Everything you need to run compliant assets
From the rego that's about to expire to the invoice on last week's repair, AssetPass keeps the whole picture in one place. Here's what's inside.
One dashboard for everything you run
Every asset across every depot, rolled up by rego, inspection, service and faults. See what needs you today, what's coming up, and how each depot is tracking, without opening a spreadsheet.
- A single 'needs attention' count across every asset
- Health broken down by depot
- Crew credentials tracked alongside assets
Your numbers, not ours
Most yards run on the number painted on the door, so that is what the register leads with. Search it, sort by it, and find the machine someone just rang you about. Every row carries a dial showing how far through its service interval that asset is, so the ones about to bite you stand out without opening anything.
- Search by asset number, name, rego, make or VIN
- One dial per asset: km, hours or date, whichever it runs on
- Trucks, trailers, plant and light vehicles side by side
- Import your whole register from a spreadsheet in one go
- Every meter reading kept, with where it came from and who took it
- Move an asset between depots with a request and an approval, visible at both ends
- Retire one and it leaves every count and stops billing, without deleting a thing
Rego, inspections and services, never missed
Each asset carries its own rego and inspection dates, its service schedule, and the certificates that have to stay current. AssetPass counts down to every one, with services by kilometres, engine hours or date, and a sweep runs every night to tell you before anything lapses. Services step through cumulative A to E tiers, so finishing a C resets the A and the B the way a workshop actually plans them.
- Service intervals by km, hours or date
- Cumulative A to E tiers: finish a C and the smaller services reset themselves
- A nightly sweep emails you before a rego, inspection, periodic check, certificate or crew licence lapses
- Set one asset up, then copy its schedules to every other machine like it
- Overdue services flagged the moment you open the app
- Certificates stored on the asset with their own expiry dates, and a lapsed one turns the asset red
Repairs and services, start to finish, paperless
Raise a job, work it on the iPad, clock on and off, tick off the work, and file the record automatically. A simple 'on the job' view for the mechanic; a full lifecycle from quote to completed.
- Quote, then jobcard, then completed and filed
- Clock on/off with the mechanic's name
- Send a job to an outside repairer and keep the work and the invoice on the asset
- Number jobcards with your own prefix so they line up with your paper book
- Report a fault straight from the job
- Ground an asset from the jobcard and it shows as off the road everywhere
Plan the week on one board
Your crew are the rows and the days run across. The jobs nobody has booked sit in a tray on the right. Drag one onto a name to book it, drag its edge to say it will take longer, and open the card itself in a window that floats over the board so you never lose the week while you read the work.
- Day, week or fortnight, crew as rows
- Drag to book, drag an edge to change how long it takes
- Everything unbooked in one tray, worst first
- Faults with no jobcard listed right there, one click to raise one
- Stretch a booking with a finger on the workshop tablet
Cost every job properly
The office side confirms the hours off the clock, itemises parts and labour, adds GST, and attaches the signed invoice, so every repair has a clean, costed record against the asset.
- Itemised parts and labour lines with GST
- Hours pulled straight from the clock
- Attach the signed jobcard or the invoice, and print the record
Know what the yard actually costs to run
Every dollar against every asset, grouped the way the question is actually asked: what did we spend this month, where did it go, and which machine is quietly eating the budget. It is cost tracking, not invoicing. Nobody bills anybody for their own gear.
- Spend by month, and by financial year to date
- Where it went, by category, biggest first
- Cost per asset, so a replacement decision has a number behind it
- The jobcards nobody costed, listed so the total can be trusted
Catch it in the yard, not on the highway
Drivers run their prestart checklist and report faults from their phone. No lost paperwork. Every fault lands in the workshop's queue, ready to bundle onto a jobcard. Anything on a longer cadence, from a quarterly to an annual, is chased by email until it is done.
- Driver prestart checklists on any phone, nothing to install
- Fault reports with photos, from the yard in real time
- Any check on a cadence, quarterly or annual, chased by email
- Daily prestarts never nag, because an asset sitting in the yard doesn't owe one
- Every prestart ever filed, searchable across assets and dates
- A QR code and a printable poster to get the whole crew on it
Not just the checks we thought of
Start from a template or write your own, question by question, and mark the ones that mean do not operate. Put a list on every asset of a type, on one machine on its own, or on a single depot. Choose any cadence you like: every shift, weekly, quarterly, annual, or a number you type. Backdate it when you set it up so a new quarterly is not born overdue.
- Write your own lists, or start from the six that ship with it
- Any cadence: every shift, quarterly, annual, or a number you type
- Pin one to a single asset, a whole type, or one depot
- Mark an item critical and a failure says do not operate
- Retire a superseded list without breaking the records filed against it
- Fire extinguishers, compressors, lifting gear: anything on a schedule
When someone asks for the paperwork, it is one email
Every certificate you have loaded sits on the asset with its expiry date, and the service history writes itself out of the jobcards your workshop already closed. Tick what they asked for, add a note, and it goes to a site office, an insurer, a hire company or an auditor, with a copy to yourself. The maintenance record is generated fresh each time, so it is never a stale PDF somebody saved in March.
- A branded maintenance record, built live from completed jobcards
- Send certificates and the record together, to any address
- Copy yourself so you have the same pack they got
- Every prestart ever filed, searchable by asset, driver or date
- An audit trail behind the record, not just the record
Photograph the paper jobcard. It files itself.
Most yards have a shoebox. Take a picture of a filled in paper jobcard and the Assistant reads the work, the parts, the technician, the meter reading and the cost, shows you exactly what it read, and files it against the asset when you say yes, never before. It checks the reading against what is already on file and says so if it looks wrong. It will also answer questions about that machine from its live service state.
- Reads handwriting off a photo, on the workshop tablet
- Nothing is created until a person confirms it
- Warns when a meter reading looks wrong instead of quietly using it
- $2 an asset a month on top of the $7, and free for the whole trial
- Off unless you turn it on, and off again in one tap
Keep your crew compliant too
Track licences, medicals, tickets and inductions for your team. Each one counts down beside your assets on the same dashboard, so a lapsed licence shows up in the same place you already look every morning, not in a folder nobody opens.
- Licences, medicals, tickets and inductions
- Attach the certificate itself, so the scan is where the expiry date is
- Expiries counted down on the dashboard, beside your assets
- An email before a licence or a medical lapses, not just a number on a screen
- Roles and depot access built in
The conversation lives on the asset
Arguments about a truck belong on that truck, not in somebody's text messages. Every asset has its own thread, plus a separate management lane the drivers never see, so the history of a decision is still there in six months when it matters.
- A thread per asset, and a private management lane
- Drivers stay in the prestart app, so the yard's arguments stay off WhatsApp
- Mention someone and they get told
- Direct messages between crew
- Turn any email off, or all of them, per person
Your depots are separated by the database itself
Access across depots is not a filter we remember to write. It is enforced underneath the application, by the database, on every single query. A depot manager cannot reach another depot's assets even if something in the app went wrong, and neither can another customer. And every change is written into a chain, each entry sealed against the one before it, so a record that was quietly altered after the fact does not go unnoticed, which is the difference between a log and evidence.
- Row level security in Postgres, not just checks in our code
- Roles for HQ, depot managers, workshop, drivers and read only
- A tamper evident audit trail: altered history is detectable, not just logged
- Australian owned and run
See it on your own assets
Open an account and point it at the gear in your yard. Thirty days, every feature, no card. Bring the spreadsheet you already keep and import the lot in one go, or send it to us and we’ll build the account for you.