The equipment tracker spreadsheet that reconciles itself.
Assets under $2,500 never reach the ERP, so the truth lives in a spreadsheet — we encode one ID per asset and reconcile your existing systems.
Official services partner of the platforms defining AI
NVIDIA
Anthropic
Three systems. None of them agree on what you own.
From the ops managers and controllers we have sat with: industrial field-services, equipment rental, and site-work contractors running fleets of 700 units and up.
Four numbers for the same machine
Fixed assets says one thing, resources another, the spreadsheet a third, the physical label a fourth — and every report starts with an argument about which is right.
Hand-written IDs accounting has to guess
Field guys write shorthand on delivery tickets — “cm72-y123” — and accounting guesses what it refers to. The guess becomes the record.
The $2,500 hole in the ERP
A $2K instrument lives in an Excel tracker, not the ERP — nothing under the threshold was ever entered. The most walkable assets are what the system can’t see.
Red and green tags as the real system of record
Inspection tags on the equipment carry more truth than any database. Rental fleet availability and pipeline shortfalls get forecast by hand, off what someone remembers in the yard.
“Where are these pumps right now?”
The decaying spreadsheet, the ERP’s fixed-asset module, and the field app each give a different answer. One client nearly hired someone just to reconcile the lists by hand.
The untracked fleet is a line item, not a feeling.
What we have found inside fleet-heavy field operations. Your numbers will differ — the initial reconciliation puts figures on yours before anything gets built.
From anonymized engagements — industrial field-services, equipment rental, site-work contractors
We encode your exceptions.
No new system for your team to learn. One asset, one ID, enforced at intake — the rule everything else depends on.
- 01
Reconcile the lists once
We run a one-time field audit and write explicit match rules — delivery-ticket shorthand to fixed-asset lines, rental units to register rows — collapsing three lists into one register.
- 02
Encode identity at intake
Every asset gets one ID before it reaches the field — no ID, no dispatch. New equipment enters the register the day it arrives, whatever it cost.
- 03
Reconcile continuously
The register checks itself against the ERP and field app. Mismatches surface as a weekly exception list — a pump in the wrong yard — not at audit time.
You don’t need trackers on every wrench. You need one ID per asset.
GPS and telematics vendors want hardware on every asset, priced per unit per month. Asset-management software wants a migration — and its demo assumes clean data, not four numbering systems and a spreadsheet nobody trusts.
We are neither. We encode asset identity and reconciliation rules on the systems you already own — one ID per thing, enforced at intake. Our AI reads the tickets and lists against them; exceptions surface weekly. Nobody sells that, so it has to be built.
We were about to hire someone just to reconcile the lists. Now the exceptions show up on Monday instead of at audit time.
Led by Peter Enestrom.
Asked by ops managers and controllers.
The straight answers, before you book anything.
Give every asset one ID at intake and keep a register that covers what the ERP ignores — the tools and instruments under the capitalization threshold. The register reconciles against accounting records weekly, so small equipment stays visible without forcing it into the ERP.
One row per physical asset: a single ID, a description, a location or custodian, purchase date, cost, and status. Anything that can move — tools, instruments, rental units — belongs on it, whether or not the ERP capitalizes it.
Start with a one-time field audit that matches physical assets to records using explicit match rules. After that, enforce one ID per asset at intake and let exceptions surface weekly, instead of reconciling everything again at audit time.
Tag at intake, before the asset reaches the field, and make the ID a condition of dispatch — no ID, no dispatch. A tag operations depends on gets maintained; one that only accounting reads does not.
As a rule of thumb, the moment more than one person edits it or assets live at more than one location. Past that point the spreadsheet becomes one more conflicting list instead of a system of record.
Start with one workflow.
Tell us where your team loses hours. We will come back with a straight answer on whether AI can help, what it would take, and what it would pay.