Asset Management

Optimize asset utilization and tracking with our Asset Management system.

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Overview

Optimize asset utilization and tracking with our Asset Management system. Manage assets effectively across their entire lifecycle, from initial acquisition to disposal.

Streamline asset management throughout their lifecycle by scheduling maintenance, managing depreciation, and ensuring efficient utilization. Enhance overall operational efficiency and asset performance.

Monitor asset performance with real-time data, schedule maintenance proactively, and make informed decisions to maximize ROI. Identify underperforming assets, optimize resource allocation, and reduce downtime.

Empower your organization with Sibasi's Asset Management system. Enhance efficiency, extend the lifespan of critical assets, and improve resource management while reducing downtime.

Track and manage assets from acquisition to disposal with our solutions. Ensure compliance with regulatory requirements and internal policies while optimizing asset lifecycle management.

Maximize asset utilization and minimize downtime through proactive maintenance. Improve financial accountability and overall asset performance with our integrated management features.

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What a process application costs

Clear ranges so you can plan a budget before the first call. Pick the tier closest to your situation.

Essential

One process, for example assets, expenses, approvals or onboarding.

$3,000 to $8,000

one-time project

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Best fit for most organizations

Standard

Several connected processes with reporting and integration.

$9,000 to $20,000

one-time project

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Enterprise

A suite of applications with custom workflows.

Custom

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  • A range becomes a fixed price after a short scoping call. What moves a price: users and departments, data to migrate, integrations, and how much is configured versus built.
  • Optional annual support and managed governance starts at 18% of the project value per year (minimum $1,800). Changes after go-live are $85 per hour, or a prepaid 20-hour block for $1,600.
  • Prices exclude VAT (16% in Kenya) and withholding tax.

Not sure which fits? Tell us your team size and what you use today and we will point you to the right option.

What is an asset management system?

An asset management system tracks what an organization owns, where it is, who holds it, what condition it is in, what it is worth and when it is due for maintenance, replacement or disposal. It covers the physical estate, vehicles, IT equipment, plant, furniture, medical devices, from acquisition through to disposal.

Most organizations have a fixed asset register in their accounting system, and mistake it for asset management. The register exists to depreciate assets correctly; it is a financial record, and it typically records what was bought and when, not where the item is now or whether it still exists. The annual verification exercise, in which a team walks the building with a printed list, is the symptom.

The gap becomes expensive in three predictable ways: equipment that cannot be located and is quietly rebought, maintenance missed until failure, and warranties expiring unclaimed. Each is individually small and collectively material, and none of them is visible in the accounting register that management believes is the asset system.

Key features to look for in an asset management system

The features that distinguish asset management from a fixed asset register. The tagging and verification items are where the practical difference is felt.

1

Tagging and scanning

Barcode or QR tags scanned with a phone, so verification is a walk-through rather than a clipboard exercise. This single capability usually reduces the annual count from weeks to days.

2

Custody and location tracking

Who currently holds each asset and where it is, with transfers recorded when it moves. Custody is the field that separates asset management from an accounting register.

3

Maintenance scheduling

Preventive maintenance by date or usage, work orders, service history and cost per asset. Over time the history is what tells you whether to keep repairing something or replace it.

4

Warranty, insurance and license expiry

Expiry dates tracked with alerts in advance, so warranty claims are made while they are still valid and insured assets stay insured.

5

Full lifecycle to disposal

Acquisition, deployment, transfer, revaluation, impairment and disposal with authorization and evidence. Public bodies in particular need the disposal record to satisfy asset disposal rules.

6

Reconciliation with the financial register

The physical count reconciled against the accounting register, with discrepancies as an exception report. This is what your external auditor tests, and doing it manually is the reason it is done once a year.

7

Mobile verification offline

Counting happens in stores, plant rooms and remote sites without connectivity. Scanning offline and syncing later is a practical necessity rather than a refinement.

Frequently asked questions about asset management systems

How much does an asset management system cost?

Sibasi delivers asset management from USD 3,000 to 8,000 for a basic deployment covering the asset register, tagging, custody tracking and verification. Custom scoping applies where maintenance management, multi-site operations or integration with the finance system are required. Tags and scanning hardware are a separate cost, usually modest, and the initial tagging exercise is the main effort in year one.

How is this different from the fixed asset register in our accounting system?

The accounting register exists to depreciate assets and value the balance sheet. It knows what was purchased, when, and its written-down value. It generally does not know where the item is, who has it, whether it still works, or when it was last serviced. Asset management adds custody, location, condition and maintenance, and reconciles back to the accounting register rather than replacing it. Organizations usually keep both, connected.

How long does the initial tagging take?

It depends entirely on the size and dispersion of the estate, and it is the honest cost of getting started. Every asset must be physically located, tagged and recorded with its custodian and condition, which is the same exercise as a full asset verification, and often the first complete one an organization has done. Most find assets that were written off years ago and assets missing that nobody had noticed. We scope it explicitly rather than presenting it as configuration.

Can it manage vehicles and IT equipment together?

Yes, with different attributes and maintenance rules per asset class. Vehicles carry mileage-based servicing, insurance and inspection dates; IT equipment carries warranty, license and refresh cycles; medical equipment carries calibration and certification. Managing them in one system gives a single custody model and one verification exercise, while keeping the class-specific fields each needs.

Does it help with asset disposal in a public body?

Yes, and it is often the reason public entities buy one. Disposal under public asset disposal rules requires identification, valuation, authorization, an evidenced disposal method and a record of proceeds. Holding that chain in the system produces the file an auditor asks for, rather than assembling it from board minutes and correspondence after the fact.

Ready to get started with Asset Management?

Let's discuss how this solution fits your organization's goals.

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