QR Tracking
QR Code Asset Tracking
Label every asset with a QR code. Scan with your phone to identify it and open the actions available to your role. Assignments and audits remain connected; loaded forms can be completed and work-order results recorded offline, syncing later.
See pricing4.9 on G2 · 5.0 on Capterra, GetApp & Software Advice
Read how these teams run MapTrack
Co-Founder & GM of Operations
QR labels, pass or fail, and inspection history
Inspectors across several sites: record pass or fail against the right item and keep its history
With MapTrack, put a QR label on every item, so the inspector's phone scan opens that item's own record and the result is recorded against it. Run each site's round as one work order across the items that are due: every item gets its own pass or fail, and that result stays on the item's record, so its history builds with each round. A failed answer can raise a linked work order through a rule you set, and the original fail stays on the record beside the repair.
One job, a pass or fail for each item
One work order covers two cordless drills, and each gets its own result: one passed, one failed. The failed item stays plain to see on the job.
MapTrack app · Demonstration data · Captured
About this screenshot
Demonstration workspace at a desktop viewport, on the completed work order, cropped to its summary, procedure and assets.
- Label each item. Print QR labels in bulk from MapTrack and link one to each item's record, or order barcode or Data Matrix labels from your asset list.
- Scan to open the right item. The inspector scans the label with the phone camera, and MapTrack opens that item's own record.
- Record a result for each item. Raise one work order for the items due at a site, then record each item's pass or fail, with notes and a photo for anything that fails.
- Follow up a fail. A rule you set can raise a linked work order from a failed answer. The original fail stays on the record, and the repair is completed separately.
- Keep the history with the item. Each item's results and completed forms stay on its record, so the next round starts from what was found last time.
Good to know
- Load the work order while you have reception: each item's result can then be saved without signal and syncs when the phone reconnects. Completing the work order needs a connection.
- Recording a result doesn't certify compliance; your competent person still does the inspection.
QR tracking, from the label to the record
- Scan & go
- no manual lookups
- $1 tools
- per asset/month
- 5.0/5
- rated on Capterra, GetApp & Software Advice
Team members scan the QR code with a phone camera or handheld scanner. MapTrack identifies the tag and opens the relevant record.
MapTrack app · Demonstration data · Captured
See the asset record
Generate and print QR labels from the platform. Attach to assets, tools, equipment and containers.
MapTrack app · Demonstration data · Captured
See QR label generation
Scan to open the right checklist. Pre-starts, calibrations and inspections attach to the asset.
MapTrack app · Demonstration data · Captured
See compliance checks
Review asset activity, assignment custody, audit results and maintenance records in their connected views.
MapTrack app · Demonstration data · Captured
See reporting
While connected, scan to open the asset and record an assignment or return against a saved location.
MapTrack app · Demonstration data · Captured
See equipment transfers
While connected, scan a tool and use an assignment to check it out to a person or location, then record its return.
MapTrack app · Demonstration data · Captured
See tool room check-out
Customer outcomes
Results from published MapTrack customer case studies.
Dramatically reduced
QR code check-in/out and clear accountability per worker dramatically reduced lost, misplaced and unaccounted-for tools across all sites.
Estimated 40-50%
Unnecessary tool purchases dropped by an estimated 40-50% in the first year as crews gained visibility over what was already available and where it was located.
Approximately 12+ separate spreadsheets
Consolidated approximately 12+ separate spreadsheets and paper-based systems into one centralised platform, eliminating duplicate records and version-control issues.
Customer Story
SPDR on a quick scan of a QR code and a click of a button
Scott Bradley, Managing Director at SPDR, on tracking, compliance and fleet visibility
Watch how Specialised Plumbing Drainage and Roofing use MapTrack for tool and equipment tracking, compliance and maintenance.
Show transcript
We’re a good sized company with 100+ plumbers. Loss of tools and equipment over years has probably cost the company tens of thousands of dollars.
We have quite a few different assets, like from cars to trucks, excavators. Just had too many platforms that we were trying to use. That’s when we came across MapTrack.
And now with MapTrack we know where everything is. We know when people swap tools between one another. Everything gets moved digitally. It’s easy to track down, it’s easy to find. We just have one person run around, take photos, enter the data, and we’re up and running within a couple of days.
Through the forms feature, we’ve been using daily safety truck checks. So our mechanic here completes that every day, as well as the truck drivers. A lot of our job sites are commercial sites, so when we have an excavator out on site, we have to show proof of the last time it got serviced. They’re not having to call the office and being like, "Oh hey, when’s the last risk assessment done? When’s this? When’s that?" It’s just all there.
MapTrack’s alerts has drastically changed our ability to service our equipment from both tools, vehicles, and we also get alerts when guys put a wear and tear or damage to equipment comes up straight away. Gets sent directly to me.
Super easy for the guys on site to use. It’s a quick scan of a QR code and click of a button and you’re done. Since the introduction of MapTrack, on-site accountability of their tools has been drastically improved just because they know they’re being watched. We’re no longer misplacing or losing tools, and the wear and tear on our tools has reduced.
MapTrack’s support has been amazing. We’ve been able to deal directly with their team at a drop of a hat. There’s any issues, or we need a new field, or we need to learn something new, a phone call away, it’s answered.
I would say for anyone who’s planning to look at an asset management system, I would highly recommend MapTrack. It’s quick, simple, innovative.
What is QR code asset tracking?
QR code asset tracking links a unique label on each physical asset to its digital record. A worker scans the code with a phone or handheld scanner to identify the asset and open its current details, instead of typing an asset ID or searching a spreadsheet. QR tracking records an action only when a user completes a connected workflow; scanning alone does not provide continuous live location. Assets that need live location require a GPS device.
In MapTrack, teams can generate QR labels in bulk, assign them to assets, locations or parts bins, and scan them to open the relevant asset record. From there, permitted users can update asset details or open the relevant compliance inspection . Loaded forms can be completed offline and sync later. MapTrack generates QR tags. If you already use barcode labels , validate the exact scanner and code workflow before rollout. QR tags can also sit alongside GPS tracking for assets that need automatic location updates. For the technical definition, see the QR tracking glossary.
A plate compactor’s record: where it is and who has it
The compactor’s record shows where it is on a map, who it is assigned to and its purchase details, under its QR tag.
MapTrack app · Demonstration data · Captured
About this screenshot
Captured at a 1440 x 900 desktop viewport at 2x in a demonstration workspace, right of the sidebar, cropped above the record’s notes and activity.
The problem
Manual tracking wastes time and loses assets
Manual asset lookups
Teams waste time typing asset IDs or scrolling through spreadsheets to find the right record. Every lookup is a delay.
Paper and spreadsheet registers
Spreadsheets go stale. Paper sign-out sheets get lost. Teams have to keep every handover current to know the person or site in the recorded assignment.
Slow stocktakes
Manual audits take days. Walking a yard with a clipboard means counting errors, missed items and wasted labour hours.
Unclear asset custody
Paper handovers make it hard to confirm who currently holds an asset or which site it was assigned to.
How it works
Four steps to scan-based asset tracking
Label your assets
Print QR labels from MapTrack or order heavy-duty labels for harsh environments. Attach a label to each asset, tool or piece of equipment.
Scan to identify
Team members scan the QR code with a phone camera or handheld scanner. MapTrack identifies the tag and opens the relevant record.
Update in the field
Loaded QR tags can be scanned and loaded records can be opened offline. Public scan links, asset custody assignments, check-out and return, and audits need a network connection. On a work order already loaded on the device, procedures and per-asset pass or fail outcomes can be recorded offline and sync when the device reconnects; completing it and creating or loading a new work order need a connection.
Audit and report
Run connected scan workflows for yard audits and stocktakes. Verify expected assets, record unexpected items and mark missing assets when the audit is completed.
Trusted by construction, mining and field service teams
Platform capabilities
Everything you get with QR code tracking
QR label generation
Generate and print QR labels from the platform. Attach to assets, tools, equipment and containers.
Camera scanning
Scan with any smartphone or tablet camera. No dedicated hardware required. Works on iOS and Android.
Central register
One register for every asset across every site. Review the service, custody and audit records available for each asset.
Bulk scan audits
Scan assets in sequence for connected stocktakes. Verify expected assets and flag missing or unexpected items.
Compliance checks
Scan to open the right checklist. Pre-starts, calibrations and inspections attach to the asset.
Maintenance
When online and permitted, open a scanned asset's Maintenance tab to record service or create work required.
Digital forms
Complete inspections, condition reports and sign-off forms directly from the scanned asset record.
Reporting
Review asset activity, assignment custody, audit results and maintenance records in their connected views.
Print QR labels for every asset
Print Tags lays QR labels out on standard label stock. Here all 52 tags fill three A4 sheets of 64 x 38 mm labels, each with the QR code beside the tag ID and asset name, ready to download as a PDF and print.
MapTrack app · Demonstration data · Captured
About this screenshot
Captured in a demonstration workspace with the Avery L7160 sheet and the QR + tag ID + name layout chosen. Each QR code holds the tag ID printed beside it.
Calibration dates on the record, on a phone
The laser level’s last and next calibration dates sit on its record, on a phone as on a desktop.
MapTrack app · Demonstration data · Captured
About this screenshot
Captured at a 430 x 932 phone viewport in a demonstration workspace and shown in a phone frame.
Built for harsh environments
Heavy-duty QR labels that survive the job site
Standard paper labels peel, fade and crack. MapTrack heavy-duty labels are built for the conditions where your assets actually work, so the QR code stays scannable for the life of the asset.
Industrial adhesive
3M industrial adhesive bonds to metal, plastic, painted and powder-coated surfaces. Designed to stay put on assets that get moved, stacked and loaded daily.
Weather and abrasion resistant
Resistant to dust, moisture, UV exposure and physical abrasion. Tested for outdoor use on construction sites, mine sites and equipment yards.
Custom branding available
Add your company logo and colours to each label so they match your site branding. See current per-label pricing at the MapTrack hardware store.
Scan a QR code, open the right asset record
Generate, print and scan QR labels from your phone. Review the service, compliance and custody information available to your role. Start your free trial.
- No credit card required
Identification methods compared
QR, existing-code and GPS workflows compared
| Feature | QR codes | Barcodes | GPS devices |
|---|---|---|---|
| Scan method | Smartphone camera | Dedicated scanner or camera | Automatic (no scan needed) |
| Scan angle | Any angle | Specific orientation | N/A |
| Location updates | No automatic update | No automatic update | Automatic device updates |
| Cost per asset | Label only (one-off) | Label only | Device + subscription |
| Best for | Tools, equipment, containers | Storerooms, existing labels | Vehicles, plant, high-value items |
MapTrack generates QR tags. Validate an existing-barcode workflow before rollout; GPS device availability depends on the configured product or integration. Learn about barcode tracking or explore GPS tracking.
QR tracking in the field
How teams use QR code tracking every day
Tool room check-out
While connected, scan a tool and use an assignment to check it out to a person or location, then record its return. The assignment timeline keeps the custody events together.
Learn more →Site audits and stocktakes
Run a connected audit for a person or location, scan expected assets and record unexpected items. At completion, mark the remaining unscanned assets missing, or skip them.
Learn more →Pre-start and compliance checks
Scan the asset QR code to open the correct checklist. Complete the pre-start inspection, attach photos and submit. The completed form links to the asset record for audit purposes.
Learn more →Equipment transfers between sites
While connected, scan to open the asset and record an assignment or return against a saved location. Assignment history shows the recorded custody changes.
Learn more →Maintenance and fault reporting
While connected, scan to open the asset's Maintenance tab and create or load the work required. Once it is loaded on the device, its procedures and per-asset results can be recorded offline and synced later; complete the work order once you're back online.
Learn more →Hire and rental tracking
Label hired or rented assets on arrival, then use connected assignments and the relevant forms to record custody, location and condition while they are on site.
Learn more →Built for your industry
QR code tracking across every sector
Construction
QR labels on tools, formwork, scaffolding and plant across job sites.
Electrical
Scan test instruments and calibrated tools for compliance records.
Plumbing
Track specialist equipment, tool kits and vehicle loads with QR scans.
Mining
Heavy-duty labels that survive dust, heat and abrasion on mine sites.
Facilities
QR labels on maintenance tools and fixed assets across properties.
QR code asset tracking FAQ
What is QR code asset tracking?
QR code asset tracking links a scannable label on a physical asset to its digital record. Staff scan the label with a phone camera or handheld scanner to identify the asset and open its current details instead of typing an asset ID or searching a spreadsheet.
How does QR code tracking differ from barcode tracking?
MapTrack generates QR tags that you can scan with a supported phone camera. Existing barcode and Data Matrix labels can be scanned into MapTrack with a compatible Bluetooth or USB scanner when the exact code is already linked to a record. Test your labels and scanner before a wider rollout.
Do we need special hardware to scan QR codes?
A supported phone or tablet camera can scan MapTrack QR tags. Handheld mode also accepts input from compatible Bluetooth or USB scanners that type a supported code like a keyboard. Test the exact device and browser before a larger rollout.
How durable are MapTrack QR labels?
MapTrack offers heavy-duty QR labels designed for harsh environments including construction sites, mining operations and outdoor yards. Labels use 3M industrial adhesive and are resistant to dust, moisture, UV exposure and abrasion. Optional customer branding lets you add your logo to each label. See current per-label pricing at maptrack.com/store/labels.
Can QR tracking work offline?
Loaded QR tags can be scanned and loaded records can be opened offline. Public scan links, asset custody assignments, check-out and return, and audits need a network connection. On a work order already loaded on the device, procedures and per-asset pass or fail outcomes can be recorded offline and sync when the device reconnects; completing it and creating or loading a new work order need a connection.
How many assets can we track with QR codes?
MapTrack generates QR tags in bulk from your account sequence, so teams can label a small tool register or thousands of assets across multiple sites. See the pricing page for current plan inclusions and per-asset pricing by asset class.
Can we run bulk QR scans for stocktakes?
Yes. MapTrack includes connected scan workflows for yard and storeroom audits. Scan assets in sequence to verify what is present, flag missing items and record unexpected assets. The audit workflow requires a network connection.
How do QR codes and GPS tracking work together?
A QR tag identifies an asset. A scan on its own doesn't record a location. With a configured GPS feed, the asset record can show its latest position. Live GPS, geofences, trips and history run in MapTrack Telematics.
Can the phone camera also read barcodes and Data Matrix codes?
Yes. As well as QR tags, MapTrack reads barcode and Data Matrix labels with the phone camera or a handheld Bluetooth or USB scanner, when the code is already linked to the asset’s record.
Can QR-tagged tools also carry Bluetooth tags?
Yes. Bluetooth tag detections from gateway trackers update an asset’s location in the app, so a small tool can show where it was last detected between QR scans.
How do inspectors record pass or fail against the right item using QR labels?
Put a QR, barcode or Data Matrix label on each item and scan it with the phone camera: MapTrack opens that asset’s record, the inspection is completed against it with pass, fail or N/A, and the result joins the asset’s inspection history. One work order can also cover a whole round of items, each with its own pass or fail.
Can we scan a batch of QR-tagged assets and log a service for all of them?
Yes. Raise one batch work order for a group of enrolled assets, or scan a batch of assets and log the service for all of them at once. Batch logging needs a connection.
Can a QR scan turn a booking into a check-out?
Yes. Crews book equipment ahead through Requests, and once a booking is approved, a scan at pick-up turns it into a check-out. Requests and check-outs need a connection.
Label, scan and track every asset
QR code tracking for tools, equipment and plant. One scan to identify, inspect and manage. Start your free trial.
4.9 on G2 · 5.0 on Capterra, GetApp & Software Advice
- No credit card required