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NGO assets
Every asset has a custodian, a location, and a movement history
Vehicles, laptops, generators and field equipment — registered, assigned to a named custodian, and tracked through every movement, verification and disposal. The funding grant is a custom field you add rather than a native one, because there is no grant object in the product; the scope section below is specific about what that does and does not give you.
Sound familiar?
If any of these ring true, you are exactly who this was built for.
The register vs reality gap
The asset register was accurate the day it was made. Two office moves later, nobody trusts it.
Donor handover panic
Project closes; the donor wants a signed asset disposition report; assembling it takes a month.
Custody without accountability
A laptop was issued to "the Kisumu office" — not a person. Now it's gone and no one is responsible.
Maintenance by breakdown
Vehicles and generators get attention only when they fail — mid-activity, far from town.
What you get with AWRA OpsHub
Each capability links to a deeper feature tour.
Asset faults raised from where they happen
A fault becomes a ticket with a category, a queue and an SLA, and the resolution can be signed on the device so the handover has a signature against it.
Asset movements that wait for a signature
Asset movements and asset pool movements are two of the fifteen record types that queue in the Approvals Hub, so custody changes hands on a decision somebody made rather than on a form somebody filed.
Register with a funder field you add
Purchase date, cost, currency, category, serial, condition and warranty are native. The funding grant is not — assets support custom fields, so you add one and it filters, reports and exports like any other. It is a label rather than a link, because there is no grant object for it to point at.
Custodianship
Assets are assigned to named people, with signed issue and return — accountability built in.
Movements & transfers
Location changes and inter-office transfers approved and logged — the register tracks reality.
Physical verification
Scheduled asset checks on mobile reconcile the register against what exists, and a check made with no signal is queued on the phone and synced when the connection returns.
Verification rounds and disposal
Last-verified date and verifier on every item, so a physical check is a rhythm rather than an annual crisis, plus retirement with a date, a reason and the person who authorised it. Generators and vehicles can carry a preventive schedule that opens its own work order when a service falls due.
Disposition & handover reports
End-of-project reports per grant: what was bought, where it is, its condition, and its disposition.
How teams get started
1
Import your register
Existing asset list loaded with grants, values, and locations.
2
Assign custodians
Every portable asset gets a named custodian with a signed issue record.
3
Verify physically
A mobile verification round reconciles the register — and keeps it reconciled.
Guides from our blog
NGOs & Nonprofits
Best ERP Software for NGOs in Kenya (2026)
What NGO teams should look for in an ERP — donor fund segregation, procurement governance, asset registers, and Kenya-specific compliance — with a practical evaluation checklist.
Read
NGOs & Nonprofits
How NGOs Can Track Donor Funds Properly
A practical system for tracking restricted funds from grant agreement to donor report — fund segregation, budget lines, burn rates, and audit-ready advances.
Read
NGOs & Nonprofits
Procurement Challenges in NGOs (And Solutions)
The seven procurement problems behind most NGO audit findings — emergency purchases, quotation theatre, undocumented approvals — and the fixes that hold up in the field.
Read
NGOs & Nonprofits
Who Else Is on That System? Answering the Donor’s Data Clause
How to read the data protection annex in a grant agreement, which questions hosting answers and which stay yours, and how to answer the who-else question in one sentence for every funder.
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
Can assets be tagged to the donor that funded them?
With a custom field, yes — and it is worth knowing the difference. There is no grant or donor object in the product, so an asset has no native funding field. What assets do support is custom fields, so you add one called funding grant and it behaves like any other column: filterable, reportable, exportable, and available on the end-of-project disposition report. What you do not get is referential integrity — it is a label somebody types or picks, nothing validates it against a list of live grants, and nothing stops two people spelling the same donor differently. For most registers that is enough. If your funder requires an auditable link between an asset and a grant record, say so and we will scope it properly rather than let a custom field imply something stronger than it is.
What happens when staff leave?
Custodian clearance shows every asset issued to the person; return is recorded at handover, and unreturned items are visible before the final paycheck, not after.
Do asset checks work in the field?
Yes. They run on mobile with condition notes and photos, and a verification made with no signal is queued on the phone and synced when the connection returns, the same as moving, checking out or retiring an asset. So a round at a site with no coverage is recorded where the asset is, not on the drive back.
Does it connect to procurement?
Assets can be created from received purchase orders, inheriting supplier, cost, and grant — so the register grows from real transactions instead of manual entry.
Close the register-vs-reality gap
Bring your current asset list and see it become a living register.