Asset Management
Track every asset's complete lifecycle with QR code identification, real-time health monitoring, performance analytics, and comprehensive warranty management. Know the true cost of ownership and make data-driven replacement decisions.
Asset Management Dashboard Overview
Complete Visibility Into Every Asset
From the moment you acquire an asset to the day you dispose of it, track every detail, every maintenance event, and every cost to optimize performance and maximize ROI.
Complete Asset Registry
Maintain a comprehensive database of all facility assets with hierarchical categorization, technical specifications, and unique QR code identification. Instantly access any asset's complete information from your mobile device by scanning its code. Unlimited asset capacity with hierarchical organization, auto-generated QR codes and barcode labels, custom fields for technical specifications, document attachments (manuals, warranties, drawings), location mapping (GPS for outdoor, floor plans for indoor), equipment grouping and parent-child relationships
Real-Time Health Scoring
AI-powered health scoring (1-100 scale) continuously evaluates asset condition based on age, maintenance history, performance metrics, and operational data. Identify at-risk equipment before failures occur. Automated health score calculation (1-100), multi-factor analysis: age, maintenance, performance, condition, color-coded status indicators (green/yellow/red), trend tracking over time with historical charts, configurable thresholds for alerts, equipment comparison and benchmarking.
Performance Analytics
Track critical performance metrics including MTBF (Mean Time Between Failures), MTTR (Mean Time To Repair), availability percentage, and OEE (Overall Equipment Effectiveness). Make data-driven decisions about maintenance and replacement. MTBF and MTTR automatic calculation, equipment availability and uptime tracking, OEE (Overall Equipment Effectiveness) monitoring, performance trending and forecasting, comparative analysis across similar assets, efficiency loss identification.
Total Cost of Ownership
Understand the true cost of every asset from acquisition through disposal. Track purchase costs, installation expenses, energy consumption, maintenance spending, downtime costs, and depreciation for complete financial visibility. Complete cost tracking: acquisition, installation, operation, maintenance cost accumulation by asset, energy consumption monitoring and costs, downtime cost calculation, depreciation tracking and reporting, ROI analysis for replacement decisions
Manage Every Phase of the Asset Lifecycle
Acquisition
Track purchase requests, vendor selection, procurement, and initial costs. Document purchase orders, delivery, and acceptance. Purchase requisition workflow, vendor comparison and selection, cost tracking and budgeting, delivery scheduling, initial cost recording.
Installation & Commissioning
Manage installation processes with commissioning checklists, acceptance testing, and complete documentation of as-built configurations. Commissioning checklists, acceptance testing workflows, as-built documentation, installation cost tracking, warranty activation.
Operation & Monitoring
Continuous monitoring of equipment performance, usage tracking, health scoring, and real-time status updates throughout operational life. Usage and runtime tracking, real-time health monitoring, performance metrics (MTBF, MTTR, OEE), energy consumption tracking, operational cost accumulation
Maintenance & Repairs
Complete maintenance history with preventive maintenance schedules, corrective repairs, parts replacement, and cost tracking. Preventive maintenance scheduling, work order management, maintenance history logging, parts and labor cost tracking, downtime recording.
Disposal & Replacement
End-of-life planning with decommissioning workflows, disposal documentation, salvage value tracking, and replacement analysis. End-of-life planning, decommissioning workflows, disposal cost tracking, salvage value calculation, replacement ROI analysis.
Powerful Features for Complete Asset Control
QR Code & Barcode Identification
Automatically generate QR codes for every asset and print labels for easy identification. Scan codes with mobile apps to instantly access complete equipment information, maintenance history, documentation, and current status—no matter where you are in the facility. Auto-generated unique QR codes for all assets, printable QR code labels (multiple sizes and formats), barcode support for inventory integration, mobile scanning with instant information access, bulk QR code generation and printing, custom label templates with company branding
Comprehensive Warranty Management
Never miss a warranty claim opportunity. Track warranty periods, expiration dates, coverage details, and claim history. Receive automated alerts before warranties expire and manage vendor warranty relationships efficiently. Warranty period tracking with start/end dates, automatic expiration alerts (30/60/90 days before), warranty coverage documentation and terms, claim history and tracking, vendor warranty coordination, multi-year extended warranty support, parts and labor coverage differentiation, warranty cost savings reporting.
Complete Maintenance History
Every work order, every repair, every inspection—all documented and searchable. Access complete maintenance history instantly to understand failure patterns, predict issues, and make informed decisions about repairs versus replacement. Chronological maintenance timeline, work order linking and tracking, parts replacement history, labor hours and cost accumulation • Failure and breakdown documentation, technician notes and observations, photo and document attachments, searchable and filterable history.
Automated Depreciation Tracking
Integrated with financial systems to automatically calculate and track asset depreciation. Support multiple depreciation methods (straight-line, declining balance) and generate audit-ready reports for accounting and tax purposes. Multiple depreciation method support, automatic monthly depreciation calculation, book value tracking and reporting, asset valuation over time, integration with ERPNext Finance module, tax depreciation reporting, gain/loss on disposal calculation, audit trail for all changes.
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Meter Reading & Usage Tracking
Track equipment usage with multiple meter types: operating hours, production counters, mileage, energy consumption, or custom meters. Trigger meter-based preventive maintenance and analyze usage patterns for optimization. Multiple meter type support (hours, miles, cycles, etc.), scheduled and ad-hoc reading capture, mobile meter reading entry, reading validation and error checking, meter-based PM triggering, usage trend analysis and, consumption reporting. abnormal usage alerts.
Centralized Document Management
Store all asset-related documents in one centralized location: equipment manuals, technical drawings, certificates, permits, inspection reports, and warranty documents. Access critical information instantly from any device. Unlimited document attachments per asset, supported formats: PDF, images, CAD, Office files, document categorization and tagging, version control and revision history, document expiry tracking (certificates, permits), mobile document access and capture, search across document content, secure access control by role
See Asset Management in Action
A comprehensive view of everything you need to manage your assets effectively
Integrated With Your Business Systems
Financial & Accounting Integration
Seamless integration with ERPNext Finance module for complete financial tracking. Automatically sync depreciation, capitalize assets, track expenses, and generate financial reports for accounting and tax purposes. Automatic asset capitalization, depreciation calculation and posting, cost center allocation, budget tracking and variance analysis, fixed asset register sync, disposal gain/loss calculation.
Work Order & Maintenance Integration
Assets automatically link with work orders, preventive maintenance schedules, and spare parts inventory. Track all maintenance activities, costs, and history in one unified system. Auto-link work orders to assets, PM schedule generation from asset data, maintenance cost accumulation, spare parts consumption tracking, downtime recording and analysis, failure pattern recognition
Spare Parts & Inventory Integration
Connect assets with spare parts inventory for intelligent stock management. Track parts consumption by asset, forecast spare parts needs, and automate reordering based on asset maintenance schedules. Asset-specific spare parts linking, parts consumption tracking, min/max stock level automation, reorder point calculation , parts cost tracking by asset, critical spares identification.
Advanced Reporting & Analytics
200+ pre-built reports and customizable dashboards for complete asset intelligence. Export to Excel, schedule automated reports, and track KPIs with real-time analytics. 50+ asset-specific reports, customizable dashboard widgets, KPI tracking and monitoring, trend analysis and forecasting, excel export functionality, scheduled report generation
Use Cases
🏭 Manufacturing:
Scenario:- A manufacturing facility manages 500+ pieces of production equipment including CNC machines, conveyors, compressors, and material handling systems. They need to minimize unplanned downtime and track total cost of ownership for capital planning.
Solution:- FacilityFlow's Asset Management provides:
- Real-time health monitoring of all production equipment
- Predictive alerts for equipment degradation
- Complete maintenance history for failure pattern analysis
- OEE tracking for production optimization
- TCO analysis for replacement vs. repair decisions
- QR code quick access for line technicians
Results:
- 35% reduction in unplanned downtime
- 28% lower maintenance costs
- 30% longer average asset lifespan
- $450K annual savings through optimized replacements
🏥 Healthcare:
Scenario: A hospital system manages critical medical equipment, HVAC systems, generators, and building infrastructure across 5 facilities. Compliance and uptime are critical for patient safety and regulatory requirements.
Solution: FacilityFlow's Asset Management provides:
- Complete asset registry with regulatory compliance tracking
- Warranty management for expensive medical equipment
- Maintenance history for Joint Commission inspections
- Criticality classification for backup equipment planning
- PM scheduling based on manufacturer specifications
- Document management for certifications and permits
Results:
- ✅ 100% compliance with Joint Commission requirements
- ✅ Zero critical equipment failures
- ✅ $280K recovered through warranty claims
- ✅ 45% reduction in audit preparation time
🏢 Commercial Real Estate:
Scenario: A property management company oversees 25 commercial buildings with thousands of assets including HVAC systems, elevators, generators, fire systems, and tenant equipment. They need to optimize CapEx budgeting and extend asset lifespans.
Solution: FacilityFlow's Asset Management provides:
- Multi-property asset registry with location hierarchy
- Depreciation tracking for accurate book values
- TCO analysis for 10-year capital planning
- Portfolio-wide performance benchmarking
- Energy consumption tracking by asset
- Tenant equipment separation and billing
Results:
- ✅ $2.3M optimized capital expenditure budget
- ✅ 22% reduction in energy costs
- ✅ 40% better forecast accuracy for replacements
- ✅ Increased property values through better asset care
Everything Included. One Simple Price.
Asset Management is included with every FacilityFlow subscription. No per-asset fees. No hidden costs.
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