Asset management & maintenance
Asset tagging and tracking: barcodes, QR codes and RFID compared
How to tag and track company assets: choosing barcodes, QR codes or RFID, numbering schemes, tag placement, rollout steps and keeping records current.
Asset tagging gives every tracked asset a unique, durable identifier that links the physical item to its record in the asset system. Tags make audits faster, reduce "missing" assets and make check-in and check-out reliable. The right tag technology depends on your assets, environment and how often you verify them.
Barcode, QR code or RFID?
| Technology | How it is read | Strengths | Limitations | Typical use |
|---|---|---|---|---|
| Barcode (1D) | Line-of-sight scanner | Cheap, simple | Needs direct scanning; one at a time | Office equipment, tools |
| QR code (2D) | Phone camera or scanner | Readable by phones; can hold a link | Line of sight; damage affects reading | IT devices, furniture, equipment with mobile verification |
| RFID (passive) | RFID reader, no line of sight | Reads many tags quickly | Higher cost; metal and liquids interfere | High-value items, large warehouses, frequent audits |
Most Philippine companies start with QR codes, because employees and auditors can scan them with phones.
Designing the asset number
- Unique across the group, never reused
- Simple: a prefix by company or category plus a sequence (for example, ABC-IT-004512)
- Not tied to location or custodian, which change; those belong in the record
- Printed in human-readable form next to the code
Choosing durable tags
- Polyester or vinyl labels for offices
- Metal or tamper-evident tags for equipment and outdoor assets
- Heat and chemical resistant tags for plants and kitchens
- Placement: visible, protected from wear, in a consistent position per asset type
Rollout steps
- Define what to tag: asset categories and value thresholds, including portable items below capitalization limits if they are often lost.
- Clean the register: remove duplicates and disposed items (asset register).
- Print tags from the system so numbers match records.
- Tag by location, recording location, custodian and condition with a photo.
- Reconcile: items found but not in the register, and register items not found, go to an exceptions list.
- Make tags part of daily processes: check-out, transfers, service and audits all start with a scan.
Keeping tracking current
Tags only help if movements are recorded:
- Check-out and check-in when assets change hands (check-in and check-out)
- Transfers between branches with dispatch and receipt
- Service and repair status
- Disposal with approval
Without these, the tag points to an outdated record.
Using tags for audits
With QR codes or RFID, auditors scan assets by location, and the system compares scanned items with expected ones. Missing and unexpected items go into an exceptions list for follow-up. See fixed asset audits.
Where Cirquolus fits
Cirquolus Asset management keeps fixed asset records with check-in and check-out, service requests, consumables, depot and valuation, and trip management and booking. Inventory and asset audits include asset verification and spot audits. Related: what to look for in asset management software.
Frequently asked questions
What is asset tagging?
Attaching a unique identifier, such as a barcode, QR code or RFID tag, to each asset so it can be linked to its record and tracked.
Is QR code or RFID better for asset tracking?
QR codes are cheaper and readable by phones. RFID is faster for large audits without line of sight but costs more. Choose based on asset volume and audit frequency.
Which assets should be tagged?
Assets above your value threshold and portable or critical items that are easy to lose, even if they are expensed in accounting.
What information should an asset tag show?
The unique asset number in code and human-readable form, and often the company name. Other details belong in the system record.
Bring this workflow to a Cirquolus demo.
Show us your current process, companies and branches. We will map it to the modules you need and propose a realistic rollout.