What is government asset management software?

Government asset management software is a platform that helps councils, state agencies and public works departments track, manage and maintain fleet, IT equipment, tools and plant across departments, depots and sites. It replaces spreadsheets, paper registers and disconnected systems with a single source of truth for where assets are, who has them, what their compliance status is and when they're due for service. MapTrack combines asset tracking (QR codes, barcodes, GPS and OEM telematics), pre-start and inspection forms, maintenance scheduling and work orders, and reporting with enterprise controls like SSO and RBAC for government deployment.

Is single sign-on (SSO) and role-based access control (RBAC) available?

Yes. MapTrack supports single sign-on via SAML 2.0 and Active Directory integration, so staff authenticate through your existing identity provider. Role-based access control lets you restrict visibility and actions by department, depot or role. For example, parks staff see only parks assets, while fleet coordinators see the entire fleet register. IT administrators can manage access centrally without per-user configuration in MapTrack. See the enterprise features page for full details.

Where is our data hosted and can we meet data residency requirements?

MapTrack runs on AWS with regional hosting options including Australia, Europe and the United States. For Australian government and council deployments, data is hosted in the Sydney AWS region by default. We can provide documentation on data residency, encryption at rest and in transit, and infrastructure security for your procurement and IT security review.

Can MapTrack support our procurement and security questionnaire process?

Yes. We regularly support government procurement processes and can provide responses to vendor security questionnaires, SOC 2 documentation, data handling policies and privacy impact assessments. Contact us to discuss your specific requirements - we're familiar with the procurement processes used by Australian local councils and state agencies.

How do we run audits across multiple departments or depots?

Use bulk QR or barcode scanning to verify what's at a specific depot or assigned to a department. MapTrack records each asset scanned, when it was scanned and who scanned it. Compare scanned results against expected asset registers and immediately see what's missing, unscanned or unaccounted for. Reports by department, depot or asset class give you audit-ready evidence. Stocktakes that used to take days with clipboards and spreadsheets now take hours on mobile.

Can we track both fleet and IT assets in the same system?

Yes. MapTrack supports mixed asset types in a single platform. Use QR or barcode labels for IT equipment, devices, tools and smaller assets. Use GPS tracking or OEM telematics for fleet vehicles and heavy plant where devices or integrations are in place. All asset types - regardless of how they're tracked. Live in the same system alongside their compliance records, maintenance history, assignments and depreciation data.

How does MapTrack handle staff turnover and asset handovers?

Every asset assignment and transfer is recorded with timestamps, the staff member involved and any notes or photos. When staff leave or change departments, you can see exactly which assets were assigned to them and run a handover audit. Bulk scanning confirms what's been returned. This creates a clear chain of custody that survives role changes, team restructures and staff turnover, eliminating the accountability gaps that typically occur during transitions.

Can we track asset depreciation and lifecycle costs?

Yes. MapTrack supports asset depreciation tracking using straight-line, diminishing value or custom methods. Combined with maintenance cost tracking, you get full lifecycle cost visibility for each asset, from acquisition through to disposal. This data supports capital planning, budget submissions and replacement cycle decisions for fleet, IT and equipment portfolios.

How does MapTrack pricing work for government teams?

MapTrack uses per-asset pricing with unlimited users included. Not per-seat licensing. You can give access to every staff member, depot worker, fleet coordinator and administrator without your costs growing as the team does. This is a significant advantage for government and council organisations where hundreds of staff may need to scan assets, complete inspections or check equipment in and out. Pricing scales with the number of assets you track, not the size of your team.

How long does it take to get a government team set up on MapTrack?

Most government and council teams are running on MapTrack within two to four weeks. The typical approach is to start with one department or asset class, such as fleet or IT equipment : import or scan in assets, set up your first workflows (usually pre-starts or compliance tracking), and roll out to staff. MapTrack's onboarding team supports you through setup and training at no additional cost. For larger rollouts across multiple departments and depots, a phased approach works well: get adoption solid on one workflow, then expand to more asset types and departments.

Government & councils

Government & council asset management software

Track fleet, IT equipment, tools and plant across departments, depots and sites. Pre-starts, compliance registers and maintenance in one platform with SSO, RBAC and audit controls built for government procurement requirements.

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4.8★ G2highest-rated in AU

Unlimited usersper-asset pricing

AU-hostedAWS Sydney region

Government and council depot with fleet vehicles and equipment. MapTrack tracks assets across departments and sites for Australian government teams

Lachlan McRitchie

GM of Operations

|Reviewed by Jarrod Milford

Updated 20 February 2026

Trusted by construction, mining and field service teams

32+ verified reviews on G2 & Capterra

Capterra Best Value 2026 badge for Fixed Asset Management

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What we track

Every asset type across your organisation

MapTrack is built for the full mix of assets that move across your departments, depots and sites, from fleet vehicles and IT equipment to workshop tools and PPE.

Fleet vehicles & light commercial
Plant & heavy equipment
IT equipment & devices
Tools & workshop equipment
Trailers & tow equipment
Keys & access devices
PPE & safety equipment
Inspection & compliance gear
Parks & depot equipment
Waste & recycling assets
Emergency & response gear
Consumables & inventory

The challenge

The costs of poorly managed government assets

Government assets don't sit in one place. They move between departments, depots and field sites, require documented compliance and maintenance records, and their loss or mismanagement creates audit findings, budget blowouts and public accountability issues.

Assets spread across departments with no single register

Fleet sits with one team, IT with another, tools with a third, and nobody has a complete picture. Each department runs its own spreadsheet or system. When auditors ask for a full asset register, you spend days manually consolidating data.

Audit and procurement requirements demand clear records

Internal and external audits require accurate asset registers with assignment histories, compliance evidence and maintenance records. Paper registers and spreadsheets don't meet the standard, and producing evidence under time pressure is painful.

IT and fleet tracked in separate disconnected systems

Fleet vehicles live in one system, IT equipment in another, and tools and plant on spreadsheets or not tracked at all. There's no single view of what the organisation owns, where it is and what condition it's in. Duplication, gaps and blind spots are inevitable.

Staff turnover means handover accountability gaps

When staff leave or change roles, assets assigned to them disappear into a black hole. Laptops, phones, keys, tools and PPE go unaccounted for. Without a clear chain of custody, you write off the loss and re-purchase - repeatedly.

No enterprise controls in current tracking approach

Spreadsheets and basic tools don't support SSO, role-based access control or audit trails. IT and procurement require platforms that integrate with Active Directory, enforce least-privilege access and provide clear data residency documentation.

By the numbers

The real cost of poor asset management in government

Asset discrepancies, write-offs and compliance reporting burdens are significant and avoidable costs in public sector organisations. The numbers make a clear case for digital tracking.

41%

of government asset audits identify significant discrepancies between physical stock and records

Australian National Audit Office

$7,300

average write-off value per untracked government asset discovered in annual stocktake

Public sector asset management reports

8 hrs

per month per department spent reconciling asset registers during compliance reporting periods

Government productivity benchmarks

3×

faster audit completion reported by government agencies using digital asset tracking vs manual processes

MapTrack customer data

One platform

Tracking, compliance and maintenance in one system

Stop juggling spreadsheets, disconnected systems and paper registers across departments. MapTrack connects asset tracking, inspections and compliance, and scheduled maintenance into a single platform with the enterprise controls government teams require.

Accountability & tracking

Assign fleet, IT, tools and equipment to people, departments, depots or sites. Run bulk QR/barcode scans and audits from mobile. Know what's with each department, what's missing and who had it last with a clear chain of custody.

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Compliance & inspections

Pre-start forms and inspections completed in the field on mobile, attached to each asset with timestamps and photos. Compliance certificates and expiry tracking in one place. Failed items trigger work orders automatically.

Explore compliance & inspections

Maintenance & servicing

Schedule servicing by date, usage or meter readings. Work orders assigned to workshop staff or external providers on mobile. Full service history and cost tracking for fleet, plant and equipment - supporting lifecycle and replacement planning.

Explore maintenance & servicing

Compliance

Pre-starts and compliance registers - audit-ready on mobile

Build and run pre-start forms for fleet, plant and equipment directly on mobile. Staff scan a QR code, complete the form in the field or depot with photos, and results attach to the asset record with a timestamp. Auditors get evidence on demand.

Compliance certificates and expiry tracking per asset
Failed items automatically trigger work orders
Full inspection history attached to each asset record
Meets WHS pre-start obligations for registered plant
Build forms with AI or upload your existing templates

Pre-start inspections

Accountability

Scan, assign and track across every department

QR code any asset, attach a GPS device to fleet vehicles, or pull in OEM telematics data. Assign assets to people, departments, depots or sites. Know who has what, where it is and when it's due back with a clear chain of custody that survives staff turnover.

Check-in and check-out on mobile for handover accountability
Bulk scanning for depot audits and department stocktakes
Assign to departments with scoped visibility via RBAC
GPS location for fleet and plant where fitted
Geofence alerts when vehicles leave designated boundaries

Asset tracking

Maintenance

Keep fleet and equipment serviced. Not scrambling after breakdowns

Schedule servicing by date, kilometres or engine hours. Trigger work orders from inspections, usage thresholds or calendar intervals. OEM and telematics data feeds in automatically where integrated. Every service record lives alongside the asset's tracking and compliance history.

Date-based and meter-based maintenance triggers
OEM telematics data for fleet and heavy plant
Work orders assigned to workshop staff on mobile
Complete parts history and cost tracking per asset
Overdue alerts so nothing falls through the cracks

Maintenance & work orders

“MapTrack gave us one register across every department for the first time. Fleet, IT, tools and depot equipment - all tracked with clear assignments and audit-ready records. We stopped losing assets during staff changeovers and our annual stocktake went from weeks to days.”

Fleet & Assets Coordinator

Australian local council

500+

assets tracked across departments

Multi-dept

visibility across the organisation

Audit-ready

records and compliance evidence

Integrations

Fleet and plant data straight from the vehicle

MapTrack integrates with fleet telematics and OEM platforms used by government and council fleets, so odometer readings, engine hours and GPS location drive maintenance and utilisation reporting automatically, without manual data entry.

Odometer and engine hour tracking for timely preventive maintenance
Live GPS location and geofence alerts for fleet across your depots and sites
Fault and diagnostic data where supported by your telematics provider
Geofence-based utilisation and time-on-site for operational reporting

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Enterprise-ready

SSO, RBAC and AU hosting. Built for government

Government and council IT teams need platforms that integrate with existing identity providers, enforce least-privilege access and meet data residency requirements. MapTrack delivers enterprise controls without enterprise complexity.

Single sign-on via SAML 2.0, Active Directory integration, and role-based access control mean staff authenticate through your existing systems and see only what their role allows. Data is hosted on AWS in the Sydney region by default for Australian deployments. Unlimited users means every staff member can have access without per-seat cost pressure.

Enterprise features Security & hosting Compliance tracking

SSO / SAML 2.0

Active Directory integration

RBAC

Department-scoped access

AU-hosted

AWS Sydney region

Unlimited users

No per-seat charges

Audit-ready asset records across every department

Track fleet, IT, tools and plant across departments and depots. SSO, compliance registers and full audit trails built in.

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Used across Australia & New Zealand
Per-asset pricing
Unlimited users

Get started

How government teams get started

Most government departments are tracking assets and running digital stocktakes within one to two weeks. Start with one department or asset class and expand from there.

Step 1

Import your department asset register

Upload your existing register from spreadsheets or your current system. Add vehicles, office equipment, field assets, and infrastructure tools.

Step 2

Assign assets to cost centres and staff

Link each asset to a department, cost centre, or responsible officer for accountability and accurate financial reporting.

Step 3

Run stocktakes and generate compliance reports

Conduct rapid QR-scan stocktakes, track asset lifecycles, and produce audit-ready reports for internal and external reviewers.

Key features for government & councils

Everything a government or council team needs in one platform.

Asset tracking & QR scanning QR & barcode labels GPS & OEM integrations Pre-starts & inspections Compliance & certificates Maintenance & work orders Scheduling & reservations Audits & stocktakes Service history Cost tracking Asset depreciation Enterprise (SSO/RBAC)

Close the gaps

Asset loss and audit gaps are the two biggest controllable risks in government asset management

MapTrack gives your organisation the visibility, accountability and compliance evidence to address both without adding headcount or replacing your existing fleet telematics.

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Frequently asked questions

Common questions from government and council teams.

Resources for government teams

Guides, calculators and pages relevant to government and council asset management.

Explore

Asset visibility for public sector operations

Join government and council teams across Australia using MapTrack to track assets, run digital inspections and keep fleet and equipment maintained, all in one platform with SSO, RBAC and AU hosting.