SalesCollab

For Municipalities

Asset management for municipalities and public-sector entities.

A defensible fixed-asset register, councillor-ready replacement schedules, audit-grade chain of custody on every issued device — built for the way the Auditor-General and councils actually review.

What municipalities asset registers actually have to do

Municipal asset management is where finance, IT and the AG's office collide. The fixed-asset register has to be defensible to the year-end audit. IT devices have to be assigned and returned with proof. Vehicles, plant and equipment have to be insured at the right replacement value. And the councillors' replacement budget has to come from real data, not a guess.

AssetTrack unifies these. The fixed-asset register produced for the AG is the same register IT updates when a councillor's laptop is reissued, which is the same register the insurance broker quotes against. One source of truth, with role-based access so finance sees what finance needs, IT sees what IT needs, and the broker sees only what they're allowed to.

The capabilities that matter most here

  • Per-category straight-line depreciation aligned to municipal accounting standards (MFMA / GRAP-style)
  • Signed handover with on-screen signature for every device issued to a councillor or official
  • Plant and fleet inventory alongside IT — vehicles, generators, mowers, fire equipment
  • Mobile audit sessions for ward-by-ward or department-by-department stocktake
  • Insurance schedule export ready for the municipal broker, with replacement values current
  • Public REST API for council reporting dashboards and AG-mandated transparency feeds

Common scenarios

  • Councillor onboarding: issue laptop and phone with signed handover; chain-of-custody log proves issue date
  • Councillor exit: return device with condition photo at the desk; final pay isn't released until return is logged
  • Ward stocktake: ward councillor walks the asset list with the IT officer, scans tags, signs the audit session
  • Annual fixed-asset register: export per-category depreciation, additions, disposals and closing NBV for the AG
  • Insurance renewal: export schedule with replacement values for the broker, including plant, fleet and IT

Frequently asked questions

Does AssetTrack align with MFMA / GRAP-style municipal accounting?

AssetTrack's per-category straight-line depreciation with residual values and explicit disposal accounting aligns with the depreciation methodology used by most municipal finance teams under GRAP. The fixed-asset register CSV maps cleanly to standard municipal templates.

Can councillors and external auditors access the register?

Yes, with role-based access. Councillors can be granted read-only access to the register for their ward; external auditors can be invited as time-bound auditor users; the AG's office can consume scoped data via the public REST API.

Does it handle vehicles, plant and equipment as well as IT?

Yes. Categories are user-defined; vehicles, generators, mowers and fire equipment work the same way as laptops, with VIN/serial fields, condition, location and assigned operator.

How does the chain of custody help with leaver / handover disputes?

Every issue and return captures the recipient's signature, an optional GPS coordinate and a timestamp. When a leaver dispute arises, the original signed handover is the evidence — the conversation is grounded in a document the recipient signed.

Related

Asset registerChain of custodyAsset auditsPricing

Know what you own. Who has it. What it’s worth.

Free workspace while we finish billing. Import a CSV and you’ll know within an hour whether AssetTrack fits.