Physical assets

Physical assets are inventory-backed products that can be assigned to subscriptions—for example, devices, vehicles, desks, or other tangible items. Like recurring charges, they can have billable periods, but they also track available stock and optionally individual units.

Create an asset

1. Open Physical Assets and select Add new.
2. Enter an Asset name and a unique Asset code. The code is unique within the tenant.
3. Add an optional description and any tax code; mark the asset tax-exempt if applicable.
4. Choose an inventory approach:
   • For pooled stock, enter Quantity.
   • For serialized stock, select Individually tracked before saving. After saving, add each instance (for example, serial number, VIN, IMEI, or internal inventory code) in the Instances section. Available quantity is then derived from available instances and is not manually editable.
5. Add one or more billing periods. A period needs a unit (day, week, month, or year), a positive length, and a non-negative price.
6. Save the asset.

Use on a subscription

Select an active asset billing period while creating or editing a subscription. For individually tracked assets, assign the specific instances required by that subscription. The system tracks asset availability and prevents a pooled-quantity reduction that would exceed stock.

Lifecycle

• Available assets are shown by default and can be used for new assignments.
• Archive an asset to remove it and its active billing periods from normal use; reactivate it when it becomes available again.
• The asset code and individually-tracked setting are fixed after creation in the admin form. Decide the tracking model before saving.

Use recurring charges for non-inventory services; use physical assets when allocation and stock matter.