Skip to content

Asset Register

Know which site has each machine and how it scored on its last inspection, without calling each building to find out.

Cleaning companies that leave machines at many sites often lose track of which building has which machine and where its serial number is. The Asset Register in Clean Smarts, on the Expert plan, keeps one record for each machine with its site, its barcode and details such as a serial number or warranty date. Supervisors scan a machine in the mobile app to open its record, transfer it or inspect it.

Equipment listed by site

When someone asks where the spare burnisher is, the office searches the Asset Register instead of calling each site. It shows each machine with its type, its site and sub-location, and its barcode, and it exports to a spreadsheet.

A scan opens the machine's record

A supervisor scans the barcode in the mobile app to open the record on site. When the machine moves to another building, a transfer from the same screen updates its location in the register.

Serial numbers and manuals on the record

When a machine needs a warranty repair, its serial number, warranty date and receipt are already on its record. You choose the fields each equipment type keeps and attach files such as the owner's manual.

Inspections for each machine

A recurring inspection on each machine puts wear on a checklist instead of leaving it to be found during a job. You see when it was inspected, who inspected it and how it scored.

Floor machines such as autoscrubbers and burnishers are expensive, and when they sit at many accounts it is easy to lose track of which building has which machine and when it was last checked. The Asset Register, on the Expert plan, keeps one record for each machine with its location, its details and its inspection results. Your office knows what equipment it owns, where each piece is assigned and what condition it was in at its last inspection.

Find a machine without calling each site

When equipment moves between accounts, the spare burnisher could be at any of your buildings, and finding it usually takes a round of phone calls. The Asset Register lists each machine with the site and sub-location it is assigned to, so the office searches it instead of calling. The list also exports to a spreadsheet for an insurance schedule or a year-end count.

Update a machine’s location from the site when it moves

An equipment list goes out of date when a machine moves to another building and the change is never written down. A supervisor scans the machine in the mobile app to open its record, and a transfer from that screen moves it to the new site in the register. The person who moves the machine records the move on site, so the office does not have to update the register later.

The site's Assets tab

Summit Office Tower

Assets

Asset

Floor scrubber / autoscrubber (2)

  • Autoscrubber 1
  • Autoscrubber 2

Buffer / burnisher (1)

  • Propane burnisher

Vacuum (2)

  • Backpack vacuum 3
  • Upright vacuum 7

Open scanner

The record that opens

Autoscrubber 2

Location: Harborview Corporate Center / Basement storage Transfer

Asset description
Autoscrubber 2
Barcode
Kq7Rm2Xv9B
Serial number
T300-118452
Warranty ends
Mar 14, 2027
Owner's manual
T300-manual.pdf

Asset transferred successfully

Submit changes Perform inspection
Andre scanned Autoscrubber 2 at Summit Office Tower and transferred it to Harborview Corporate Center.

Have the serial number and receipt ready when a machine needs a warranty repair

When a machine breaks under warranty, the serial number and the purchase receipt are often in an old email or a filing cabinet. You decide which details each equipment type keeps, such as a serial number or a warranty end date, and attach files such as the owner’s manual or the receipt. The office opens one record and has the serial number and the receipt in one place.

Find worn parts on a scheduled inspection instead of during a job

A worn pad or a cracked hose is often found when the machine stops working in the middle of a job. New accounts start with six common equipment types, each with a monthly checklist for power, cords, damage and storage, and your team completes the recurring inspections you assign in the mobile app. An inspector can create an issue from a failed item so the repair is tracked in inspections and quality, and the Asset Inspections report shows when each machine was inspected and how it scored.

Asset Inspections

See when each piece of equipment was inspected, who inspected it, and how it scored

Oct 1, 2026 – Oct 31, 2026 All Locations

  • Autoscrubber 2

    Inspection ID 48213

    9 / 9 100 %

    Current Location
    Harborview Corporate Center
    Date Inspected / Completed By
    Oct 28, 2026 · Andre Osei

  • Propane burnisher

    Inspection ID 48190

    8 / 8 100 %

    Current Location
    Summit Office Tower
    Date Inspected / Completed By
    Oct 27, 2026 · Keisha Brennan

  • Backpack vacuum 3

    Inspection ID 48166

    8 / 9 89 %

    Current Location
    Summit Office Tower
    Date Inspected / Completed By
    Oct 24, 2026 · Keisha Brennan

  • Carpet extractor 1

    Inspection ID 48141

    8 / 8 100 %

    Current Location
    Riverbend Medical Plaza
    Date Inspected / Completed By
    Oct 21, 2026 · Marisol Alvarez
Each row is one completed equipment inspection, and the location is where the machine is now.

With one record for each machine, the office knows where your equipment is, and a worn pad or a cracked hose shows up on an inspection before the machine fails during a job.

Start free trial Book a demo

Frequently asked questions

Which plan includes the Asset Register?

The Asset Register is on the Expert plan. Equipment inspections come with it, because each one belongs to a machine in the register. Site inspections are on every plan.

Can I assign equipment to a specific cleaner?

No. The Asset Register assigns equipment to a site or to a sub-location such as a storage room, not to a person. When a machine moves, a supervisor transfers it to the new site from the mobile app, or the office changes its location on the web.

Can I keep the barcode labels we already use?

Yes. The code from your existing label goes in the asset's Barcode field. When you add an asset, Clean Smarts rejects a code that another asset or location already uses. If you leave the field blank, Clean Smarts assigns a unique 10-character code to the asset.

Can cleaners report damaged equipment from their phone?

Yes, if their role includes asset and inspection permissions. A cleaner starts an inspection from the machine's record in the mobile app and marks the item that failed. An issue created from that item keeps the repair tracked until someone closes it.

How are equipment inspections different from site inspections?

A site inspection scores the cleaning in a building or an area. An equipment inspection belongs to one machine and uses the checklists set for its equipment type, so its history stays with that machine when it moves between sites. Both use the same inspection screens in the mobile app.

Does the Asset Register schedule preventive maintenance?

Not as a separate maintenance calendar. You can assign recurring inspections to a machine and keep service dates and documents in custom fields, but Clean Smarts does not have a dedicated service log or maintenance schedule.

Who can see and edit equipment records?

Access is set by role. Assets (View) lets a user see the Asset Register, and Assets (Edit) lets a user add, edit or remove equipment. Each custom field can also be limited to managers or to admins, for example a purchase price.

Start free trial

Start your 14-day free trial. Card required to start — cancel anytime.

Start free trial Book a demo