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Contractor tool tracking software

Keep tools in one register, record deliberate assignments and returns, run audits and attach forms, documents and maintenance records to each asset.

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4.9★ G2current G2 rating

Plan termsconfirm current entitlements

Offline workcomplete after first load

Lachlan McRitchie

GM of Operations

Updated 23 August 2026

Trusted by construction, mining and field service teams

15 reviews on G2 · 17 reviews on Capterra

What we track

Tools and assets in the contractor rollout

Use configurable records for the tools and equipment included in the contractor rollout.

Power tools (drills, saws, grinders)
Hand tools & tool kits
Battery platforms & chargers
Laser levels, measuring & survey
Welding & cutting equipment
Ladders, scaffolding & access
Generators & lighting towers
Compressors, pumps & hoses
Vehicles (utes, vans, trailers)
Small plant & attachments
Safety equipment (harnesses, PPE)
Consumable stock & spares

The challenge

Why contractors lose tools and fail audits

Contractor tool tracking is one of the most persistent operational problems in trade and construction. Tools move constantly between vans, sites and crews, and spreadsheets, paper sign-out sheets and memory don't keep up. The theft alone is documented: 36,708 tools worth $40.8 million were stolen from Victorian tradespeople in the year to June 2025, recorded by the Crime Statistics Agency (Victoria). The quieter losses, tools misplaced between crews or lent out and never returned, are not counted anywhere, because nobody reports them.

Tools walk off site with no accountability

Without a maintained custody record, tools can disappear between people, vans and locations. QR identification plus deliberate assignment and return actions gives the team a clearer operational trail.

Audits take days with clipboards and paper

Paper-based stocktakes can be difficult to reconcile and retrieve. A MapTrack audit session lets the team scan labelled assets and review the resulting audit records and exceptions.

Compliance evidence is scattered or missing

Pre-start records, test-and-tag certificates and inspection reports live in filing cabinets, email threads and someone's phone. When an auditor or client asks for evidence, you're scrambling. A single system with compliance records attached to each asset changes that.

Maintenance is reactive - tools break before they're serviced

Without time- or meter-based schedules, tools and equipment can be serviced late or inconsistently. A defined maintenance process helps the team see what is due and keep the resulting work record with the asset.

Tools are spread across vans, sites and storerooms

Contractors run assets across multiple locations. When you need a specific tool or piece of equipment, you don't know where it is or who has it. You buy duplicates you don't need because it's faster than searching.

One platform

Tracking, compliance and maintenance. Not three separate tools

Stop juggling spreadsheets, paper forms and disconnected apps. MapTrack connects tool tracking, pre-starts and inspections, and maintenance scheduling into one platform built for contractors in the field.

Assign, scan and track

Assign tools to supported people or locations and run audit sessions in the field. A scan identifies the asset. Assignment, return, transfer and audit actions are deliberate connected steps.

Explore assign, scan and track

Compliance on the asset

Keep submitted forms, documents and inspection evidence with the relevant asset. A failed submission doesn’t create follow-up work by default. Configure and test any task or work-order automation before rollout.

Explore compliance on the asset

Maintenance when it's due

Choose and test the schedule trigger and manual, per-asset automatic or batch generation mode. Work orders and recorded service history stay with the asset.

Explore maintenance when it's due

Accountability

Scan, assign and audit from the field

Link QR labels to tool records, identify assets from a supported phone or tablet, then complete deliberate assignment, return, transfer or audit actions. Assignments support documented people and locations rather than crew- or project-scoped entities.

QR identification on a supported mobile device
Audit sessions for asset verification
Assign tools to supported people or locations
Record deliberate return and transfer actions
Confirm any GPS or geofence delivery separately

Asset tracking

Compliance

Pre-starts, test-and-tag and inspections on each tool

Compliance evidence belongs on the asset. Not in a filing cabinet. Pre-start forms and inspections are completed on mobile and attached to each tool with timestamps and photos. Test-and-tag records, calibration certificates and safety evidence live alongside the tool's tracking and maintenance history.

Previously loaded pre-start forms can be submitted offline
Test-and-tag and calibration records on the asset
Selected results can feed configured follow-up
Photos, signatures and timestamps for evidence
Generate a draft form from supplied source material

Compliance & inspections

Maintenance

Service tools when they need it. Not on a guess

Use time or meter triggers for preventive maintenance and complete loaded work orders in the field. Keep the resulting service record with the asset. Your team remains responsible for repair-or-replace decisions and for determining whether its evidence meets an auditor's requirements.

Time- or meter-based preventive-maintenance schedules
Loaded work orders can be completed in the field
Record time and costs against work orders
Configure notification email to selected Person records
Review service history for operational decisions

Maintenance & work orders

Field-ready

Built for contractors, mobile and offline

Contractors work from vans, job sites and storerooms. MapTrack runs as a web app on supported phones and tablets so users can identify tools, complete forms and update loaded work orders in the field.

Previously loaded forms and work orders can be completed offline within documented boundaries, then synced after reconnection. Creation, setup, imports, exports and server-side automations need a connection. Confirm current pricing, plan inclusions, user entitlements, trial and subscription terms directly with MapTrack before relying on them.

Field web app QR scanning Pre-starts & forms

Web app

Supported mobile browsers

Offline work

Complete after first load

QR scan

Supported phone or tablet

Plan terms

confirm current entitlements

Keep tool records and deliberate custody actions together

QR identification, deliberate custody actions, pre-starts and maintenance scheduling for the tools in your rollout scope.

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30-day trial
No credit card required
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Get started

How contractor teams roll out MapTrack

Setup depends on data quality, labels, workflows and team size. Start with one asset class or site, test one field workflow, then expand.

Pilot

Import your tool register

Import supported asset fields from a spreadsheet, or create records individually. Validate the resulting register before adding forms, documents or assignments.

Configure

Label your tools

Print or obtain QR labels, test them on representative equipment and link each code to the intended asset. Add supported vans, storerooms and sites as locations, then validate the initial records.

Validate

Set up workflows

Configure deliberate assignment and return steps, pre-start forms and preventive-maintenance schedules. Test each workflow with one asset and the intended roles before rollout.

Expand

Roll out to crews

Give each person the least product role they need, then expand the tested web workflow to supported phones and tablets. Use the documented workspace roles and test the required site, division or contractor access before rollout.

Key features for contractor tool tracking

Documented asset, form and maintenance capabilities for contractor workflows.

Asset tracking & QR scanning QR asset labels GPS & telematics scoping Pre-starts & inspections Compliance & certificates Maintenance & work orders Meter-based servicing Maintenance scheduling Asset transfers Service history Cost tracking Inventory management

Stop the loss

Tool loss is the most controllable cost in contracting, but only if you have visibility

Use a maintained register, deliberate custody actions and audit sessions as operational inputs to your tool-accountability process.

Book a demo Calculate your ROI

Frequently asked questions

Common questions from contractors about tool and equipment tracking.

Contractor tool tracking software keeps tool records, supported assignments, audits, forms and maintenance information in one system. MapTrack uses QR codes as first-class asset tags. Existing external barcodes can be scanned and confirmed where supported, but they aren't represented as first-class barcode tags. A scan identifies the asset. Assignment, return, transfer and audit actions are deliberate connected steps.

Each tool can be linked to a QR label. A supported device scans the code to identify the asset, then the user completes the intended connected assignment, return, transfer or audit action. A scan identifies the asset. Assignment, return, transfer and audit actions are deliberate connected steps.

Yes. Different asset types can share one register. Use QR identification for smaller equipment and keep supported documents, maintenance history and assignments with the asset. GPS, OEM or telematics delivery for larger plant must be confirmed separately. The current MapTrack app can show the latest GPS fix for an asset when a device feed is configured. MapTrack Telematics is separately scoped and can provide live GPS, geofences, trip history, odometer and run hours. Confirm any GPS, OEM, BLE or satellite provider, hardware, fields, delivery into the current app and commercial scope before rollout.

Use an audit session to scan QR-labelled assets and record which items were verified. Review the resulting audit records and exceptions in the current product. Confirm required filters and exports during the pilot rather than assuming crew- or project-specific reports.

Assets can be assigned to supported people and locations. Current roles aren't documented as crew-, project- or contractor-scoped access controls. Current product guidance documents the Primary Owner plus Admin, Field User, Viewer / Scanner and Form Submitter. Choose the least access each person needs and test the exact site, division or contractor workflow before rollout.

Previously loaded forms can be submitted offline. Once a work order is loaded on the device, crews can complete its procedures and checklists, record per-asset pass or fail outcomes, add time and costs, and move it to Completed before syncing after reconnection. Creating or first loading a work order, assignments, audits, setup, imports, exports and server-side automations need a connection. Test the exact field workflow before rollout.

MapTrack can improve accountability by keeping deliberate assignment, return, transfer and audit records with each tool. It cannot guarantee loss prevention or that every asset always has an assignee. Any GPS or geofence workflow belongs to a separately confirmed telematics delivery. Confirm the device, provider, delivered location or telemetry fields and rollout scope.

Documents and submitted forms can be kept with the relevant asset record. Confirm the required search and export workflow during the pilot. A failed submission doesn’t create follow-up work by default. A workspace owner can configure a form-submission automation to create a task or work order from selected results. Test the trigger, conditions and action with one controlled submission before rollout.

Confirm current pricing, plan inclusions, user entitlements, trial and subscription terms directly with MapTrack before relying on them.

Setup time depends on the quality of the existing data, label rollout, workflows and number of people involved. Start with one asset class or site, test one field workflow, then expand after the first crew is working reliably.

Resources for contractors

Guides, calculators and pages relevant to contractor tool and equipment tracking.

Construction asset management

How construction teams organise tool, plant and equipment records across locations.

Explore construction asset management

ROI calculator

Calculate how much tool loss, downtime and inefficiency is costing your contracting business each year.

Explore ROI calculator

Tool theft prevention

Strategies and systems to reduce tool theft and loss on construction and trade sites.

Explore tool theft prevention

Pre-start inspections

Build and run mobile pre-start forms attached to each asset, with configured follow-up for selected results.

Explore pre-start inspections

MapTrack vs spreadsheets

See why contractors switch from spreadsheets and paper to MapTrack for tool tracking.

Explore maptrack vs spreadsheets

Small business

Assess a smaller asset-tracking rollout against the workflows and plan terms your business needs.

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Know what contractors have on site

Track tools, run digital pre-starts and keep recorded maintenance work with each asset. Confirm current pricing, plan inclusions, user entitlements, trial and subscription terms directly with MapTrack before relying on them.