Acube Infotech Dubai

How to track Fixed Assets for Accounting

By January 1, 2026


It is very important to correctly manage fixed assets in order to maintain good financial accounting and comply with business regulations. Fixed assets are things like machinery, IT equipment, vehicles, and office furniture, which a company spends a lot of money on. If a business doesn’t have a good system for it, they might have wrong financial records, lose assets, fail in audits, and make bad decisions.

This post will cover what is fixed assets tracking for accounting and why it is important, the difficulties that are often faced, as well as how the latest Fixed Asset Tracking software, mainly RFID based solutions, can completely change asset management for small and medium enterprises (SMEs).

What Are Fixed Assets in Accounting?

Fixed assets, or non-current assets, refer to long term physical assets a company uses in its operations that are not meant to be sold in the short term. Typical examples are:

  • Buildings and other types of construction
  • Machines and tooling equipment
  • Computers and network servers
  • Vehicles
  • Tables, chairs and other fittings

Basically, fixed assets are tangible things that the company uses for a long time. From an accounting point of view, it is necessary to record the history of assets over the life of the asset, starting with the initial acquisition of the asset and being depreciated, transferring to new accounts, and finally disposal.

Why Fixed Asset Tracking Is Crucial for Accounting

Accurate Fixed Asset Tracking extends beyond being a mere operational requirement; it is a core component of financial integrity. Efficient tracking lets companies:

  • Keep their balance sheets accurate
  • Determine depreciation accurately
  • Adhere to accounting standards and facilitate audits
  • Safeguard assets from loss, theft, or misuse
  • Enhance budgeting and capital investment planning

Heavily relying only on asset records without a proper tracking system, it is quite common for the records to become stale and thus causing a mismatch between the physical assets and the accounting records.

Traditional Methods vs Modern Fixed Asset Tracking

Traditional Asset Tracking Methods

The fact is, on the one hand, many companies are still using spreadsheets or manual registers to manage their fixed assets. On the other hand, there can be a number of typical drawbacks associated with the use of such methods, including:

  • Making mistakes and duplicate entries
  • Physical audits that take a lot of time
  • No updating the information in real-time
  • Scaling problems with an increased number of assets

Modern Fixed Asset Tracking Systems

Modern asset tracking solutions rely on technologies such as barcodes, QR codes, and RFID to automate the process of asset identification and monitoring. Out of these, RFID based Fixed Asset Tracking is notable for its precision, velocity, and real-time features.

How to Track Fixed Assets for Accounting Effectively

In planning on how to track fixed assets for accounting, companies can use a structured and technology based approach:

1. Create a Fixed Asset Register

Begin with a centralized asset register that comprises:

  • Asset ID or tag number
  • Asset description and category
  • Purchase date and cost
  • Location and department
  • Depreciation method and useful life

Having a digital asset register in place will help maintain uniformity between the accounting records and the physical assets.

2. Assign Unique Asset Identification

Every asset must have a unique ID. This can be done by:

  • Barcode labels
  • QR codes
  • RFID tags

RFID tags can be a great option for expensive or commonly used items since they facilitate quicker inventory checking and come with the advantage of automated tracking without the need of a line of sight scan.

3. Track Asset Location and Movement

Assets are frequently relocated between different departments, branches, or project sites. A solid Fixed Asset Tracking system keeps a record of:

  • The location of the asset in real-time
  • Asset movement and reallocation
  • The custodian or user of the asset

Such transparency guarantees that asset data is kept up to date and thus is reliable both for accounting and operational purposes.

4. Automate Depreciation Calculations

Depreciation is one of the main accounting requirements for fixed assets. Most up-to-date asset tracking software can connect to an accounting system and:

  • Handle standard depreciation methods (straight-line, reducing balance, etc.)
  • Calculate depreciation values automatically
  • Change asset book value automatically and in real time

This helps to minimize mistakes that are made manually and keeps in line with the accounting standards.

5. Conduct Regular Asset Audits

It is very important that physical verification of assets is carried out regularly so that the recording of assets can be checked and verified. With RFID-based system, physical verification :

  • It is a faster audit, more accurate and less labor-intensive
  • More accurate
  • No disruption of daily operations

Automated audit reports help finance teams to easily reconcile physical assets with accounting data.

6. Manage Asset Lifecycle Events

Proper fixed asset tracking should be able to handle a property’s entire lifecycle covering:

  • Asset acquisition and Capitalization
  • Maintenance and servicing history
  • Asset impairment or revaluation
  • Disposal, Sale or Write-off

Having these records allows for accurate financial reporting and better decision making.

Benefits of RFID-Based Fixed Asset Tracking for Accounting

An RFID based Fixed Asset Tracking system brings a wide range of benefits from the point of view of both accounting and operations:

  • Real time visibility: Keep an eye on the exact location of each asset round the clock.
  • Accuracy: Eliminate the errors of manual data entry.
  • Cost savings: Reduce the chances of losing assets and buying the same products more than once.
  • Audit readiness: Facilitate internal and external audits.
  • Integration with existing system : Exchange the asset information with your ERP and accounting systems.

Industries That Benefit from Fixed Asset Tracking

Fixed asset tracking is a must-have in many industries such as:

  • Manufacturing and industrial units
  • Corporate offices and IT firms
  • Healthcare and hospitals
  • Education and research bodies
  • Logistics and transportation

Every industry sector gains from heightened accountability, better financial accuracy, and more efficient operations.

How Acube Infotech Helps You Track Fixed Assets

Acube Infotech is leading RFID based Asset Management Solutions that streamline fixed assets manual tracking for accounting purposes. Our solutions offer:

  • Comprehensive Fixed Asset Tracking via RFID technology
  • Real time asset data at centralized dashboards
  • Integration with accounting and ERP systems without interruption
  • Supporting automated audits and depreciation
  • Solutions that are scalable for businesses with multiple locations

Regardless of your assets volume, whether hundreds or thousands, Acube Infotech ensures your records are always up to date, helps you mitigate risks, and keeps you audit ready.

Conclusion

Knowing how to account for fixed assets is really important if you want to have accurate records, meet compliance requirements, and operate smoothly. It’s simply not enough to rely on manual methods anymore because the business environment nowadays is very fast changing. If companies switch to the latest Fixed Asset Tracking methods especially those using RFID technology they will have instant knowledge of their assets, be able to carry out audits easily, and will have better control over their assets.

Acube Infotech’s asset tracking solutions give companies the ability to make fixed asset management a source of competitive advantage, which in turn supports precise accounting and wise planning for the future.