Customer asset management is a game-changer for tradie businesses, helping track equipment, create new work opportunities, and boost efficiency. In this Tech Talk, we discuss the pitfalls of spreadsheets and paper tracking, the benefits of system integration, and practical tips like QR codes and barcodes for streamlined workflows. Whether you’re new to asset management or refining your approach, this session is packed with insights to help your business run smarter.
Value Add with Customer Asset Management [0:01:01s]
Trades like plumbing, HVAC, fire services, and refrigeration rely on customer asset management to keep things running smoothly. By keeping track of customer equipment and linking this data to job management systems, businesses can offer extra services, boost efficiency, and even create more work opportunities. Whether it’s scheduling regular maintenance or spotting potential issues before they become major problems, asset management helps tradies provide top-notch service while keeping clients happy.
Choosing the Right Software [0:04:00s]
Not all job management software come with asset management built in, so picking the right software is key. Choosing a system with asset tracking capabilities can make a massive difference in streamlining workflows and ensuring important data is always at hand. There are plenty of options out there, but setting up and integrating the system properly is what truly makes it valuable. A well-implemented asset management solution saves time, reduces errors, and improves overall business efficiency.
Past Practices of Customer Asset Management [0:05:06s]
Ray shares his experience in the HVAC industry, where tracking air conditioning units is crucial for warranty compliance. Many companies offer service plans with new installations to keep warranties valid, making asset management essential for both business and customer peace of mind. By maintaining accurate service records, businesses can avoid disputes and ensure customers stay on top of their maintenance needs.
When you think about it for your business it actually becomes a service that you can offer your customers. And sometimes it's a value add, sometimes it can generate work.
Spreadsheets vs. Databases [0:6:37s]
Using spreadsheets for asset tracking might seem like an easy solution, but they can quickly become a mess. Everyone formats them differently, making it hard to compare data or keep things consistent. Paper records are even worse—they can get lost, fade, or become unreadable over time. Switching to a digital system is a step in the right direction, but without proper integration into job management workflows, businesses may still face data silos and inefficiencies.
Challenges with Siloed Information [0:08:41s]
Some asset management tools don’t integrate well with job management systems, leading to isolated data that’s hard to access when needed. Even platforms like monday.com and Trello, while better than spreadsheets, can still leave information scattered. When asset data isn’t properly linked to jobs and customers, it creates unnecessary complications and slows down operations.
Benefits of Integrated Asset Management [0:09:27s]
Having all customer and job data in one system simplifies everything—no more jumping between apps or searching for missing details. It keeps information clear and accessible for the whole team, making it easier to track assets, complete jobs efficiently, and stay compliant with regulations. Proper asset tracking doesn’t just improve record-keeping; it also helps businesses run more smoothly and provide better service.
If we set aside paper and spreadsheets and move to systems, there are a number of systems out there. That will do asset management, but they're not integrated or can't integrate into the job management workflow. So it kind of takes your asset management and plucks it out of the workflow and makes a separate thing out of it.
How Asset Management Improves Customer Service [0:13:14s]
Customers love knowing exactly what’s happening with their equipment. A well-managed asset system gives tradies quick access to service histories, allowing them to offer better advice on repairs and replacements. When clients see that their service provider is organised and proactive, they’re more likely to trust and stick with them for the long run. Plus, having solid service records makes handling warranty claims much easier.
Generating Work with Customer Asset Management [0:14:44s]
Automated maintenance scheduling means more repeat work with less effort. Instead of waiting for customers to call when something breaks, businesses can use asset data to schedule services in advance, keeping equipment in top shape and preventing costly breakdowns. This keeps clients happy and brings in steady work.
Comparing Different Job Management Software [0:16:15s]
Not all software is created equal. Entry-level systems like ServiceM8 cover the basics, while more advanced platforms like Simpro or Aroflo offer in-depth asset tracking but require a steeper learning curve. Some systems let businesses tag assets with QR codes or barcodes, making it easier to scan and track equipment. However, flashy software marketing can be misleading—it’s important to dig into the details to find a system that truly fits the business’s needs.
From a customer's perspective, they don't keep that kind of information. So if you can provide that to them, and you're that trusted source that they go to. Then you're going to keep being their preferred supplier. You're going to keep getting their work. You've got that data layer that they don't necessarily have. It makes them quite sticky to you.
Is Asset Management practical for you? [0:19:37s]
Many businesses think asset management will be a quick fix for tracking inventory, but the reality is more complex. Setting up a system takes time, and maintaining accurate data requires ongoing effort. It’s important to be realistic about what’s practical for the business and ensure staff are on board with the process. Before jumping into an asset management system, businesses need to assess their existing data and figure out how to transition smoothly. Accuracy is key—if details like model numbers, locations, and service history aren’t logged properly, the system won’t be effective.
Workflow Considerations in Asset Management Systems [0:21:08s]
Recurring maintenance scheduling is a powerful tool, but it needs to be set up correctly to align with job workflows. Different systems handle scheduling in different ways, which can impact how businesses communicate with customers and manage their workload.
Data Capture and Reporting [0:22:37s]
The way asset data is collected—whether through mobile apps, spreadsheets, or other tools—affects how smoothly a system runs. Automated reporting can help streamline processes, but businesses should ensure the system they choose makes it easy to capture and analyse the data they need.
The way the assets are created. The type of information that can be collected and how the assets are identified. That varies greatly between those range of systems that I just mentioned. They're all great software, and they can all do asset management. But it's quite different between all of them.
Key Considerations in Asset Management [0:25:37s]
While asset management has plenty of benefits, it also comes with challenges. Keeping records up to date requires extra work, and if staff aren’t committed to entering data correctly, the system’s effectiveness suffers. Resistance to change can be a major roadblock, so getting team buy-in early is essential. Despite these hurdles, moving from paper or spreadsheets to an integrated system is almost always worth the effort.
Identifying Assets – Barcodes and QR Codes [0:28:59s]
Using barcodes or QR codes makes asset tracking more efficient, but different systems handle them in different ways. Some platforms generate codes automatically, while others require manual setup. Custom labels with business branding can add a professional touch, and there are plenty of options available for label materials and designs. Investing in the right labelling strategy can make asset management even more effective.
By choosing the right system, integrating it properly, and committing to keeping data accurate, tradies can take full advantage of asset management to improve efficiency, boost customer satisfaction, and create new business opportunities.
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Want to improve customer asset management in your business? Let’s chat!
Contact TradiePad today to explore Asset Management options and get advice on the best setup for your needs!
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Asset management requires commitment and discipline. So you know, there's an old saying, if you put shit into a system, you get shit out of it.
MEET THE SPEAKERS
Ray has 20+ years of experience in software training, system design, and development helping businesses across Australia adopt technology for greater efficiency.
Clinton is driven by a passion to help the construction and field services industries evolve through the use of technology and education.
