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Assets for Kenya
Every asset has an owner, a location, and an alibi
Registers that track reality — custodians by name, movements approved, verification by phone, maintenance on schedule, and disposals on the record.
Sound familiar?
If any of these ring true, you are exactly who this was built for.
The register from 2022
Accurate the day it was typed; fiction after two office moves and one staff exit.
Equipment issued to "the office"
No named custodian means no accountability when it walks.
Maintenance by breakdown
Generators and vehicles get attention only after they fail — at the worst moment.
Disposals nobody documented
Assets vanish from use but never from the books — until an audit asks.
What you get with AWRA OpsHub
Each capability links to a deeper feature tour.
Faults, from report to signature
A fault raised against an asset becomes a ticket with an SLA, and the resolution is captured with a signature so the sign-off is on the record rather than on paper.
Custody changes that need a signature
Asset movements and asset pool movements queue in the Approvals Hub alongside stock and procurement, and Scan & Act resolves an asset tag straight to the record and the actions it can accept.
Living asset register
Tags, serials, values, funding references, condition, and full history per asset.
Named custodianship
Issue to people, not places — with signed issue and return, and exit clearance built in.
Movement approvals
Transfers between offices and sites approved and logged; the register tracks reality.
Mobile verification
Physical checks by phone, with photos and condition notes. A check made with no signal is queued on the phone and synced when the connection returns, like every other asset movement.
Condition and availability
Condition recorded at every hand-off, warranty expiry as a date, and a maintenance status that takes an asset out of availability while a work order holds it. Preventive schedules — on a fixed calendar or from the last service — open their own work orders when a service falls due, and downtime is measured from when the work started to when the asset came back.
Disposal & reporting
Write-offs and disposals with approvals; registers and reports export in minutes.
Running in the product today
- A named custodian on every item, with location, condition captured at each hand-off, full movement history and documents attached — which is the record that answers who had it in March.
- Check-out and check-in as events, so a hand-off is what updates the register rather than somebody remembering to update it afterwards.
- Verification rounds on a rhythm you set, with the result recorded against the item rather than in a spreadsheet beside it.
- Documents and photographs against the asset, previewable in place — which is the file nobody has time to assemble after a loss or a claim.
- Purchase cost held on the item, and cost coded to site, project, funder or cost centre at entry.
- Offline capture for stock transfers, check-out, check-in, asset movements and verification, so a remote verification round is recorded where the asset is and synced on return.
- Preventive maintenance and work orders — schedules on a fixed calendar or from the last service that open their own work orders, overdue work chased, a repair vendor on the job, and labour, parts and other cost and hours out of service recorded per work order.
- Book depreciation in accounting — a profile per asset, straight line or reducing balance with a useful life and a salvage value, posted to the ledger monthly, with disposal and its gain or loss and a fixed asset register that reconciles to the general ledger.
More we can add — on the roadmap, and commissionable now
- Depreciation defaults per asset class, so a new asset picks up its method and useful life without a profile being set by hand. The value trend shown in the asset module stays a labelled estimate; book value is the accounting profile.
- Meter readings and spares from stock on a work order. Calendar schedules and work orders are here; servicing that falls due on engine hours, and parts issued from the store onto the job, are the layer to add.
- A fuel log and a distance held against the vehicle, so that fuel-per-kilometre becomes computable however complete the rest of its record already is.
- An RFID reader integration. Assets are already scanned by barcode and QR — printed labels, scan-to-find and Scan & Act on the phone — and RFID readers are being built onto the same lookup.
What we would decline, and would rather say now
- We will not present the value trend as book value, and you should not either. A vendor whose asset module quietly produces a number that looks like accumulated depreciation is handing your accountant a figure no auditor will accept. Ours is labelled as an estimate in the product and in the code, which is deliberate and is not going to change into a silent accounting feature.
- We will not let a calendar schedule pass for a usage one. A schedule here runs on dates, and we say which clock it runs on rather than let a missed 500-hour service be the way you find out. Where servicing is driven by the meter, we would scope the reading first.
Per-class depreciation defaults, meter-based servicing and a scanning integration are scoped, priceable work rather than research problems. All three are commissionable now on a written specification, a timeline and a price agreed before any money moves. The evidence this is a genuine offer is Kenya, where the eTIMS transmission and the statutory payroll engine were both built exactly that way.
The distinction worth carrying into a shortlist: the accounting side knows what each asset is worth; the register knows who has it, where it went, what condition it came back in and when it is next due. Those are different questions, and the second one is the one that gets asked in an audit or after a loss. Both live in the same product.
How teams get started
1
Import the register
Your existing list loaded — tags, values, locations, custodians.
2
Verify physically
A mobile verification round reconciles the register to reality.
3
Keep it living
Movements, maintenance, and quarterly checks keep it reconciled forever.
Guides from our blog
NGOs & Nonprofits
Asset Management for NGOs: Donor-Funded Equipment Registers
Donor-funded equipment is held in trust — the register fields, custody rules, verification rhythm, and disposition reports that prove the trust was kept.
Read
Kenya Business Guides
How Kenyan Businesses Are Digitizing Operations in 2026
eTIMS mandates, M-Pesa-native operations, multi-branch growth — the forces pulling Kenyan SMEs off spreadsheets, and how the successful ones sequence the move.
Read
Kenya Business Guides
ERP Pricing in Kenya: What to Expect (KES Breakdown)
License models, the implementation costs nobody quotes upfront, honest three-year totals in KES, and the questions that expose hidden pricing.
Read
Public Sector & County Government
Whose System Holds the Public Record?
A public body’s operational records outlive every supplier. What a ministry, county or state corporation should be able to say about the system that holds them, and where a dedicated instance fits.
Read
Assets & Equipment
The First Fix Is the Worst One
A phone hands you a location instantly and it is usually the worst one it will have all minute. Waiting eight seconds for a better one is the difference between a movement that lands and one your own policy refuses.
Read
Assets & Equipment
Four Photos, and the Sixth the Server Would Take
The API accepts six photos on an asset movement. The phone stops at four, compresses every one, and shows you the running total in kilobytes. All three of those are the same decision about a queue row.
Read
Questions we are asked here
Frequently asked questions
What should go on the register?
Everything above your capitalization threshold plus attractive items regardless of value — phones, laptops, cameras, tools. A common Kenyan policy registers from KES 5,000–10,000 upward.
Can assets be created from purchases automatically?
Yes — received purchase orders can create assets directly, inheriting supplier, cost, and funding reference, so the register grows from transactions instead of manual entry.
How does staff exit clearance work?
Custodian clearance lists everything issued to the person; returns are recorded at handover and gaps surface before final dues — not after.
Do you handle donor-funded assets for NGOs?
Yes — assets carry funding grant tags, and per-grant disposition reports for donor closeouts export in minutes. See the NGO asset management page for that workflow.
Close the register-vs-reality gap
Bring your current asset list — watch it become a living register with custody and history.