Charities and non-profit organisations operate under tight financial scrutiny, with every pound of spending needing justification to trustees, donors, and regulators. Yet many charities still track their IT equipment, laptops, and software subscriptions on a spreadsheet that nobody trusts. Charity asset management software should make accountability simpler, not add another administrative burden to an already stretched team.
AssetGraph is built for UK organisations that need clear visibility of what they own without manual data entry. It connects to your email and IT systems, reads purchase invoices automatically, and tracks every device and SaaS licence in one dashboard. Start a 7-day free trial with no card required.
Asset Tracking Challenges for Charities
Charities face a unique mix of constraints. Budgets are limited, so every wasted licence or lost laptop has a real opportunity cost. Staff turnover and volunteer rotations mean devices change hands frequently, often without a formal handover. And restricted funding, such as grants tied to specific projects, requires you to track which assets were purchased with which funding stream.
For charities with income over £500,000, the Charities SORP requires fixed asset accounting, which means you need a maintained register showing purchase cost, depreciation, and disposal records. Smaller charities may not face the same SORP requirements, but trustees still expect sound stewardship of charitable assets. A spreadsheet that nobody updates does not meet that standard.
How AssetGraph Helps Charities
- Passive device tracking – connects to Google Workspace and Microsoft 365 to see every laptop, phone, and managed device assigned to staff and volunteers, without anyone updating a sheet.
- Email invoice scanning – reads purchase emails and renewal notices, capturing cost, supplier, and renewal date for trustee reporting and grant accountability.
- SaaS licence monitoring – identifies unused seats and upcoming renewals, so you are not paying for software that former staff or volunteers no longer use.
- Timestamped audit trail – logs every asset change, supporting the record-keeping trustees and auditors expect.
- Read-only access – AssetGraph can see device data and invoices but never sends or changes anything, which matters when handling sensitive beneficiary information.
Reducing Wasted Software Spend
Charities often qualify for discounted or donated software licences through programmes like Google for Nonprofits and Microsoft 365 Business Premium offers for charities. But discounted does not mean free, and unused seats still cost money. AssetGraph shows you how many seats you have, what they cost, and which users have not logged in recently, so you can reallocate or cancel before the next renewal. For more on this, read our guide to cutting software costs without losing tools.
Demonstrating Stewardship to Trustees and Funders
Charity trustees have a legal duty to safeguard the assets of the charity, and funders increasingly expect evidence that grants have been spent on the equipment they were awarded for. This means your asset register is not just an operational tool, it is a governance document. When a funder asks whether the laptops purchased with their grant are still in use, or when trustees review the annual accounts, the register is where the answer lives.
AssetGraph supports this by maintaining a timestamped audit trail of every asset change. When a device is reassigned, the change is logged with the date and the user who made it. When a device is disposed of, the record shows when and how. This is the level of traceability that trustees and independent examiners look for, and it is available without anyone maintaining a manual logbook.
For smaller charities, the same visibility matters even if the formal reporting requirements are lighter. Trustees still need to know that equipment is being used for charitable purposes and that software subscriptions represent value for money. AssetGraph’s dashboard shows the full picture in a single view, so reporting to the board becomes a five-minute conversation rather than a week of spreadsheet preparation. To understand what belongs in your register, read our guide on what counts as an IT asset.
Pricing for Charities
AssetGraph is priced for organisations of all sizes. Plans are paid by direct debit and cancellable at any time. Prices exclude VAT:
- Starter – £29/month for up to 100 assets.
- Professional – £99/month for up to 500 assets.
- Enterprise – £299/month for unlimited assets.
Annual billing saves 50%, with the Starter plan from £14.50/month. View full pricing or start your free trial.
Learn More
- Complete guide to asset registers – what to include and how to maintain one.
- SaaS licence optimisation – find and eliminate wasted subscription spend.
- What counts as an IT asset? – understand the scope of your register.
Get Started
Every pound saved on wasted licences and lost equipment is a pound available for your mission. AssetGraph connects to your existing systems and builds your asset register automatically. Start your 7-day free trial, no card needed, or review the plans for your charity.