Setting up Fixed Asset Tracking via Bitrix24
Company fixed assets live in accounting software, but the real location of a laptop or projector is known only to whoever last borrowed it. Annual inventory becomes a quest: a spreadsheet with 500 items, half marked "in storage" though physically with employees long ago. Bitrix24 allows operational asset tracking via smart processes — with employee binding, movement tracking, and depreciation control.
Smart Process "Fixed Assets"
Each asset is a separate smart process element. The card contains:
- Inventory Number — unique identifier
- Name and Category — equipment, furniture, vehicles, software
- Commissioning Date — depreciation starts from this date
- Initial Cost and Residual Value
- Responsible Employee — binding to company structure in Bitrix24
- Location — office, warehouse, remote employee
- Photos / Document Scans — attached files
Element stages: "In Storage" → "In Use" → "Under Repair" → "Written Off". Transitions between stages are recorded in card history with date and author.
Binding to Employees and Transfers
When issuing equipment to an employee, the responsible person changes the "Assigned to" field in the asset card. Bitrix24 robots upon change:
- Create task to sign transfer acceptance act.
- Send notification to employee in chat.
- Record movement in card comment with date and previous owner.
When employee is terminated, business process checks for assigned assets. If found — creates return task and blocks termination completion until confirmed.
Depreciation Calculation
Bitrix24 is not an accounting system, but tracking residual value for management purposes is possible. Approach:
| Parameter | Implementation |
|---|---|
| Useful Life | Numeric field in card (months) |
| Calculation Method | Linear — via formula in business process |
| Frequency | Monthly scheduled BP run |
| Result | Update "Residual Value" field |
Business process runs monthly through all "In Use" elements, deducts monthly depreciation amount, updates residual value. When it reaches zero — element moves to "For Disposal" stage, responsible person gets notification.
Inventory
Inventory process starts manually or by schedule. Responsible parties get tasks — confirm asset presence. Mechanism:
- Business process creates tasks per employee list with assigned assets
- Employee confirms presence or reports discrepancy
- Result recorded in asset card — "Last Inventory" field updated
- Report: how many confirmed, how many discrepancies, who didn't respond
What We Configure
- Smart process "Fixed Assets" with field set and stages
- Robots for automatic notifications on asset transfers
- Business process for depreciation calculation with monthly runs
- Asset binding to employees via company structure
- Inventory process with tasks and reporting
- Access rights: who sees cards, who edits, who writes off