Make, model, done. We work out the rest.
Kenworth. Isuzu. CAT. Toyota. Krueger. One thing is compulsory and it is the make. Put the model next to it where you know it, and that is a row done.
We read the two together and work out what the machine is, so on most rows there is no list to match against. Kenworth T610 is a prime mover, CAT 320 is plant, and we say on every row what we read it as. Where a make alone does not settle it, and Isuzu build the FVZ as well as the ute, there is a Type column and we come back and ask. Everything else can be left blank.
Opening it yourself takes about two minutes and the importer reads a paste straight out of Excel, Sheets or Numbers.
Send your own file exactly as it is. Excel, Sheets, Numbers, a CSV, four tabs and a column called Details. Do not rename anything and do not delete anything. We read Unit, Plant No, Description, Odo, Rego Due, Site and Chassis the way you already wrote them, and about forty other headings besides.
Nine columns, one row per asset, a hundred rows ready, and only the make compulsory. Examples sit on their own tab, so there is nothing in your way and nothing to delete before you send it. There is a second tab for your staff, which is optional and can wait.
Print it, take a biro around the yard, one block per machine. Photograph each page as you finish it and send us the photos. You type nothing at all. Your staff and the licences they hold are on the last page, same as the spreadsheet, and that page is optional. Most people who have never written their assets down anywhere find this the faster of the two, because the sticker you need is on the windscreen, not in the office.
Photograph it and send the photo. The whiteboard in the office, the rego renewals in the folder, the pages of the service book, an old insurance schedule. Send four of them if you have four. We read it and type it up.
Whichever one you use, a person opens it and writes back a plain list of everything we typed in so you can check it against what you know.
The columns, in the order they sit on the sheet
The make is the only one we need. The rest are worth doing if the answers are within reach.
More than one yard? Fill in the Depot column, the last one on the sheet, with the depot each asset works out of, spelt the same way on every row. Every depot is set up in one go with its assets already in it, so nobody moves them across by hand afterwards. One yard? Leave the column blank.
PM01The number painted on the door, stencilled on the boom, or written up on the whiteboard. Plenty of assets carry nothing at all, and that is normal. Send it if you have it, because it is what your staff will look for on their phone, and it is what lines an updated list up against what is already in there. Leading zeros are safe in this column, so 07 stays 07.
KenworthCATThe compulsory one, and the one you already know without walking anywhere. There is a list in the cell to pick from and it is only a prompt: type whatever is on the machine, including makes that are not on it.
T610320Worth filling in. The model is usually the thing that tells us what something actually is, because a make on its own often does not: Isuzu build the FVZ, which is a rigid, and a ute as well. It is also the first thing a parts counter asks you for.
Prime MoverLeave it blank on most rows. Kenworth T610 is a prime mover and CAT 320 is plant, and we read that ourselves. Fill it in only where the make and model do not say, which is the one case that would otherwise hold a row up.
AB42QTLeave it blank for anything that is not registered.
15/12/2026Off the renewal notice in the top drawer. One date, no digging, and it is what makes the dashboard alive on the first day.
02/06/2026The day it last went through the workshop.
472000The odometer or the hour meter on that day. Just the number. We work out whether that is kilometres or hours from what the machine is, and we tell you which way we read it before you spend any time in the app. We do not ask for today’s reading: the first prestart check or the first jobcard gives us that, and it will be closer to the truth than anything anyone types at a desk.
BerrimahOnly if you run more than one yard. Write the depot each asset works out of, spelt the same way on every row, and every depot is set up in one go with its assets already in it. One yard? Leave it blank.
What each row will actually do
These are the four rows on the Examples tab of the file, in the order the columns sit on the sheet. Every one has been run through the importer, so what it says here is what the row does.
- Asset number
- PM01
- Make
- Kenworth
- Model
- T610
- Rego
- AB42QT
- Rego expires
- 15/12/2026
- Last service
- 02/06/2026
- Reading at that service
- 472000
The other columns are blank.
Ready. Rego counting down. The service starts counting at the first prestart reading.
- Asset number
- 07
- Make
- Isuzu
- Model
- FVZ
- Rego
- TQ42FR
- Rego expires
- 10/03/2027
The other columns are blank.
Listed. Rego counting down. Its service reads not tracked until you say when it was last done.
- Make
- CAT
- Model
- 320
The other columns are blank.
Listed. No number, no rego, no problem. Its service reads not tracked until you say when it was last done.
- Make
- Isuzu
The other columns are blank.
We will come back and ask. An Isuzu might be a rigid or a ute.
| Asset number | Make | Model | Type | Rego | Rego expires | Last service | Reading at that service | Depot |
|---|---|---|---|---|---|---|---|---|
| PM01 | Kenworth | T610 | AB42QT | 15/12/2026 | 02/06/2026 | 472000 | ||
| Ready. Rego counting down. The service starts counting at the first prestart reading. | ||||||||
| 07 | Isuzu | FVZ | TQ42FR | 10/03/2027 | ||||
| Listed. Rego counting down. Its service reads not tracked until you say when it was last done. | ||||||||
| CAT | 320 | |||||||
| Listed. No number, no rego, no problem. Its service reads not tracked until you say when it was last done. | ||||||||
| Isuzu | ||||||||
| We will come back and ask. An Isuzu might be a rigid or a ute. | ||||||||
What it covers
Anything you are asked to prove you maintain on a clock. Prime movers, rigids, trailers, plant, utes. Also the things that never leave the yard and never get counted as assets until an auditor asks. The fire extinguishers, the slings, the harnesses and the ladders have no hour meter, so they come back around on a date, 6 monthly unless your list says otherwise, and AssetPass counts them down the same way it counts down a rego. The compressor, the generator and the light tower go on hours or a date, whichever comes first, and count on the date until an hour reading comes in. Where a test has to be proved with a certificate, like a 6 monthly hose pressure test, the certificate is kept against the asset and the next one is counted from it. Write what it is and we will take it.
Where the last service reading actually is
Four places, in the order it usually turns up.
- 1The sticker in the top corner of the windscreen.
- 2The tag wired to the machine, usually near the hour meter.
- 3The last written page of the logbook in the glovebox.
- 4The last invoice from your mechanic.
No sticker, no tag, no logbook and no invoice. Then leave both boxes empty rather than guess. The asset still loads, and its next service reads not tracked, which is the truth. The day the real date turns up, one screen in the app takes it for every asset at once, and the countdown starts from there.
What we do not ask for
When it’s ready, send it here
A person reads it, not an importer. That is deliberate: a photograph of a whiteboard and a workbook with four tabs are things a person is better at.
Email hello@assetpass.com.auIt goes to hello@assetpass.com.au and nowhere else. We keep it exactly as you sent it and never edit it, so you can always ask to see what we worked from. See the privacy statement.
Licences, medicals and tickets count down the same way a rego does, so an expired HC licence shows up on the dashboard before anyone drives on it. There is a second tab in the same file for it, one row per person. Mark one person as the owner: that is the login that can add assets, add people and change settings. It is optional and it can wait.
Open the account yourself now and paste your rows straight in. The importer takes a paste out of Excel, Sheets or Numbers, your own column headings and all, and says what it read on every row before anything is saved. Thirty days, every feature, no card.