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NGO assets
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.
If any of these ring true, you are exactly who this was built for.
The asset register was accurate the day it was made. Two office moves later, nobody trusts it.
Project closes; the donor wants a signed asset disposition report; assembling it takes a month.
A laptop was issued to "the Kisumu office" — not a person. Now it's gone and no one is responsible.
Vehicles and generators get attention only when they fail — mid-activity, far from town.
Each capability links to a deeper feature tour.
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.
Assets are assigned to named people, with signed issue and return — accountability built in.
Location changes and inter-office transfers approved and logged — the register tracks reality.
Scheduled asset checks on mobile reconcile the register against what exists. Verification needs a connection; asset movements are what works offline.
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. There is no service interval and no maintenance calendar — that is a workshop system's job.
End-of-project reports per grant: what was bought, where it is, its condition, and its disposition.
Existing asset list loaded with grants, values, and locations.
Every portable asset gets a named custodian with a signed issue record.
A mobile verification round reconciles the register — and keeps it reconciled.
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.
A practical system for tracking restricted funds from grant agreement to donor report — fund segregation, budget lines, burn rates, and audit-ready advances.
The seven procurement problems behind most NGO audit findings — emergency purchases, quotation theatre, undocumented approvals — and the fixes that hold up in the field.
Questions we are asked here
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.
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.
They run on mobile with condition notes and photos, and they need a connection — verification is not one of the four operations that work offline. Those four are stock transfers, inventory check-out and check-in, and asset movements, so moving an asset between sites works with no signal while confirming it is still there does not. For a round at a site with no coverage, plan it for where there is coverage or expect to complete it on return.
Assets can be created from received purchase orders, inheriting supplier, cost, and grant — so the register grows from real transactions instead of manual entry.
Bring your current asset list and see it become a living register.