For most institutions, the goal of capital asset tracking is clear: know what you have, where it is and its value. But when tracking processes break down, the consequences go far beyond missing improperly valued equipment.
Untracked, duplicated, or misreported assets expose schools, governments, and health systems to compliance risk, audit findings, and wasted capital. The cost of these gaps is often hidden until it’s too late.
At KEPR, we work with organizations every day who are trying to shift from reactive asset tracking to proactive asset lifecycle management. The gap between these two approaches has big costs that you need to understand.
The cost of poor asset tracking adds up. A NACUBO study found that 61% of higher education finance leaders cited poor asset visibility as a material risk to internal controls and audits. The same study found that 35% of universities reported at least one audit finding in the past three years related to gaps in their fixed asset inventory system.
These aren’t outliers. They reflect a pattern of institutions trying to manage thousands of capital assets with spreadsheets, disconnected systems, or software that isn’t designed for the task.
The immediate risk of poor tracking is audit exposure. But the secondary effects are just as damaging. Without reliable asset data, institutions are susceptible to these risks:
It’s not just a finance problem. It affects everyone who touches capital equipment across the organization.In most institutions, capital assets span dozens of departments—each with its own people, priorities, and systems. That’s where the real breakdown happens.
One department might maintain a list of microscopes. Another might track lab equipment in a spreadsheet. Facilities may keep capital equipment records on a shared drive. The finance team has to reconcile all of it during year-end reporting.
Without a single system to bring this data together, the gaps start to widen. And when it’s time for an audit, reconciling these systems becomes a fire drill.
KEPR was built to eliminate the disconnect and address these hidden costs head on. Our innovative asset tracking software gives teams one place to track, verify, and report on assets across the entire organization. Whether it’s a barcode tag, RFID, or a real-time location beacon, KEPR brings every asset into view.
Because KEPR is browser-based, teams can conduct inventories using any mobile device. No apps to install. No special scanners to configure. Field staff, finance, and facilities can all work from the same system and keep an up-to-date record of all assets as they go.
This result is fewer missed items, cleaner audit trails, and real-time visibility that actually matches what’s on the ground.
The longer institutions delay modernization, the more they spend cleaning up preventable problems. Missed depreciation, compliance violations, lost equipment, and duplicate spending all chip away at budgets and trust.
Fixing it doesn’t have to be hard. It’s about giving your teams the tools to work better, together. With KEPR, your institution can start small with one department, or one inventory cycle that brings benefits immediately before scaling it across your entire operation.
Preview KEPR now by watching our 3-minute demo overview video.
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