See what asset request management changes at your institution
Before vs. after adding asset request management to iVake
Where you are today
Holding you back
Requests lost in messages
A lab needs new equipment, the request passes from teacher to head to office by email and WhatsApp, and nobody can say where it is waiting.
Pain point
A stock register nobody trusts
The register is a spreadsheet kept by two clerks. Projectors move between rooms, laptops leave with staff, and the physical check finds the gaps.
Pain point
Repairs paid under warranty
Warranty cards sit in a file nobody can find, so equipment still under cover goes to a local repair shop and the institution pays.
Pain point
Replacements bought in a hurry
Equipment bought in the same year wears out in the same term, and replacements are bought at short notice at whatever price is on offer.
Pain point
- 2+Registers for the same equipment
- DaysFor a request to find its approver
- MonthsBefore a missing item is noticed
Your institution, transformed
Everything connected
One request form, one route
Requests carry the item, estimated cost, budget head and reason, and follow the approval chain you set.
Solved
A register kept by scanning
Each item has a label, and moving it to a new room or person is a scan that updates the register.
Solved
Warranty dates that raise a flag
Warranty and AMC end dates sit on the asset, and the office is alerted before cover lapses.
Solved
Replacement planned, not forced
Purchase date and expected life on every asset show what falls due next year, in time for the budget.
Solved
- 1Register across every campus
- 0Requests lost in inboxes
- 1History per asset, delivery to disposal
Ready to make the switch? See how it works for your institution.
From request to purchase without the email chain
A request for lab equipment should not depend on who forwards which email. The form checks the budget, the approval chain does the routing, and everyone involved can see where the request stands.
- A request form with item, category, estimated cost, budget head, reason and urgency
- The department’s remaining budget shown at the moment of request
- Approval chains by value, category and department, with a stand-in when an approver is away
Know where every asset is, from delivery to disposal
An annual stock check should confirm what the register already says. Each item carries a label, so its room, custodian, cost and warranty are one scan away.
- A barcode or QR label per asset, linked to serial number, supplier, cost, warranty, custodian and room
- Transfers between rooms, campuses and staff recorded by a scan, with the full movement history
- Depreciation worked out at the rates your accounts use and carried into the books
Servicing and warranties handled before they cost you
Much unplanned spending on equipment comes from missed servicing and lapsed cover. Service dates, warranties and AMCs sit on each asset, and the office hears about them while there is still time to act.
- Service schedules by asset type, raising a job when a visit falls due
- Alerts before a warranty or AMC ends, with time to claim or renew
- Service history with date, cost and parts, kept ready for NAAC infrastructure evidence
Asset request management features
Everything you need to manage equipment requests and assets effectively
Request forms
A form per asset category, with the details that category needs.
Justification & quotes
Reason, quotations and specifications attached to the request.
Urgency levels
Urgent requests marked and routed ahead of routine ones.
Asset labels
Barcode or QR labels linking each item to its record.
Asset reports
Assets by campus, room, category, custodian and warranty status.
Approval chains
Routed by value, category and department, set by your administrators.
Audit trail
Every request, approval, transfer and disposal logged with the previous value.
Rollout support
Existing stock registers imported and checked before go-live.
Frequently asked questions
Get answers to common questions about asset request management
How do we avoid buying equipment another department already has?
The register can be searched by category, location and custodian, so an approver can see whether a similar item is lying unused in another lab or campus before approving a purchase. Requests for the same item already waiting for approval are flagged to the office.
What happens when equipment moves to another room or person?
The move is recorded by scanning the label and confirming the new room or custodian. The register updates straight away, the item is no longer counted against the person who handed it over, and the asset keeps a full history of where it has been. An item scanned somewhere the register does not expect is flagged for the office to check.
How is depreciation handled?
Each asset category carries the method and rate your accounts use. Depreciation is worked out on the schedule you set and carried into the books with the rest of the ledger, and a disposal closes the asset’s remaining value in the same step. Your auditor sees it by department and category without a separate spreadsheet.
Can different purchases follow different approvals?
Yes. Approval chains are set by your administrators by value, category, department and campus. For example, computer equipment under ₹25,000 might go to the IT head alone, while lab equipment above it goes to the head of department and then the principal. A stand-in takes over when an approver is away, and a stalled request moves up after the time you set.
How are servicing, AMCs and warranties tracked?
Service intervals are set by asset type, and a job is raised with the location and custodian when a visit falls due. Warranty and AMC end dates sit on the asset and raise an alert before cover lapses. Completed jobs record the date, cost and parts, so you can see when an item costs more to keep than to replace.
Does this help with NAAC infrastructure evidence?
NAAC asks institutions to show how physical facilities and equipment are maintained. With AMC records, service history and spend on the asset itself, that evidence is read for the criterion rather than collected in the weeks before submission.
How long does setup take, and can we bring our existing stock register?
Yes. Existing registers are imported from spreadsheets, counts are compared against your source, and near-duplicates are held for a person to decide. Labelling usually runs in phases, such as computers first and labs next, within the platform rollout of roughly four weeks for a school and six to eight for a university or group.
Cloud, hosted in your region
REST API & webhooks- SSO: Google, Microsoft & SAML
Encrypted, backed up daily
Built for the DPDP Act- Full security details
Built for your institution type
See how this feature works for your specific institution
CBSE, ICSE & state-board schoolsSmart boards, projectors and lab kits on one register
UniversitiesOne register across campuses, departments and labs
Degree collegesLab equipment and AMC records ready for NAAC
ITIs, polytechnics & skill centresWorkshop tools and machines issued to trainers- Playschools & pre-primaryClassroom and play equipment, with servicing reminders
School groups & trustsEquipment moved between branches with a label scan
Integrations, comparisons & tools
Extend asset request management with integrations, see how iVake compares, and run the numbers
Related features
Purchase Management
Requests, approvals and supplier bills on the record the books read.
Inventory Management
Stores and consumables on the same record, issued and counted.
Accounting
Fees, payroll and stores on one ledger, exported to Tally or Zoho Books.
Expense Management
Staff claims with receipts, approved by rule before they are paid.
Campus Facilities
Rooms, labs and buildings set up once and used by every module.
Multi-Level Approvals
Approval chains set by your administrators, versioned and visible.
More in finance & administration
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Ready to transform your asset management?
See how iVake keeps every request, asset and service date on one record, so equipment is found, maintained and replaced on time.
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