Asset Tracking System Web App

The Asset Tracking System Web App keeps every asset, who holds it and what it is worth in one browser application: an asset register with QR code tags, check-out and check-in, transfers between sites, work orders, maintenance plans, a warranty watch, depreciation, physical audits and disposals, with 7 role-based logins. It is built on Google Apps Script and keeps every record in a Google Sheet in your own Drive, so it works as asset tracking software you own outright.

A new asset gets a tag and a QR label, goes out to a person or a site, comes back with its condition noted, gets serviced on a plan, loses value each month by the depreciation method you choose, is counted in a physical audit and is finally disposed of with a certificate. Think of it as asset management software, a fixed asset register and equipment tracking software in one download.

✅ Instant download · One-time payment · No subscription · No per-user fees

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Watch the Asset Tracking System Web App walkthrough

🔑 Key Features of the Asset Tracking System

🏷️ Asset register. Every asset has a tag, name, category, make, model, serial number, site, room, department, custodian, status, condition, purchase details and warranty, and you can attach a photo or a document that is stored in Drive. Quick find takes a scanned QR code, a tag or a serial number and opens the asset at once. Click any row for its full history, custody trail, work orders, maintenance plans and depreciation schedule by year.

🔁 Check-out and check-in. Hand a tool, laptop or vehicle to an employee with a due date and the condition it leaves in. Check it back in with the condition it returns in. Overdue returns are flagged, reminders can go out by email, and a custody receipt prints at 3 inch, 4 inch or A4.

🚚 Transfers. Move an asset between sites and departments with a request and an approval, so the register always shows where each asset really is.

🖨️ QR code asset tags. Select the assets, preview the label and print QR code asset tags at 3 inch, 4 inch or A4. The default size is a setting. Tags use your category prefix, so a laptop tag and a vehicle tag are easy to tell apart.

🛠️ Work orders. Preventive, corrective, inspection and calibration work orders with the technician, labor, parts and downtime hours, so you can see maintenance cost and lost time per asset.

🗓️ Maintenance plans. Set a plan for an asset and an interval. Completing the work order moves the next due date forward automatically, and overdue plans show on the dashboard.

🛡️ Warranty watch. Warranties ending in 30 days, 90 days and one year, and those already out of warranty, in one list.

💰 Depreciation. Straight line or double declining balance with a switch to straight line, salvage value and the full month convention. A monthly posting run per category writes a journal reference, and a twelve month forecast shows what the next year will cost. Book figures are for management reporting; tax depreciation is a separate calculation for your accountant.

✅ Physical audits. Generate the count sheet by site, count by scan or by hand and mark each line Verified, Wrong Location or Missing. Closing the audit updates the register, and the audit accuracy shows on the dashboard.

♻️ Disposals. Request a disposal, approve it, see the gain or loss against book value and print a certificate of disposal.

📊 Dashboard and 17 reports. Asset cost, net book value, assets tracked, in use share and last audit accuracy in the top band, then twelve KPI cards, additions and disposals for the last 12 months, assets by status, overdue returns and maintenance coming due. Seventeen ready-made reports cover the fixed asset register, valuation by category, site and department, additions by month, depreciation expense by month and by category, disposals with gain and loss, who holds what, overdue returns, tool utilization, maintenance cost by asset and by month, warranty expiry, audit exceptions, assets not counted and user activity, each with a date range, a site filter, print and CSV export.

🔐 7 roles and 33 permissions. Administrator, Asset Manager, Storeroom Clerk, Maintenance Technician, Finance Accountant, Auditor and Department Manager. Roles that do not need money do not see cost or book value. The same permission map drives the menu and the server checks, every save runs under a lock so two people can work at the same time, and every change is written to the audit log.

🛠️ Masters, lists, settings, import and archive. Categories (life, method, salvage, tag prefix, GL account), sites, departments, employees, dropdown lists and settings are all editable. Assets, categories, sites, departments, employees and maintenance plans can be imported and exported with templates. An admin-only database archive moves old closed records out of the live tables after a dated backup, and any row can be restored.

The download includes realistic starter data so every screen is populated the moment you sign in: about 5,400 seeded rows across 20 tables for a fictional commercial HVAC and facility services contractor, with 12 categories, 6 sites, 10 departments, 77 employees, 545 assets (438 on the register and 107 disposed of), 1,464 check-outs, 64 transfers, 206 maintenance plans, 1,613 work orders, 288 monthly depreciation lines, 6 physical audits and 111 disposals. The exact counts move a little with the day and hour you run setup. Delete or edit it once you are familiar with the system, or import your own assets, sites, departments and employees.

🖥️ What’s Inside: Screen by Screen

Sign-in page

A branded sign-in card with a show and hide password button. The default credentials are never printed on the sign-in screen, and a fresh install shows a first-run panel that builds the database for you.

Dashboard

A hero band with asset cost, net book value, assets tracked, in use share and last audit accuracy, then twelve KPI cards, additions against disposals, assets by status and the lists of overdue returns and maintenance coming due.

Asset register

Every asset with tag, name, site, custodian, purchase date, cost, book value, condition and status, with filters, Quick find, import, export and print.

Check-out and check-in

What is out now, what is overdue and what is due soon, with a Check-out button on each asset and a Check-in button on each open loan.

Transfers

Transfer requests between sites and departments with the reason, the approval and the completed moves.

Asset tags

Pick the assets, see the QR label preview and print the tags at the size you chose.

Work orders

Scheduled, in the shop, overdue and completed work orders with type, technician, labor cost, parts cost and downtime.

Depreciation

Cost, accumulated depreciation, net book value and the next month to post, with the twelve month forecast chart, the share of book value by category and the category table.

Physical audits

Audits by site with expected, counted, verified, wrong location and missing counts, plus the list of assets currently missing.

Reports

A library of 17 ready-made reports across the register, valuation, custody, maintenance, audit and admin. Set a date range and site, then print or export.

Also included: Maintenance Plans, Warranty Watch, Disposals, Categories, Sites, Departments, Employees, Users and Roles with the full permission matrix, Dropdown Lists, Settings, Audit Log, Database Archive, Help and a Get More Templates page.

📊 Asset Tracking System vs. Spreadsheet vs. Paid Asset Management Software

👥 Who This Web App Is For, and Who It’s Not For

✅ Built for:

• Contractors, facility teams and equipment-heavy businesses that need to know where every tool, vehicle and device is
• Small and mid-sized teams that want asset tracking software with QR tags, check-out and audits without a per-user subscription
• Finance teams that keep a fixed asset register and post monthly depreciation for management reporting

❌ Not built for:

• Teams that need RFID readers, GPS tracking or barcode hardware integration; tags are QR codes you print and scan with a phone or scanner
• Companies that need tax depreciation schedules; the figures are book values for management reporting, and it does not post to your accounting software
• Teams that must work offline; the app runs in the browser and needs an internet connection and a Google account

⚙️ How to Set Up the Asset Tracking System

1. Try the live demo first with the login details above, one role at a time.
2. Create a new Google Apps Script project, paste Code.cs.txt into Code.gs, and add an HTML file named exactly Index containing Index.txt.
3. Deploy it as a web app (Execute as: Me, access: Anyone) and accept the Google permission prompt.
4. Open the web app URL and press Run setup now on the first-run panel, or run setup once from the editor. Setup creates the database spreadsheet, the Drive folders and the starter data, and carries on by itself if Google’s time limit interrupts it.
5. Sign in as admin and change every seeded password.
6. In Settings enter your company details, tag print size and depreciation defaults, then import your own assets, sites, departments and employees.
7. Optional: run installTriggers once for the daily 6 am book values, alerts and digest.

The ZIP contains Code.cs.txt, Index.txt and the PDF user manual with every screen explained. You can deploy it in about ten minutes.

💼 Real-World Use Cases

A contractor with tools in many trucks. The storeroom clerk checks tools out to technicians with a due date, the overdue list shows who still has what, and a custody receipt is printed when a tool leaves the yard.

A facility team with equipment that needs servicing. Each unit has a maintenance plan, technicians complete work orders with labor, parts and downtime, and the next due date moves forward on its own.

A finance team closing the month. The accountant posts depreciation for each category, sees accumulated depreciation and net book value, and approves disposals with the gain or loss worked out.

An annual count across several sites. The auditor generates a count sheet per site, scans each tag and closes the audit, which marks every asset Verified, Wrong Location or Missing.

❓ Frequently Asked Questions

Can I try the Asset Tracking System before buying?

Yes. The live demo above runs the full system with fictional data. Sign in with any of the demo accounts to see the dashboard, the screens each role can reach and all 17 reports before you spend anything.

What do I need to run it?

A Google account. The web app runs on Google Apps Script and creates its own Google Sheet database in your Drive during setup. Your team signs in with the usernames you create, so they do not need their own Google accounts.

How do the QR code tags work?

Each asset has a tag number. The Asset tags screen prints a QR code label for it at 3 inch, 4 inch or A4. Scan the code with a phone or a scanner into Quick find, or type the tag or serial number, and the asset opens.

Which depreciation methods are included?

Straight line and double declining balance, with a switch to straight line, a salvage value per category and the full month convention. These are book figures for management reporting. Tax depreciation is a separate calculation for your accountant.

Can I use my own assets and sites?

Yes. Assets, categories, sites, departments, employees and maintenance plans can be imported from a sheet or added on screen, and the starter data can be deleted or edited.

Does it send email reminders?

Yes. Overdue returns can be emailed from your Google account, and the optional daily trigger refreshes book values, alerts and a digest at 6 am.

👤 About the Author

Built by PK, Microsoft Certified Professional with 15+ years of Excel, Google Sheets, Apps Script and Power BI experience, founder of NextGenTemplates and the YouTube channels @PKAnExcelExpert, @NextGenTemplates and @NeoTechNavigators. Every template is hand-built and tested before release.

🔗 Explore Related Templates

💻 IT Asset Management System Web App: purchases, assignments and renewals for IT equipment.

🛠️ Work Order Management System Web App: requests, assignments and costs for maintenance jobs.

🧾 Purchase Order and Vendor Management System Web App: the purchasing step that comes before an asset is tagged.

📘 Prefer Excel? The Fixed Asset Register and Depreciation System in Excel VBA covers the register and depreciation on the desktop. Browse every system in Web Apps.

📖 Click here to read the Detailed Blog Post

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📅 Last updated: November 2026