Government operations
Equipment / Asset Management
Every machine accounted for, from purchase to surplus.
A registry of every piece of equipment your government owns — who has custody of it, where it's been, and what it's worth. Transfers between county and precinct carry a real chain of custody, QR tags make check-in a scan, and maintenance history, warranty, and depreciation follow the machine for life.
The challenge
Counties hand expensive machines between precincts on a handshake, and a year later nobody can say which precinct has the grader, who signed for the trailer, or whether the excavator is still under warranty. When the annual inventory comes due, staff spend weeks chasing equipment that the books say exists somewhere.
In practice
A grader changes hands
The county transfers a motor grader to Precinct 2 for the season. The shop initiates the transfer in the system, the county side signs the release, and when the lowboy arrives, the precinct superintendent scans the QR tag on the grader's frame and accepts custody from his phone — in Spanish, the language on his account. From that moment, the record shows exactly when responsibility changed hands, signed on both ends. No handshake to reconstruct later.
The machine's history rides along with it: the precinct mechanic pulls up the hydraulic service from two years ago and sees the circle drive is still under warranty before ordering parts. At year-end, the depreciation schedule the auditor asks for is a report, not a weekend of spreadsheets.
What it does
- 01
Equipment registry
Every machine, trailer, and tool worth tracking, with serials, photos, and documents in one record.
- 02
Custody at all times
The system always knows who holds each asset — a department, a precinct, or a named employee.
- 03
Transfers with chain of custody
County-to-precinct handoffs are signed on both ends and timestamped, so responsibility is never in dispute.
- 04
Barcode and QR tagging
Tag equipment with the same scanning system the Inventory module uses — one scan checks a machine in or out.
- 05
Lifecycle tracking
From purchase to surplus: acquisitions, assignments, and disposals all on the record.
- 06
Maintenance history and warranty
Service records and warranty terms travel with the machine, visible before anyone orders parts.
- 07
Basic depreciation
Book value over time, ready for the auditor and the annual report.
How it works
Register and tag the fleet of equipment
Each machine gets a record, a QR tag, and an assigned custodian.
Transfer with a signed handoff
Moves between county and precinct are released by one side and accepted by the other, on the record.
Log service and warranty work
Maintenance history accumulates on the machine, with warranty terms in view.
Report lifecycle and value
Custody, condition, and depreciation come out as reports when audit and budget season arrive.
English and Spanish
Bilingual by design
Equipment management is staff-facing, so the bilingual experience belongs to the people doing the work: custody handoffs, transfer acknowledgments, scanning, and maintenance logs all run in English or Spanish, matching what each employee set on their account.
Premium AI add-on
CiVQ AI: spot the custody gap, forecast the lifecycle
CiVQ AI flags custody anomalies — a trailer released but never accepted, a machine that hasn't been scanned since spring — before the annual inventory finds the hole. It also forecasts each machine's lifecycle from its service and cost record, so replace-or-repair decisions come with a projection, not a hunch.
Get started
See CiVQ in your language.
Book a 30-minute walkthrough with our team in Rio Grande City. We'll tailor it to your city, county, or district.
Bilingual support included at every tier.