Case study · Built in-house

An asset and inventory platform with RFID, QR and barcode scanning

flexflow inventory is our own asset management platform. It covers the whole life of physical assets: buying, tagging, moving, servicing, auditing, depreciating and disposing of them, for organizations with many sites and field teams. We built it and run it in production, and it's the clearest example of the software we build for clients.

3 apps: Web dashboard, mobile field app and RFID handheld app
End to end: From purchase order to disposal, in one place
Multi-company: Separate data, roles and modules for each company
Hands-off: Maintenance jobs and contract expiries handled automatically

Context

The problem it solves

Companies with equipment spread across sites usually track it in spreadsheets that are out of date the day they're saved. Nobody knows exactly what's where, what's checked out, what's due for service or what was quietly written off.

Audits take days of walking around with printouts. Maintenance is reactive. And when finance asks for depreciation figures, someone rebuilds them by hand.

Features

What we built

Asset register and lifecycle

A “passport” page for every asset, with a full audit log
Organized by site, location, department, category and legal entity
Nine statuses, from in use and checked out to under maintenance and disposed
Five depreciation methods (straight-line, WDV, double-declining, SYD, units of production)

Field app for tagging and audits

Tag assets from a phone with five standard photos, compressed automatically
Scan QR codes, DataMatrix and common barcodes with the camera
Audits record GPS and photos for every asset verified
Unfinished work is saved on the device

UHF RFID scanning

Works with UHF RFID handhelds: pull the trigger and read every tag nearby
Bulk-scan a room in seconds during audits and check-outs
Fixed readers at the gate log assets automatically as they pass

Maintenance and contracts

Preventive maintenance schedules with SOP steps, spares, safety items and approvals
Due maintenance jobs are created automatically every night
Warranty and service contracts, with expiry tracking and a contracts rollup

Movement, procurement and disposal

Gate passes for returnable, non-returnable, repair and transfer moves, with printable QR slips
Requisition to purchase order to goods receipt, reconciled against your ERP records
Disposal by sale, scrap, donation, transfer, auction or write-off, each with approvals

Dashboards, alerts and access

Asset overview with KPIs, trends, a tagging heatmap and exceptions
CSV and PDF exports, with large exports run in the background
In-app and web push notifications, with per-user preferences
Multi-company, with roles from admin to read-only viewer and per-company modules

In use

How it's used, day to day

1
New equipment arrives. The delivery is matched to its purchase order, and each item is tagged and photographed from a phone.
2
A machine goes out for repair. A gate pass is raised, approved by a manager and scanned out at the gate, so everyone knows where it is and when it's due back.
3
Maintenance falls due. The job appears automatically overnight, with the steps, spares and safety checks the technician needs.
4
It's audit week. A team walks each room with an RFID handheld, a whole room is read in seconds, and anything missing is flagged.
5
It's year end. Finance pulls depreciation and disposal reports in minutes instead of rebuilding them in a spreadsheet.

What this means for your project

Most businesses don't need all of this on day one. If your equipment, tools or stock live in spreadsheets, a first week with us can get your assets imported and trackable from a phone with QR codes. After that, we add RFID, maintenance or audits only where they earn their keep.

Talk to us about asset tracking How the one-week prototype works