The Challenge

At Geba Interiors, we relied heavily on Hilti tools for our construction and interior design projects. When these expensive tools went missing from job sites, the financial impact was significant—especially since many were rentals that needed to be replaced.

Commercial asset management systems like Hilti's ON!Track come with hefty price tags—typically $5,000-10,000 CAD annually plus implementation costs. While these systems work well for larger operations, I believed we could create something more tailored to our specific needs without the enterprise-level expense.

The Solution: A Custom Approach

After researching our options, I proposed developing a custom asset management system using Google AppSheet. This platform allowed me to create a comprehensive tracking solution specifically designed for our workflow.

Key Features of Our Asset Management App:

• Custom QR Code Generation: Unique identifiers for every tool and inventory item

• Comprehensive Inventory Tracking: Easy monitoring of all tools and hardware across multiple locations

• Detailed Asset Profiles: Documentation of product numbers, make, model, and quantities

• Location Management: Clear tracking of which job site each asset was assigned to

• Visual Documentation: Photos of all tools for easy identification

• Digital Check-Out System: Simple sign-in/sign-out process for tracking responsibility

• Quantity Tracking: Accurate counts for hardware and consumables

The Implementation Process

Building the system involved several careful steps:

1. Platform Exploration: Getting familiar with Google AppSheet's capabilities

2. Asset Documentation: Creating a complete inventory database

3. Photography: Building a visual reference system for quick identification

4. QR Code System: Implementing a practical scanning workflow

5. User Interface Design: Creating an intuitive interface for our field staff

6. Testing and Refinement: Improving the system based on team feedback

The Results

The new asset management system delivered meaningful benefits for Geba Interiors:

• Cost Savings: Approximately $5,000-10,000 CAD annually compared to commercial solutions

• Reduced Tool Loss: Fewer instances of missing or unaccounted-for tools

• Improved Accountability: Clear responsibility tracking when tools were checked out

• Enhanced Planning: Management gained real-time visibility into tool availability

• Streamlined Operations: Less time spent searching for tools or ordering replacements

Key Takeaways

This project showed me that effective solutions don't always require expensive third-party services. By understanding our specific needs and utilizing accessible technology, we implemented a system that works perfectly for our team while saving significant costs.

The asset management system continues to benefit Geba Interiors with functionality comparable to commercial offerings but tailored specifically to our workflows.

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