Data capture and barcode scanning

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.