has which laptop, phone, key or software licence?
- How much do the subscriptions cost each month and each year?
- What has to be returned, renewed or cancelled, and by when?
- What important dates are coming up?
Open Assets in the menu. It is in every software, and it shows the same assets everywhere.
Two kinds of assets
- Equipment: what you can touch. Laptops, phones, screens, furniture, vehicles, tools, keys and access cards. One person has an item at a time.
- Software & subscriptions: what you pay for. Software licences, SaaS, hosting, internet and phone contracts, business services. A subscription can have seats, one for each person who uses it.
A licence bought once, such as an office suite with a perpetual licence, is a Software & subscription paid One-off.
Keep one record per service. Microsoft 365 with ten users is one subscription with ten seats, not ten assets.
The three views
The switch at the top of the page shows:
- Equipment: each item, who has it, its status and its warranty. The figures above the list show Assigned, Available and Needs attention: items in repair, overdue loans and warranties ending within 30 days.
- Software & subscriptions: each subscription with its cost, its seats and its next date (cancel by, renewal, end or payment). The figures show the Monthly cost, the Yearly cost and the Free seats.
- Coming up: what needs doing in the next 60 days. See Asset reminders and Coming up.
Items that are Retired, Lost or Ended are hidden. They stay in the records: choose All in the Status filter to see them.
Who can use Assets
- The Business owner sees and changes everything.
- A Member needs the Assets permission. Members who joined before Assets existed don’t have it: the Business owner turns it on in the settings.
- Employees don’t see the Assets page.
Common questions
Do I need to set anything up first?
No. Categories, statuses and reminders are ready to use. Only the name is required when you add an asset.
Does Assets calculate depreciation?
No. Assets keeps the purchase price and the running costs. Depreciation stays in your accounting.
Are the costs converted into one currency?
No. Each currency is shown on its own, for example “€1,180 + $40”, without exchange rates.