Why It Matters
deserve better than
a spreadsheet
Trusted by organisations worldwide including
An asset register is more than just a set of data
Without an accurate asset register, many core property, financial, compliance and operational functions are either compromised, manually intensive or based on incomplete data. The asset register forms the foundation for:
Financial & compliance
- ESG Scope 1 & 3 reporting
- Tax depreciation schedules
- Insurance valuations & risk mitigation
- Financial forecasting & long-term planning
- Due diligence for acquisitions & divestments
Operations & maintenance
- Facility condition assessments & reporting
- Maintenance planning & preventative scheduling
- Defect identification & rectification tracking
- Warranty tracking & contractor accountability
- FM & CMMS platform integrations
Planning & strategy
- Capex and Opex forecasting & budgeting
- Asset lifecycle modelling & replacement forecasting
- Asset criticality & business continuity planning
- Procurement & asset renewal planning
- Portfolio benchmarking & performance analysis
Reporting & sustainability
- Compliance & statutory reporting
- Asset verification & audit reporting
- End-of-lease & triple net lease negotiations
- Sustainability & carbon reduction initiatives
- Space utilisation & operational efficiency
8x
Faster Than Traditional Methods
300+
Global companies supported
30–99×
Typical ROI for clients
What is it
A live digital asset register.
Free. With no strings.
The Free Digital Asset Register gives you a proper, structured, database-backed home for your building asset data — from day one, at no cost. Add assets, capture on site with your tablet, track condition, and see everything in one place.
Unlimited asset capture
Add as many assets as you need across as many properties as you manage. No caps, no feature walls, no upsell to unlock more capacity.
Mobile field capture app
Capture assets on site from your Apple or Android tablet. Photos, make, model, serial numbers, condition, location — all structured and synced instantly.
Live database register
Your data lives in a structured, searchable database — not a spreadsheet. Updated in real time, accessible from anywhere, always current.
Asset hierarchy & locations
Organise assets by building, floor, zone and system. Build a clear picture of what you have and where it all sits across every site.
Unlimited. Free. Forever.
No trial period. No time limits. No feature wall after 30 days. The Free Digital Asset Register is free because you should be able to see real value before you spend anything.
Upgrade when you’re ready
When you need reports, lifecycle modelling or capital planning — they’re one click away. No migration. No starting again. Your data is already there.
Unlimited asset capture
Add as many assets as you need across as many properties as you manage. No caps, no feature walls, no upsell to unlock more capacity.
Mobile field capture app
Capture assets on site from your Apple or Android tablet. Photos, make, model, serial numbers, condition, location — all structured and synced instantly.
Live database register
Your data lives in a structured, searchable database — not a spreadsheet. Updated in real time, accessible from anywhere, always current.
Asset hierarchy & locations
Organise assets by building, floor, zone and system. Build a clear picture of what you have and where it all sits across every site.
Unlimited. Free. Forever.
No trial period. No time limits. No feature wall after 30 days. The Free Digital Asset Register is free because you should be able to see real value before you spend anything.
Upgrade when you’re ready
When you need reports, lifecycle modelling or capital planning — they’re one click away. No migration. No starting again. Your data is already there.
Sounds Familiar?
If any of these sound like your team…
We don’t trust the asset register. It hasn’t been updated properly in two years.
Facility Manager — Commercial Property
Everything is still in spreadsheets. Nobody agrees on which version is current.
Asset Manager — Local Council
The board wants capex numbers but the data isn’t reliable enough to present.
Head of Property — Healthcare
We got a great PDF from the consultants. Six months later it’s already out of date.
Operations Director — Education
We don’t know what assets we actually have across all our sites.
Property Manager — Aged Care
We need to know what needs replacing and when — but nobody has a clear answer.
Capital Works Manager — Infrastructure
We don’t trust the asset register. It hasn’t been updated properly in two years.
Facility Manager — Commercial Property
Everything is still in spreadsheets. Nobody agrees on which version is current.
Asset Manager — Local Council
The board wants capex numbers but the data isn’t reliable enough to present.
Head of Property — Healthcare
We got a great PDF from the consultants. Six months later it’s already out of date.
Operations Director — Education
We don’t know what assets we actually have across all our sites.
Property Manager — Aged Care
We need to know what needs replacing and when — but nobody has a clear answer.
Capital Works Manager — Infrastructure
How it works
Up and running in under 10 minutes
No demo. No onboarding call. No waiting. Sign up, add your first property, and start capturing assets today.
1
Create your free account
Sign up in two minutes. Add your details and save payment information so you’re ready to order reports the moment you want them.
2
Add your first property
Set up a property or site in the platform. Add as many as you manage — no limits on properties or assets.
3
Start capturing assets
Use the tablet app on site or add assets manually from your desk. Photos, condition, location, make and model — all in one place.
4
Upgrade when you need more
Order a lifecycle or condition report for any property, or upgrade to the full platform for dashboards and 20-year capital planning.
Start free. Grow when you’re ready.
One platform. Built to scale with you.
Everything you capture in the Free Digital Asset Register is already there when you’re ready for reports, lifecycle planning and full portfolio management. No migration. No data loss.
You Are Here
FREE
Free Digital Asset Register
$0 forever
- ✓ Unlimited assets
- ✓ Unlimited properties
- ✓ Tablet field capture app
- ✓ Live database register
- ✓ Asset hierarchy & location
- ✓ Zendesk support access
Paid Reports
Reports add-on
From $250 per property
- ✓ Facility Condition Index Report
- ✓ Lifecycle Report (CAPEX/OPEX)
- ✓ Lifecycle Summary Report
- ✓ Pay per report — no subscription
- ✓ Decision-ready outputs
Subscription
Lifecycle & Dashboards
From $5,000 / year
- ✓ Everything in Free DAR
- ✓ Lifecycle dashboards
- ✓ 20-year capex modelling
- ✓ Portfolio-wide reporting
- ✓ Up to 20 properties (Starter)
Enterprise
Portfolio & Enterprise
POA custom pricing
- ✓ 100+ properties
- ✓ Custom dashboards & reports
- ✓ Asset capture services
- ✓ Asset data consulting
- ✓ Multi-year agreements
Frequently Asked Questions
CATEGORY 1 — WHAT IT IS
Q1. What is the Free Digital Asset Register?
The Free Digital Asset Register is a permanently free tier of the Ai Assets platform that gives facilities managers, property teams, building consultants and asset managers a live, structured database for their physical building assets.
Unlike a spreadsheet or a consultant’s PDF, it’s a database-backed system that your team can update from the field in real time, with no version control issues and no data going stale.
It covers unlimited assets and unlimited properties — with no trial period and no expiry date.
Q2. Is it really free? What's the catch?
It’s genuinely free, with no time limit. There is no trial period, no 30-day free tier, and no credit card required to sign up.
The Free Digital Asset Register is designed as a permanent entry point into the Ai Assets platform. When you’re ready to do more with your data — generate a condition report, model 20-year lifecycle costs, or upgrade to a full portfolio subscription — those are paid. But the register itself costs nothing, and you can use it indefinitely at no and export this data out and use in your existing platforms.
Q3. What's the difference between a digital asset register and a spreadsheet?
A spreadsheet is accurate on the day you create it. A digital asset register is accurate every day — because it’s a live system, not a document.
The practical differences:
- There is one version of the truth, not multiple copies floating around different inboxes
- Your team captures data in the field using a (best experience) and mobile app (asset confirmation) — photos, condition, make, model, location — all synced in real time
- Assets are structured and searchable, not rows in a grid that requires manual formatting
- When an asset is replaced, updated or moved, the register reflects it immediately
- The data is ready to export into , lifecycle models and capital planning tools without a data-cleaning exercise first
Q4. What's the difference between the Free Digital Asset Register and a CMMS?
A CMMS (Computerised Maintenance Management System) is primarily designed to manage work orders, maintenance schedules and reactive maintenance tasks.
Ai Assets is designed for asset data capture, condition assessment, lifecycle planning and capital decision-making — it answers questions like “what assets do we have, what condition are they in, and what will they cost to replace over the next 20 years?”
Many organisations use both: a CMMS for day-to-day maintenance operations, and Ai Assets for the asset register, condition data and lifecycle intelligence that underpins capital planning.
Q5. Who is the Free Digital Asset Register built for?
It’s designed for anyone who manages, inspects, reports on or advises on physical building and infrastructure assets:
- Facilities managers and building operations teams
- Property managers
- Asset managers
- Building consultants and quantity surveyors
- Capital works and infrastructure teams
- Council asset and facilities teams
- Aged care, education, healthcare and leisure property teams
- FM contractors and maintenance providers
- Anyone whose current asset register is a spreadsheet, a static PDF or something they don’t fully trust
You don’t need a technical background to use it. If you can use a smartphone or tablet, you can capture assets and build a register.
Q6. How is Ai Assets different from other asset management platforms?
A few things set Ai Assets apart:
Built for physical building assets specifically. The platform is designed around the way building consultants and facilities teams actually work — on site, capturing physical assets, producing condition reports and lifecycle plans.
Fast field capture. The tablet app is designed for speed on site — photos, condition, make, model, location, all captured and synced in real time without transcription or data cleaning after the fact.
Free starting point. The Free Digital Asset Register removes the cost and commitment barrier that stops most teams from getting started. No licence fee, no demo, no sales process required.
Platform plus services. Unlike software-only tools, Ai Assets also offers an on-site asset capture service through our building consultancy team — for organisations that need their register built properly but don’t have internal capacity to do it themselves.
Lifecycle and capital planning built in. The upgrade path from the free register goes directly into condition reports, 20-year lifecycle modelling and capex planning — not just better data storage.
CATEGORY 2 — GETTING STARTED
Q7. How do I sign up?
Go to aiassets.io/free and click “Start for free — sign up now.”
You’ll create an account with your email address. No demo required, no sales conversation needed. You’ll be in your register within a few minutes.
Q8. Do I need to book a demo before I can access the platform?
No. The Free Digital Asset Register is fully self-serve. You can sign up, log in and start capturing assets without speaking to anyone at Ai Assets.
If you’d like to see a walkthrough before getting started — or if you’re evaluating the platform for a larger portfolio — we’re happy to arrange a demo. Contact us at aiassets.io/contact.
Q9. How long does it take to get started?
Most users have their first property added and their first asset captured within 15 minutes of signing up.
The fastest way to get started:
- Log in at portal.aiassets.io
- Click “Add ” — give it a name and address
- Add your first asset — manually from your desk, or using the tablet app on site
- That’s your register started
You don’t need a complete asset list before you begin. Start with one building, or even one floor. The register builds as you go.
Q10. What information do I need to get started?
Very little. You need an email address to create an account. To add your first property, you need a property name and address. To add your first asset, the minimum is an asset type, a location and a photo.
You don’t need a pre-existing asset list, a consultant’s report or any prior asset data. The platform is designed to be built from scratch on site, using the tablet app, starting from nothing.
Q11. Do I need to install any software?
The main platform is web-based — accessible from any browser on desktop or laptop, with no installation required.
The field capture app is available for download on Apple or Android tablets via the App Store and Google Play. It’s designed specifically for tablet use on site, giving you a larger capture surface than a phone and a better experience than a laptop in the field.
Q12. Can I import my existing asset data?
Yes. If you have existing asset data in a spreadsheet or from a previous system, There is also a self import function on the Web Portal. Alternatively for a small fee our team can help you structure and import it into the platform. Contact support@aiassets.io to discuss your specific data format and what’s .
For teams migrating from a legacy system or previous Ai Assets account, data restoration is available as a professional service — contact us to discuss scope and pricing.
Q13. How many assets and properties can I add on the free tier?
Unlimited assets. Unlimited properties. There is no cap on the free tier. You can add as many properties and capture as many assets as your portfolio requires.
CATEGORY 3 — USING THE PLATFORM
Q14. What information can I capture for each asset?
At minimum, you’ll want to capture:
- Asset type and name
- Location (building, floor, site, facility, area, space zone)
- Make and model
- Installation date or approximate age
- Current condition (Excellent, Good, Fair, Poor, Very Poor)
- A photo
Beyond those basics, you can also capture: serial numbers, barcodes, warranty dates, replacement cost, maintenance history, asset attributes specific to the asset type, and any custom fields relevant to your organisation.
The more complete your data, the more useful your reports and lifecycle outputs will be — but a minimal record is far better than no record.
Q15. How does the tablet field capture app work?
The tablet app (available for Apple and Android) is designed for on-site asset capture. Once you’re logged in and on site:
- Open a property in the app
- Select the Area and Space you’re capturing
- For each asset: take a photo, enter the asset type, note the condition, add make and model from the nameplate
- The record syncs to your register in real time — no need to be at your desk to update it
The app is optimised for speed. An experienced user can capture 1000s of assets per day on a standard commercial building, depending on access and complexity.
Q16. Can multiple people access and update the same register?
Yes. Multiple users can access and update the same register simultaneously. This is particularly useful for larger site capture projects where a team of consultants is working across different zones of a building, or for organisations where different team members are responsible for different asset categories.
User management and access controls are part of the platform’s account settings.
Q17. How do I keep my register up to date after the initial capture?
The best approach is to integrate register updates into your existing site inspection and maintenance workflow:
- When an asset is replaced, update the record in the platform (photo, new installation date, condition reset)
- When a new asset is installed, add a new record immediately on site via the tablet app
- When condition changes (following an inspection or maintenance visit), update the condition field
The tablet app makes this easy to do on site without returning to a desk. Even a quick update once a quarter significantly improves register accuracy over time.
Q18. Can I use Ai Assets across multiple sites and buildings?
Yes. The platform is built for multi-site portfolio management. Each property is set up as a separate entity within your account, with its own asset register, condition data and reporting. You can view assets at the property level or across your full portfolio.
Q19. What types of assets does the platform cover?
The platform is designed for physical building and infrastructure assets , but with our flexible database, literally any asset can be included — essentially anything fixed or installed in a building or on a site. This includes:
- Mechanical assets: HVAC systems, air handling units, pumps, compressors, generators
- Electrical assets: switchboards, transformers, lighting systems, UPS units
- Hydraulic assets: hot water systems, water supply, drainage
- Fire services: fire panels, suppression systems, hose reels, extinguishers
- Building fabric: roof, façade, structure, glazing, waterproofing
- Fitout and finishes: flooring, ceilings, partitions, doors
- Vertical transport: lifts, escalators, access platforms
- Civil and external: car parks, roads, pathways, fencing, landscaping infrastructure
If it has a useful life, a replacement cost and a condition that can be assessed — it belongs in the register.
Q20. Can I generate reports from the free tier?
You can view and export your asset data from the free tier. Formal reports — including the Facility Condition Index Report and Lifecycle Reports — are available as paid add-ons, ordered directly from the platform.
See the Pricing section below for report pricing.
CATEGORY 4 — PRICING AND UPGRADES
Q21. How much does the Free Digital Asset Register cost?
Nothing. The free tier is permanently free with no asset limits, no property limits and no trial expiry.
Q22. What do I pay for if the register is free?
The register is the starting point. When your data is ready to work harder, there are paid options:
Facility Condition Index (FCI) Report — from $250 per property A condition assessment of your property generated directly from your asset data. Shows condition scores, maintenance priorities and risk areas. Useful for operations teams, asset owners and compliance checks.
Lifecycle Report — from $1,000 per property A 20-year capital and operational expenditure model for your property. Shows what needs replacing, when and at what cost. The report that gets presented to finance teams, boards and executive leadership.
Full Platform Subscription — from $5,000/year When you’re ready to manage lifecycle dashboards, multi-property reporting and full portfolio capex modelling in one place. Your free register data comes with you — nothing to rebuild.
All reports can be ordered directly from the platform. No sales process required.
Q23. Do I need to enter a credit card to sign up for the free tier?
No. You do not need a credit card to create your free account and start using the platform.
If you choose to order a paid report or upgrade to a subscription in the future, a payment method will be required at that point.
Q24. What happens to my data if I upgrade to a paid plan?
Your existing register data comes with you. There is no migration, no re-entry and no starting again. Everything you captured in the free tier is available in the full platform from day one.
Q25. Is there a minimum contract for the full subscription?
Platform subscriptions are annual. Contact our team at aiassets.io/contact to discuss the right subscription tier for your portfolio size, number of properties, users and modules required.
Q26. Can I order a report for just one property without upgrading to a subscription?
Yes. Reports are available on a per-property basis without requiring a full subscription. Order a Facility Condition Index Report or Lifecycle Report for a single property directly from the platform. This is the recommended starting point for teams who want to see the value of structured asset data before committing to a full subscription.
Q27. Can I get a custom quote for a larger portfolio or enterprise deployment?
Yes. For large portfolio clients, councils, enterprise organisations or multi-year engagements, custom pricing is available. Contact us at aiassets.io/contact or email sales@aiassets.io to discuss your requirements.
CATEGORY 5 — ASSET CAPTURE SERVICES
Q28. What if I don't have the internal capacity to capture our assets ourselves?
That’s the most common reason organisations don’t get started — not a lack of willingness, but a lack of time and internal resource to physically capture every asset on site.
Our building consultancy team does exactly this. We come on site, capture your assets into the Ai Assets platform using the tablet app, and hand you back a complete, structured, photo-verified digital register — ready for reports, lifecycle planning and capital . Due to the system and our teams experience we can do this in a fraction of the time and cost compared to others
For a single building, we can often have a complete register stood up within one to two days on site. For larger portfolios, we scope the project based on site count, asset types, location and complexity, and provide a clear price before any work starts.
To discuss an asset capture project, contact us at aiassets.io/contact or email us at enquiries@aiassets.io.
Q29. What does an on-site asset capture project involve?
A typical on-site asset capture project with our building consultancy team works as follows:
- Scoping — we review your site list, asset types and what you need the data for, and provide a clear cost and timeline
- Site attendance — our consultants attend site and capture all relevant assets directly into the Ai Assets platform using the tablet app
- Data quality review — we review the captured data for completeness and consistency before handover
- Register delivery — your complete, structured, photo-verified register is live in the platform and ready to use
The scope can be tailored — from a single building to a multi-site portfolio rollout.
Q30. What types of projects has your asset capture team worked on?
Our building consultancy team has completed asset capture and condition assessment projects, including:
- Asset Capture
- Asset Verification
- Asset Tagging
- Schedule of Condition
- Technical Due Diligence
- Asset Management Plans
- O & M Reviews
We’ve worked across pretty much every type of property portfolio you could imagine like:
- Prisons
- Detention Centres
- Sports Stadiums
- Schools
- Churches
- Commercial office buildings
- Retail and industrial property
- Local government and council assets
- Aged care and retirement village portfolios
- Healthcare and hospital facilities
- Education campuses and schools
- Data centres
- Leisure and aquatic facilities
- Large multi-site portfolios
We have worked with clients including Woolworths, CBRE Japan, NSW Government, Goodman, Aliro, Blue Mountains Council and a range of aged care, healthcare and local government organisations.
Q31. Can your team help me clean up and verify data that already exists in our register?
Yes. If you have existing asset data — whether in Ai Assets, a spreadsheet or another system — our team can review, clean, structure and verify it. Contact us to discuss the scope of what you have and what you need it to do.
CATEGORY 6 — DATA, SECURITY AND COMPLIANCE
Q32. Where is my data stored?
Ai Assets is hosted on AWS (Amazon Web Services) infrastructure. Data is stored securely in the cloud and is accessible from any internet-connected device.
For specific data residency requirements (relevant to some government and enterprise clients), contact us at enquiries@aiassets.io to discuss options.
Q33. Is my asset data secure?
Yes. The Ai Assets platform uses industry-standard security measures including encrypted data transmission (HTTPS/TLS), secure authentication and role-based access controls.
For enterprise and government clients with specific security requirements, we can provide detailed security documentation and have completed vendor security assessments for a range of clients including government and commercial property organisations. Contact us to request our security documentation.
Q34. Who owns the data in my asset register?
You do. Your asset data belongs to your organisation. Ai Assets does not sell, share or use your asset data for any commercial purpose outside of providing the platform service to you.
Q35. Can Ai Assets help us meet compliance and audit requirements?
Yes. A live, structured digital asset register with a complete audit trail — who captured what, when, on what basis — directly supports compliance and audit readiness across a range of regulatory and governance requirements.
The platform’s condition data, maintenance history and lifecycle records can be exported in formats suitable for audit submissions, capital planning documentation and compliance reporting. For specific compliance requirements, contact our team to discuss how the platform supports your obligations.
Q36. Does the platform support ESG and sustainability reporting?
Yes, with the appropriate data in place. Asset lifecycle data, condition information, replacement timelines and energy-related asset records can feed into ESG and sustainability reporting frameworks.
AI-enabled features for ESG reporting and carbon analysis are on our product roadmap. Contact us if you’d like to be kept informed as these features are released.
CATEGORY 7 — SUPPORT, ONBOARDING AND ENTERPRISE
Q37. What support is available for free tier users?
All users — including free tier users — have access to our Zendesk-based customer support system.
You can contact support at support@aiassets.io. Our team handles:
- Getting started and account setup questions
- Platform how-to questions
- Data import queries
- Bug reports and technical issues
- Guidance on report ordering and upgrade options
We also maintain a growing knowledge base of FAQs, how-to articles and platform guides in the Zendesk Help Centre, accessible from within the platform.
Q38. Is there onboarding support available?
Yes. After signing up, you’ll receive a short onboarding email sequence from our team with practical guidance on getting your register started, what good asset data looks like, and how to use your data for reports and lifecycle planning.
If you’d like more hands-on onboarding support — for example, for a team rollout or a larger portfolio deployment — contact us at support@aiassets.io to discuss what’s available.
Q39. We're a large organisation with a procurement process. Can we still use the Free Digital Asset Register while we go through procurement for the full platform?
Absolutely. The Free Digital Asset Register requires no procurement, no purchase order and no contract — you can start immediately.
This is a common and practical approach: start building your register on the free tier, assess the platform’s fit for your organisation, and run procurement for the full subscription or enterprise licence in parallel. Your data carries over when you upgrade.
For procurement teams requiring security documentation, compliance information, vendor questionnaire responses or contractual terms, contact our team at enquiries@aiassets.io.
Q40. Can Ai Assets integrate with our existing systems — CMMS, ERP, finance or property management platforms?
Integration capability varies by system. We have existing integration experience with platforms, and our development team can discuss integration options for other systems depending on your requirements.
For enterprise integration enquiries, contact us at enquiries@aiassets.io with details of the systems you’re looking to connect and what data flow you need. We’ll respond with what’s possible and any associated development scope.
We built Ai Assets because we kept seeing the same problem. Organisations were making million-dollar decisions about assets based on data they didn’t trust. The Free Digital Asset Register is our way of removing every excuse not to start fixing that — today, at no cost.
W
Wayne Herbert
Founder & CEO — Ai Assets
Your asset data deserves a proper home.
Start your free digital asset register today. No demo required. No limits. No catch.
Free forever · Unlimited assets · Unlimited properties · Upgrade any time