Your asset register tells you what should exist. Can you prove what actually does?
Keep your existing Fixed Asset Register. IDU adds the operational layer around it — verification, accountability, exceptions and approvals across every location — and connects asset activity to CAPEX, budgets and reporting.
The people closest to the assets are rarely the people who maintain the asset register.
Your register records asset numbers, values, classes and depreciation. It cannot tell you whether the asset still exists, where it is now, who is accountable for it, when it was last verified, what has changed, whether the change was approved, or what that means financially — across every location.
IDU adds verification, accountability, exceptions and approvals around your existing register. The seven questions are answered through one governed process, and the result reaches capex, budgets and reporting.
Verify, resolve, approve, plan.
Verification where the asset is.
Authorised users verify the assets in their own locations and cost centres using a standard smartphone. Scanning a QR label opens the asset record at the point of use, where existence, location, condition and custodianship can be confirmed and a photograph captured. Findings are recorded against the asset record rather than written down and re-keyed later. Instead of one team moving through the register in sequence, every area verifies its own assets in parallel.
Exceptions you can see and act on.
Missing, moved, damaged, duplicated, unlabelled and unverified assets are raised as exceptions, each with an owner, a status and a required action. Finance and the asset register custodian can see what is outstanding by site, manager or cost centre during the cycle rather than at the end of it.
Requesting a change is not approving it.
Operational users propose transfers, disposals, additions and corrections, selecting from standard reasons. The asset register custodian reviews the evidence and decides. A transfer between sites is visible to the sending location, the receiving location and Finance at the same time. Only approved changes are written back, and the full history is retained.
Verified assets inform capital decisions.
Capital requests are assessed against assets that exist, assets that can be redeployed and disposals already planned, inside the same environment as the operating budget. This connection between the asset and the financial plan is what a tracking product cannot offer.
Verified. Accountable. Auditable. Connected.
VERIFIED
Confirm that recorded assets exist, where they are and whether the recorded information still holds. Verification status, outstanding assets and overdue items are reportable by site, department, cost centre and asset class.
ACCOUNTABLE
Finance governs structures, access, approval and reporting. Each manager sees only the locations, cost centres and asset classes they are responsible for. One control framework applies across branches, campuses, facilities and regions.
AUDITABLE
Evidence is created as the work happens rather than assembled before fieldwork. Every verification, exception, request, review and approval is timestamped and attributed, and evidence reaches Audit while it still reflects the asset’s current position.
CONNECTED
Asset activity reaches CAPEX planning, budgets, forecasts and management reporting. Capital decisions are made against verified assets rather than a register nobody has checked.
Can you prove what your register says exists?
The Fixed Asset Verification and Audit Readiness Checklist is a twenty-point self-assessment across verification currency, verifier accountability, outstanding assets, movements and disposals, review and approval, manager visibility, and audit and CAPEX decision support. Score your organisation, identify the gaps and agree the five actions that matter most.
You already let the people who spend the money enter their own numbers. Now let the people who use the assets confirm they are there.
“IDU eliminated manual collation and gave us a single, reliable source of truth for our budgets.”
“For the first time we have been able to include more people in the budgeting process, increasing involvement and transparency.”
Common questions about asset verification.
Does IDU replace our existing Fixed Asset Register?
No. Your existing register remains the system of record. IDU provides the operational and financial control layer around it, and approved changes are written back to the source system. No second statutory register is created.
Which systems does IDU integrate with?
IDU is ERP agnostic and connects to asset and financial data held in platforms including SAP, Microsoft, Sage, Oracle, NetSuite, Syspro and ITS, using APIs, SQL-based services, direct database connectivity or secure file transfer.
Who performs the verification?
Authorised users close to the assets — managers responsible for a location, cost centre or asset class. Finance defines the structures, access and approval requirements. No one needs to work in the Fixed Asset Register to take part.
How does this work across multiple sites?
Common structures, verification statuses, exception categories, transfer reasons and approval rules apply across all locations, while each manager’s access is limited to their own areas. Finance sees one consolidated view and can examine any site individually.
Do we need specialised hardware?
No. Verification uses standard smartphones and tablets. QR labels are generated in IDU and printed on ordinary adhesive label sheets.
What does IDU not do?
IDU is not a maintenance management, reliability or IT asset discovery system. Where work orders, inspections, spare parts or software licensing are required, those platforms remain appropriate.
From asset register to operational control.
Review how verification, accountability, exceptions and approvals could work alongside your existing ERP or asset register.