Question 1

What format will our data arrive in?

Accepted Answer

CSV, Excel, or a template built to match your specific finance or asset management system's field structure, whichever your team can import directly without re-keying. We agree the exact format before fieldwork starts, confirm it against a sample record, and only finalise the full data set once you've signed off that the structure works.

Question 2

Can you integrate directly with our finance system?

Accepted Answer

We format data to match your system's import structure, which most systems accept as a scheduled or manual upload. A live, ongoing API integration is a different and more involved project, and whether it's even possible depends entirely on what your specific software supports.

Question 3

How much does data capture cost on its own?

Accepted Answer

As a standalone service, pricing depends on record count and field complexity, quoted after a short scoping call, we don't publish a flat per-record rate because the work varies too much by system and field count. Where it's part of a tagging project, capture is included in the KSh 60 or KSh 150 per-asset rate.

Question 4

What quality checks do you run on the data?

Accepted Answer

Mandatory field completeness is checked on the scanner in the field, tag and asset numbers are checked for duplicates across the full set, and a sample of records is spot-checked physically before we finalise anything. Errors are corrected before delivery, not after.

Question 5

Can you capture serial numbers as well as tag numbers?

Accepted Answer

Yes, where the serial number is visible and legible without dismantling the asset, since we won't open up equipment just to find one. Worn, hidden or missing serials are logged as such rather than guessed, since an invented serial number is worse for your records than an honest blank field pending manual follow-up.

Question 6

Do you use our staff's phones for scanning?

Accepted Answer

No, we use our own scanning equipment for accuracy and consistency across the whole project, rather than relying on devices of varying age and condition. If your project involves 500 or more assets, you keep one of our scanners afterwards for your own team's future use, at no extra cost.

Question 7

What happens if our system can't accept any of your export formats?

Accepted Answer

Then the data has to be manually re-keyed by someone, which we flag as a real cost before starting rather than discovering afterwards. It's worth checking your system's import options before the project begins so we can build to that format from day one.

Question 8

Is data capture the same as building a register?

Accepted Answer

No. Data capture is the fieldwork that produces clean, structured records; a register is the accounting document those records feed into, with depreciation, cost and reconciliation fields added on top. Capture alone won't reconcile to your ledger by itself, which is why most data capture projects sit inside a wider tagging or register-building engagement.

Question 9

Can data capture run without physically tagging assets?

Accepted Answer

Yes, if assets already carry usable identifiers or if you only need a condition and location snapshot rather than a full tagging exercise. We scope this separately from tagging, since the pricing and timeline differ when no tags are being produced or fixed.

Question 10

How fast can a data capture project be delivered?

Accepted Answer

Fieldwork speed depends on asset count and site access, agreed at scoping rather than promised upfront on a generic timetable. Once fieldwork is complete, formatted data is typically turned around within a few working days, faster for smaller record sets or a standard CSV export, slower where a system-specific template needs building first.

Format	When we use it
CSV	Universal format, importable into almost any system
Excel workbook	Preferred where manual review or filtering is needed before import
System-specific import template	Built to match your finance or asset management system's field structure

Data capture and barcode scanning