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QR code asset tracking software

Link each asset to a QR code, identify it from a supported phone or tablet, and open the connected record for deliberate custody, inspection and maintenance actions.

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QR scansupported phone or tablet

Offline workcomplete after first load

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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

Assets teams track with QR codes

QR labels suit assets that people identify during field workflows. Confirm the device, provider, delivered location or telemetry fields and rollout scope.

Power tools & hand tools
Test & measurement equipment
Ladders, scaffolding & access gear
Lifting gear, slings & rigging
Safety equipment (harnesses, PPE)
IT & AV equipment
Pumps, compressors & small plant
Kits, cases & consumable stock
Fixtures, furniture & facilities assets
Fire equipment & first-aid stations
Attachments & machine buckets
Vehicle & trailer asset records

The challenge

Why spreadsheet and paper registers fail in the field

Asset registers kept in spreadsheets and on paper decay the moment gear starts moving. Nobody updates a spreadsheet from a trench, so the register drifts from reality until audits, compliance checks and replacement decisions are running on fiction.

The register is always out of date

Spreadsheets rely on someone typing in what happened in the field. A QR code makes the asset record easier to open, while the user still completes the intended connected action when an asset moves.

No custody trail when assets go missing

When a tool disappears, a spreadsheet may not show its last recorded assignee or location. Deliberate assignment, return, transfer and audit actions create a clearer operational record.

Audits and stocktakes take days

Counting assets against a printout is slow and error-prone, so audits happen rarely and losses compound between them. Bulk QR scanning verifies a van, storeroom or site in one pass.

Compliance evidence lives everywhere except the asset

Test-and-tag records, submitted forms and certificates can sit in filing cabinets and inboxes. Linking them to the asset gives authorised users a more consistent place to retrieve the available evidence.

You buy gear you already own

When nobody can find an asset, the fastest fix can be buying another one. A maintained register and deliberate custody records can help teams check recorded ownership and location before purchasing a duplicate.

One platform

Label it, scan it and open the connected asset record

MapTrack connects QR identification to available custody, inspection, maintenance and audit actions on the asset record.

Scan with a compatible device

QR labels and supported existing external barcodes can be scanned with a compatible phone camera. A scan identifies the asset. Assignment, return, transfer and audit actions are deliberate connected steps.

Explore scan with a compatible device

Supported records on the asset

Keep supported forms, documents, service history and deliberate custody actions with the asset record. Access depends on the user role and available connection.

Explore supported records on the asset

QR records with GPS scope confirmed

Confirm the device, provider, delivered location or telemetry fields and rollout scope.

Explore QR records with GPS scope confirmed

Scan & assign

Check-in, check-out and audits from supported devices

Scan a QR label on a supported phone or tablet to identify the asset, then complete the intended assignment, return, transfer or audit action. Assignments use supported people and locations rather than crew- or project-scoped entities.

Scan with a supported phone or tablet
Record deliberate assignment and return actions
Assign assets to supported people or locations
Use audit sessions for asset verification
Connected custody and audit actions need a connection

QR tracking

Inspections

Pre-starts and inspections attached to the scan

A QR scan is a natural moment to inspect. Crews can identify the asset and complete the relevant form with photos, signatures and timestamps. A failed submission doesn’t create follow-up work by default. Configure and test any task or work-order automation before rollout.

Mobile pre-start and inspection forms on scan
Photos, signatures and timestamps for evidence
Selected results can feed configured follow-up
Test-and-tag and calibration records on the asset
Evidence visibility follows the user role

Pre-starts & inspections

Maintenance

Service history on the asset record

Keep work orders and recorded service history with the asset that its QR code identifies. Choose and test the schedule trigger and manual, per-asset automatic or batch generation mode. Inspection results only create follow-up through a configured automation.

Loaded work orders can be completed in the field
Service schedules can use time or meter triggers
Record time and costs against work orders
Configure notification email to selected Person records
Scan to identify the asset and open available history

Maintenance & work orders

Label planning

Test the label and scan workflow before rollout

Choose a QR label material, adhesive, size and placement for the asset and environment. Test representative items for scan reliability and durability before ordering a wider batch.

You can use the label designer for print-ready QR layouts. Confirm current pricing, plan inclusions, user entitlements, trial and subscription terms directly with MapTrack before relying on them.

Shop QR labels Free label designer Label sample pack

Material

match the asset environment

Placement

test scan access in the field

Linking

validate each code and asset record

Pilot

test before wider rollout

Put a QR code on it and stop guessing

Label assets, identify them from a supported device and open connected custody, inspection and maintenance actions from one register.

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30-day trial
No credit card required
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Get started

How teams roll out QR asset tracking

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 asset register

Import supported asset fields from a spreadsheet or create records individually. Validate the data before linking labels or configuring workflows.

Configure

Label your assets

Choose, test and attach QR labels, then validate that each code opens the intended asset record on the devices your team will use.

Validate

Turn on your first workflow

Start with one assignment and return flow, pre-start form or audit session. Confirm roles, connection requirements and expected records before expanding.

Expand

Roll out to the whole team

Confirm current pricing, plan inclusions, user entitlements, trial and subscription terms directly with MapTrack before relying on them. Use the documented workspace roles and test the required site, division or contractor access before rollout.

Key features for QR code asset tracking

Documented QR, asset, form, maintenance and audit capabilities for the rollout.

QR scanning Asset register & tracking Existing-barcode compatibility Pre-starts & inspections Compliance & certificates Maintenance & work orders Audits & stocktakes Asset transfers Service history GPS & telematics scoping QR label store Label designer

Field-proven

The register only works if the field updates it

A QR scan opens the asset record, then the user completes the intended connected action. A scan identifies the asset. Assignment, return, transfer and audit actions are deliberate connected steps.

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Frequently asked questions

Common questions about QR code asset tracking from operations and field teams.

QR code asset tracking links a physical label to an asset record. A supported phone or tablet can scan the code to identify the asset and open available information or actions. A scan identifies the asset. Assignment, return, transfer and audit actions are deliberate connected steps.

Each labelled asset has a QR code linked to its record in MapTrack. A supported phone or tablet can open that record without dedicated scanner hardware. A scan identifies the asset. Assignment, return, transfer and audit actions are deliberate connected steps.

MapTrack represents 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. Test your existing labels and devices before choosing a rollout approach.

Use QR codes when a person is present to identify an asset and take a deliberate action. GPS or telematics may suit assets that need automatic device data, but it is a separate delivery boundary. 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.

Label choice depends on the surface, exposure and expected scanning distance. Test the material, adhesive, placement and scan reliability on representative assets before ordering a wider batch. Confirm current label supply and commercial terms directly with MapTrack.

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.

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.

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

Yes. Import supported asset fields from a spreadsheet, validate the resulting records, then link QR labels to the assets. Scanning identifies the record; connected updates such as assignments, returns, transfers and audits remain deliberate actions.

QR asset tracking resources

Guides, tools and templates for planning and rolling out QR code asset tracking.

14-day QR rollout plan

A practical two-week plan for taking a team from spreadsheet register to live QR tracking.

Explore 14-day QR rollout plan

QR code asset tracking setup guide

Step-by-step setup: choosing labels, structuring your register and building scan habits.

Explore QR code asset tracking setup guide

Free asset register template

Start with a structured register template, then map its supported asset fields into MapTrack.

Explore free asset register template

Label designer

Design and print your own QR labels free, in standard sizes for tools and plant.

Explore label designer

Contractor tool tracking

How contractors assess QR identification and custody actions across people, vans and locations.

Explore contractor tool tracking

Tool theft prevention

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

Explore tool theft prevention

Each labelled asset, one scan away

Use QR identification to open connected custody, inspection and maintenance actions on each asset. Confirm current pricing, plan inclusions, user entitlements, trial and subscription terms directly with MapTrack before relying on them.

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QR tracking · QR labels · Asset tracking · Equipment checkout · vs Spreadsheets

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