Facilities teams manage building systems, security equipment, IT hardware, and software subscriptions across multiple sites, often with a small team and a large estate. Facilities asset management software needs to bring all of this into one view, so you can see what you have, where it is, and what needs attention, without relying on a spreadsheet that goes stale the moment it is saved.
AssetGraph is built for UK organisations that need live asset visibility without manual data entry. It connects to your email and IT systems, reads purchase invoices automatically, and pulls device data from Microsoft 365, Google Workspace, and MDM platforms. Start a 7-day free trial with no card required.
The Asset Tracking Challenge for Facilities Teams
Facilities teams operate across multiple buildings, sometimes multiple regions, and their asset estate is diverse: access control systems, CCTV, HVAC sensors, staff laptops, maintenance tablets, and the software that runs it all. When a piece of equipment fails, the team needs to know its location, warranty status, and maintenance history immediately, not after digging through a shared spreadsheet that three people last edited in different versions.
The problem compounds across sites. Each building may keep its own asset list, in its own format, maintained by a different person. Combining them for a portfolio-wide report is manual, error-prone, and usually out of date by the time it is finished. And software subscriptions for building management tools, security platforms, and reporting dashboards accumulate without anyone reviewing whether they are all still needed.
How AssetGraph Helps Facilities Teams
- Passive device tracking – connects to Microsoft Intune, Entra ID, Google Admin, and MDM platforms to see every laptop, tablet, and managed device assigned to facilities staff across all sites.
- Email invoice scanning – reads purchase emails and renewal notices, capturing equipment details, cost, supplier, and renewal date for budgeting and capital expenditure tracking.
- SaaS licence monitoring – tracks how many seats you have for building management, security, and reporting tools, what they cost, when they renew, and which are unused.
- Multi-site visibility – see devices and subscriptions across your entire portfolio in one dashboard.
- Risk alerts – notifies you when a device is lost or at risk, important when devices may carry building access data or security credentials.
Moving Beyond Spreadsheets
If your facilities team is still tracking equipment in Excel, the limitations are familiar: manual updates that nobody completes, no audit trail for compliance, and no alerts when warranties expire or renewals are due. AssetGraph lets you import your existing spreadsheet as a starting point, then keeps the data current automatically through passive collection from your connected systems. For the full picture, read our guide on moving from spreadsheets to automated asset tracking.
Warranty and Renewal Management Across Sites
One of the most common ways facilities teams lose money is by missing warranty expirations and renewal dates. A maintenance tablet that fails out of warranty costs more to replace. A building management software subscription that auto-renews without anyone reviewing it locks in spend that could have been reduced or cancelled. Without a system that tracks these dates automatically, they are discovered after the fact, when the invoice arrives or the repair bill is higher than expected.
AssetGraph reads purchase emails and renewal notices from your inbox, so warranty and renewal dates are captured at the point of purchase and surfaced in the dashboard before they expire. You see what is renewing, what it costs, and when the deadline is, all in one place. This means you can make decisions about whether to renew, cancel, or renegotiate with time to spare, rather than reacting to an invoice that has already been charged.
For teams managing multiple sites, this visibility is especially valuable. A renewal that affects one building may be handled by a different site manager than the one who made the original purchase. AssetGraph centralises the information so nothing falls through the gaps between sites. For more on why this matters, read our guide on why you should track your IT assets.
Pricing for Facilities Teams
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, with reconciliation conflict detection and an unlimited audit trail.
- Enterprise – £299/month for unlimited assets, with custom integrations and SSO.
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.
- Why track your IT assets? – the operational case for visibility.
- What to do when a laptop is lost or stolen – incident response for facilities teams.
Get Started
See your full facilities estate in one dashboard, updated automatically. AssetGraph connects to your existing systems and populates your register within the hour. Start your 7-day free trial, no card needed, or review the plans for your team.