Every machine, vehicle and laptop on one row — purchase invoice, warranty card, maintenance history, location, responsible employee, and a book value the GL agrees with. Lease the asset out and the recurring rent posts itself as an ordinary accounting invoice — same AR aging, same dunning, same VAT return, same e-invoice network. Acquisition, depreciation, disposal and rental revenue: one ledger, one truth.
You spent €4.2M on equipment last year. You own around 1,200 fixed assets. Somewhere in the company three registers don't agree, the preventive-maintenance calendar lives in someone's Outlook, a warranty expired last week — and if you rent assets out, a side spreadsheet is the only thing that remembers to invoice them.
Every one of these is a real, recoverable cost — and every one stops happening when the register, the GL, the maintenance system, the warranty card, the warehouse and the rental ledger are the same connected database.
Most EAM products are operations tools that export to accounting overnight. Most fixed-asset modules are accounting tools that don't know what a work order is. Most rental products keep their own invoice ledger. This one is one row — the same record carries the depreciation, the maintenance history, the location, the GL posting and the rental invoice.
Acquisition books a journal entry. Monthly depreciation books a journal entry. Disposal books a journal entry with the gain or loss calculated for you. No nightly export, no integration consultant, no "rec the register to the GL" project.
Lease the asset out and recurring rent is created as a normal accounting.Invoice through the same InvoiceService every other customer invoice uses — so rental revenue lands in AR aging, customer statements, dunning, the VAT return and your country's e-invoice channel (PEPPOL, Finvoice, FatturaPA, ZUGFeRD, Factur-X, Peppol BIS — whichever your customer expects). One revenue ledger, not two.
The asset is tagged with a cost centre. The depreciation expense lands on that cost centre's P&L. The project profitability report finally includes the equipment depreciation it should always have included.
Every box is a real screen. Every arrow happens by itself. Every step writes a row the auditor can follow — and one accounting ledger underneath all of it.
The auditor asks "every asset above €10,000 in the Munich facility, with current book value and last maintenance date." That's one query, not a project. The same row is what the plant manager sees, the controller reconciles, the maintenance crew works on, and the rental clerk pulls when the lessee calls.
Preventive schedules sit on the asset. Work orders inherit the asset, the technician, the parts and the costs. When the order closes, inventory decrements, the asset's status moves back to active, the next due date is recomputed, and the cost lands on the asset file before anybody opens an email.
Every asset carries a cost centre. When depreciation is posted, the journal-entry debit line carries that cost centre. The cost-centre dimension flows into project profitability. The project P&L is finally honest about what the equipment actually costs — including the rented-out crane that finally lands on the project that uses it.
AssetMeterReading rows · enter manually today, feed from telematics once that linkage shipsThree lifecycle events, three journal entries, all referenced back to the asset number, all reviewable in the journal before they affect the GL. Account codes come from the asset's category — set categories once, every asset created lands on the right balance-sheet line and the right P&L line without anyone thinking about it. Auto-posting is opt-in per tenant; the audit fields (gl_posted, gl_entry_id) live on the asset row.
ASSET-{number}DEP-{number}-{year}-{period}Most asset-rental products keep their own invoice ledger that someone reconciles to accounting at month-end. Here, a lease's recurring rent and any damage charge are created as accounting.Invoice rows through the same InvoiceService every other customer invoice uses — so rental revenue is in AR aging, customer statements, dunning, the VAT return and PEPPOL e-invoicing automatically — with the right national format (Finvoice, FatturaPA, ZUGFeRD, Factur-X, Peppol BIS) chosen by the customer's country. One revenue ledger. The CFO sees one receivables number, not "operations revenue" sitting in a side system.
LeaseBillingService generates invoices weekly → quarterly · right number of periods, VAT, ISO 11649 structured creditor reference (viitenumero in Finland), due date · run_lease_billing command drives the cycleAssetReturnInspection · schedule, capture condition vs start snapshot, attach photos · damage above the deposit raises a damage charge as an accounting.Invoice · remaining deposit refunded and tracked on the leaseThis is the bit asset-rental products usually skip. Pasted from the architecture note, in plain words: every euro of rent and every euro of damage charge is an ordinary accounting.Invoice. No parallel rental ledger. No month-end reconciliation between "operations revenue" and "real revenue."
accounting.Invoicecreated by the same InvoiceService as every other invoice · with the same number sequence and journal entriesThe leasing module shipped in May 2026 — agreements, recurring billing, return inspection with damage charges, and the lessee portal are all live. Two committed items remain.
Lessee-side right-of-use asset, lease liability, amortisation of the obligation, interest expense recognition. Customers with IFRS 16 reporting obligations on property, vehicles or leased equipment should continue with their current lease-accounting tool until this workstream lands.
The logistics module already tracks vehicles with GPS, geofences and telematics events. Linking logistics.Vehicle to asset_management.FixedAsset so odometer drives units-of-production depreciation, and geofence breaches alert the asset's responsible employee — on the roadmap. Today the two are independent tables.
The competitive edge today is the integration: the asset row, the GL line, the maintenance order, the inventory movement, the cost-centre and the rental invoice — same database, same product, one ledger.
| Excel + accounting export | Standalone EAM (Maximo, Infor EAM) | Response365 | |
|---|---|---|---|
| Live asset register reconciled to GL | Manual / never | Integration project | Auto-post on acquisition, depreciation, disposal |
| Cost-centre attribution in depreciation | Manual journal | Configurable, paid tier | Built in |
| Depreciation methods | One, by hand | SL + declining | All four (incl. units-of-production) |
| Hierarchical locations | Limited | Yes | Yes |
| Preventive maintenance schedules | Outlook | Yes (core) | 5 types · 7 frequencies |
| Work orders with parts costing | Separate system | Yes (core) | Parts deducted from inventory automatically |
| Disposal with gain/loss to GL | Manual journal | Yes | Auto-calculated and posted |
| Components / sub-assets | No | Yes | Yes |
| Documents on the asset (with approval) | SharePoint links | Yes | Yes — with approval workflow |
| Leasing assets out to customers | No | Add-on / separate product | Yes — agreements, recurring billing, returns |
| Rent billed through ONE accounting ledger | Separate spreadsheet | Separate rental module to reconcile | Rent is an ordinary invoice (AR aging · dunning · VAT · PEPPOL e-invoice) |
| Return inspection + damage billing | Paper | Add-on | Photos, deposit reconciliation, damage as a normal invoice |
| Lessee self-service portal | No | Separate licence | View leases, invoices, request returns |
| IFRS 16 inbound lease accounting | Separate tool | Add-on | Roadmap |
| Fleet telematics on the asset record | No | Add-on | Roadmap |
| One record across register · GL · maintenance · inventory · leasing | Three+ tools | Two tools + integration | Same row |
| Cost model | Cheap until audit time | Per-asset / month + integration | Per-tenant, included |
Conservative. Verifiable. Recoverable inside twelve months — and materially more for operations that lease their assets out, because the rental revenue now bills itself through the accounting ledger instead of a spreadsheet.
Let us show you in seven minutes how a piece of equipment goes from purchase to disposal — including the lease-out flow where the recurring rent and any damage charge land in your real AR ledger alongside everything else.