Fixed assets 🏢

Every company owns things that matter — laptops, phones, office furniture, vehicles, machinery, software licences. TSync Assets keeps all of them in one tidy place so you always know what you have, where it is, who's using it, what it's worth today, and when it's due for service.

Think of it as the complete life story of each item: from the day you buy it, through every person who borrows it and every repair it needs, all the way to the day you retire it.

Your first few minutes

Everything lives under one sidebar menu: Fixed assets. Open it and you'll see the Dashboard, the Asset register, Maintenance, Categories, Locations, Work Orders, Audits, Licenses, Issues, Kits, the Asset Portal, Bulk Import and Settings.

1. Open Fixed assets → Asset register. This is your master list of everything the company owns.
2. Pick a category for your item — for example IT laptop, vehicle or software licence. TSync comes with sensible categories ready to go.
3. Add your first item (see below). That's it — you're keeping a real asset register.

The Dashboard (the first page of the menu) gives you the headline numbers at a glance: how many assets you have, their total book value, how many are available versus assigned, how many are in maintenance, and an "Attention" panel flagging maintenance that's due soon and warranties about to expire.

What would you like to do?

➕ Add something you own

Open Fixed assets → Asset register → + New asset and fill in what you know:

1. Name and a short description.
2. Type — a normal asset, a software licence, an accessory, a consumable or a component of something larger.
3. Category (laptop, vehicle, licence…), Location (which site or office), and Status (Available, Assigned, In repair, Broken, Retired, Lost).
4. Manufacturer, model, serial number and barcode if you have them — handy when you need to find the exact item later.
5. Purchase date and cost — this is what lets TSync track its value over time. You can record the cost in any currency; TSync converts it to your base currency at the right exchange rate for the purchase date and shows you a live preview as you type.
6. Optionally the salvage value (what it'll be worth at the end of its life), the useful life in months, the depreciation method, and dates for warranty, insurance, end-of-life and next maintenance.

TSync gives each item a unique tag automatically (like AST-00001), so you don't have to invent one.

💡 Categories carry helpful defaults — for example how long that kind of item usually lasts and which depreciation method to use. Set them once and every new item inherits them, so adding assets stays quick.

📁 Organise with categories, locations and manufacturers

• Fixed assets → Categories lets you create your own groupings (IT laptops, vehicles, furniture…), each with its own default useful life, depreciation method and colour. They can be nested (a category inside a category).
• Fixed assets → Locations is where your sites, floors and offices live, so you always know where an item physically sits.
• Manufacturers and models appear as pickers on the asset form, so you can record exactly which Dell, Apple or other make and model an item is.

👤 Lend an item to someone and get it back

When you hand a laptop to a colleague or a tool to a client, record it so nothing goes missing.

To lend it out: open the item and click Check out.

1. Choose the person (a staff member or a client) you're giving it to.
2. Set the date you expect it back.
3. Add a note if you like — and optionally capture a signature on the spot.

The item's status switches to Assigned, and it's now clearly linked to that person.

To get it back: open the item and click Check in. The item returns to Available, ready for the next person.

Every item keeps a full custody history — who had it, when they took it, when they returned it, and any notes. It's a complete, trustworthy record for internal control and audits.

📦 Hand out a whole set at once with Kits

Kitting out a new hire usually means a laptop and a phone and a headset and a monitor. Instead of checking out each one separately, build a Kit once and issue it all in a single step.

Open Fixed assets → Kits, create a kit with a code and name, then add the items it contains (specific assets, or just a model). When you're ready, check the whole kit out to a staff member, a customer or a project — every linked asset is assigned and gets its own custody entry automatically. Return the kit and all of them go back to Available at once. The kit page shows you the full check-out history.

🔑 Manage software licences and seats

Software and subscriptions don't sit on a shelf, so they get their own area.

Open Fixed assets → Licenses and add a licence with its vendor, key, total number of seats, purchase and expiry date, and cost. From the licence you can assign a seat to a staff member or a specific asset, and release it when it's no longer needed — TSync keeps the used-vs-total count for you and shows each licence as active, about to expire or expired. You decide how many days ahead you want the expiry warning.

🔧 Keep equipment serviced and avoid surprises

Some items need regular care — a vehicle needs its oil changed, measuring equipment needs calibrating, machines need inspecting. TSync helps you plan it all.

For any item you can schedule maintenance and record:

• What kind it is — planned upkeep, an unexpected repair, a calibration, or a routine inspection.
• When it's due, what it costs, and who's doing it (your team or an outside vendor).

Set up recurring maintenance and TSync does the chasing for you: mark a service as done and it automatically schedules the next one (for example, six months later). The Maintenance page lists everything, with a filter for what's coming up — and the system flags anything that's slipped past its due date so nothing falls through the cracks.

🛠️ Track repairs end-to-end with Work Orders

When a repair is more than a quick note, raise a Work Order. Open Fixed assets → Work Orders, create one against an asset, set its type and priority, assign it to a staff member or an outside vendor, and track it from pending to in progress to done. You can attach files (photos, quotes, invoices), record the cost and outcome, and link it to a maintenance task so finishing the work order ticks the service off too.

🛡️ Never miss a warranty or insurance date

For each item you can record when its warranty or insurance runs out. TSync watches those dates and warns you ahead of time — so you can renew, claim, or replace before cover lapses, instead of finding out too late.

📉 See what your equipment is worth over time

Things you own lose value as they age — a three-year-old laptop simply isn't worth what you paid for it. Accountants call this depreciation: spreading the original cost out over the item's useful life, a little each month, instead of counting it all in one go.

TSync works this out for you. For each item it knows the purchase cost, how long it's expected to last, and what it'll be worth at the end (its leftover, or "salvage", value). From those it reduces the value month by month, automatically.

You can choose between two common approaches:

• Straight-line (even spread) — the value drops by the same amount every month. Simple and predictable.
• Double declining balance (faster early) — more of the value comes off in the early months, then it slows down. This suits things that lose value quickly when they're new.

TSync runs this for every asset automatically at the start of each month, so your figures stay current without you lifting a finger. Prefer to do it on demand? Open an item and click Run depreciation now. Either way, TSync never double-counts a month, and it never lets an item's value drop below its leftover value.

Each item shows its full depreciation history — month by month, how much came off, and what it's worth now. Perfect for handing clean numbers to your accountant.

🔄 Transfer, retire or sell an item

As assets move around or reach the end of their life, you handle it from the item's own page:

• Transfer moves an asset to a different cost centre (and optionally a new location) — useful when a department or project changes.
• Retire takes an item out of service. You can record any disposal proceeds (what you got for it, if anything), and its status becomes Retired.
• Sell / assign to a customer links the asset to an invoice and a customer, and can automatically hand it over to them.

When accounting is connected, these actions create the matching bookkeeping entries for you (see Connect it to your accounts below).

🧾 Capitalise a purchase straight from a supplier invoice

Bought equipment through the Purchases module? When you open an eligible supplier invoice, a "Capitalize as Asset" button appears. Click it and TSync starts a new asset for you with the supplier, invoice number, date and cost already filled in — so a purchase becomes a tracked asset in a couple of clicks.

🔢 Run a physical inventory count (Audits)

Once a year (or whenever you like) you'll want to walk the floor and confirm everything is where it should be. Open Fixed assets → Audits and start a new audit, optionally narrowed to one location or category. TSync builds the checklist for you — every matching asset, with its expected location and custodian.

As you go round, mark each item as found, missing, found at a different location, damaged or disposed, and note its condition. TSync tallies how many you checked and how many came back with a variance (a surprise). If there are variances, it can automatically request an approval, so a manager signs off on the discrepancies.

📥 Add many assets at once (Bulk Import)

Starting from a spreadsheet? Open Fixed assets → Bulk Import, download the ready-made CSV template, fill in your rows (tag, name, serial, category, location, manufacturer, model, purchase date and cost, depreciation method, useful life), and upload it. TSync imports them in one go and shows you a report — how many were created, updated and skipped. Re-importing the same file updates existing rows instead of duplicating them.

📱 Print a QR label and find any item instantly

Every item has a Print QR label button. It produces a ready-to-print sticker with the item's tag, name, serial number, and a QR code.

Stick it on the laptop, the machine, the cabinet. Later, scan it with any phone and the item opens straight away in TSync — no searching. It makes physical stock-takes fast: walk the floor, scan, done.

🙋 Let staff manage their own equipment (Asset Portal)

Your team can see what they personally hold without poking around the whole register. Fixed assets → Asset Portal (custodian) shows each staff member just the assets assigned to them, with maintenance history, custody history and any open work orders. From there they can request maintenance on something that's playing up — which raises a work order for the maintenance team to pick up.

🌐 Let your customers see their equipment and ask for support (Client Portal)

If you assign equipment to your customers (for example rented or on-site devices), they can view and manage it themselves through a client portal — without calling you every time.

How it works for the customer:

1. The customer logs into their client account (the same login they use for invoices and estimates). You give a contact portal access from the customer's profile, as usual.
2. On entry they see a clean dashboard: how many pieces of equipment they have, how many open support tickets, how many are in progress, and how many resolved.
3. From "My assets" they see the list of their own assets (the ones you assigned to them) and can open each one for details.
4. From "+ New ticket" they can open a support ticket tied to a piece of equipment (pick the asset, write the subject, description and priority). You and your team get a notification immediately — in-app and by email — so nothing slips through.
5. In "My tickets" they track each ticket's status and can reply in the conversation; every customer reply notifies you again.

On your side, you handle these tickets under Fixed assets → Issues: filter by status or priority, pick one up, reply (publicly or with an internal note), attach files, change its status through the flow open → in progress → waiting customer → resolved → closed, and act on several at once. Every move sends notifications to the customer, so they're always up to date. In short, customers handle their own equipment support requests, and you keep everything centralised and traceable.

📚 Connect it to your accounts (GL postings)

If you use the Accounting module, asset events can post straight to your general ledger — buying an asset (capitalisation), monthly depreciation, transfers and disposals. You set which accounts to use under Settings (a sensible default, plus per-category and per-asset overrides), and turn automatic depreciation posting on or off. Every posting is recorded, and you can review the full list any time under Fixed assets → GL postings (a read-only audit trail). If accounting isn't connected, the asset side still works on its own — the bookkeeping simply doesn't post.

Who can do what

You decide which of your people can see and manage assets. A typical setup:

Permissions are fine-grained, so you can grant exactly what each role needs.

Make it fit your company

Open Fixed assets → Settings. A handful of simple settings let you tailor things to how you work:

• The prefix and padding used for automatic tags (so they read AST-00001, or whatever suits you).
• The default depreciation method (straight-line or double declining).
• Whether monthly depreciation runs automatically.
• How many days ahead you'd like to be warned about upcoming maintenance and expiring warranties.
• Your country and base currency, which set the exchange-rate rule used when you enter a cost in another currency (Romania uses the previous business day's rate; Moldova uses the same-day rate).
• The accounting (GL) account mapping for capitalisation, depreciation and disposal, and the value above which a purchase is suggested for capitalisation.

Sensible defaults are in place from the start, so you can change these later, or not at all.

Good to know

• It runs by itself. Depreciation and the early-warning checks happen on a schedule in the background, so your figures and reminders stay current without any effort. (This relies on the scheduled task being set up — see Set up the cron job.)
• Nothing is ever lost. Every hand-over, repair and audit is kept on record, so you always have the full history of each item.
• Start small. Add a few key items today; you can flesh out the details whenever you have a moment.

Where to go next

• 🛒 Buying new equipment? See the Purchases guide.
• 📦 Tracking consumables you keep in stock? See the Warehouse guide.
• 🏠 Lost? Head back to Getting started with TSync.