Intelligent organization
Know where every tool is, and who has it
Squared Away is built for trades and field-service crews whose gear moves between vans, store rooms and job sites. Catalog it in an afternoon, then keep track of it on every job.
Photograph the van, let AI do the rest
AI Cataloging
Drop the tailgate, open the gang box and point your phone. AI identifies each tool, names it, picks up the brand and model where it can see them, and fills in the details. Nobody spends an evening typing serial numbers into a spreadsheet. It recognises thousands of kinds of gear, from SDS drills and laser levels to fittings and fixings, so the kit you already own goes in fast.
Key Benefits
Instant Recognition
AI identifies tools in seconds, picking up brand names, model numbers and item types from the photo.
Smart Categorisation
Each record is sorted into a sensible category and recorded as an Asset, Inventory or Consumable to match how you track it.
Time Savings
Minutes per tool becomes seconds. Catalog a full work van in an afternoon.
Auto-Suggestions
AI suggests where things belong and fills in the details you would otherwise type by hand.
Real-World Use Cases
Getting a work van on the record
Photograph each shelf and drawer of the van. AI catalogs every tool it sees, so the van has a full inventory before the next job.
Setting up a store room
Walk the racks and shoot as you go. AI identifies the tools, plant and consumables and files them under the right shelf.
Taking on a new crew's gear
When a new hire brings their own kit or you buy out another outfit, catalog it in one pass and know exactly what you now own.
Map it the way your gear actually moves
Location Hierarchy
Build a record that mirrors the yard: store rooms, trailers, trucks, gang boxes and job sites, each broken down into shelves, bins and drawers. When a tool moves from the store room to Truck 4, move it in the app too. You always know not just that you own it, but exactly where it sits.
Key Benefits
Multi-Level Organisation
Go from a whole site down to a single shelf or drawer, the way storage actually works.
Precise Locations
No more ringing round to ask which van has the core drill. Every record points to an exact position.
Vans, Sites and Stores
Run storage across the yard, every vehicle, trailer and active job site from one account.
Visual Mapping
See each location at a glance and drill into it to find what you need.
Real-World Use Cases
Van stock
Give each van its own location with shelves and drawers. Anyone on the crew can see what should be on board before they leave the yard.
A busy store room
Zone the racks for power tools, access equipment, PPE and consumables. Each rack has shelves, and each shelf has labelled positions.
Gear spread across job sites
Set up a location for each active site and move gear onto it when it goes out. Search across every site at once.
Ask it like you'd ask the foreman
Natural Search
Skip the filters and exact part names. Ask "What's on Truck 4?", "Are we low on 2-inch screws?" or "Where's the laser level?" and get the answer straight away. Search understands context and synonyms, so a rough description still finds the right tool.
Key Benefits
Plain-English Questions
Ask it the way you'd ask the foreman. No need to remember exact item names.
Understands Context
Search works out what you mean, not just what you type. "Access gear" finds ladders, trestles and harnesses.
Smart Filtering
Narrow by vehicle, site, category or quantity: "What's in the store room worth over $500?"
Search History
Recent searches and frequently used gear are one tap away.
Real-World Use Cases
Prepping for tomorrow's job
Search "core drill" to see every one you own, which van or site it is on, and who has it.
Building a theft claim
Ask "What was on Truck 2?" to pull every tool on that van with photos, serial numbers and purchase details.
Checking stock before ordering
Ask whether you're low on fixings before the supplier run, instead of buying a box you already have.
Know who has what, since when
Checkout & Custody
Every Asset shows who holds it and since when. A crew member checks out the tools they take, transfers them straight to a colleague on site, and checks them back in at the end of the job. When something is past its due date it shows as overdue, so nobody has to remember who borrowed the generator three weeks ago.
Key Benefits
Custody on Every Asset
Each tool records the crew member who holds it, so accountability sits with a person, not a van or a site.
Transfers on Site
Hand gear straight from one crew member to another without a trip back to the yard.
Overdue Visibility
Set a due date on a checkout and see at a glance what is late coming back.
Full Custody History
See everyone who has held a tool and when. That history is your answer when something goes missing.
Real-World Use Cases
A crew sharing expensive kit
The laser level gets checked out to whoever takes it. When the next job needs it, you know who to call.
End-of-job check-in
Crews check their tools back in when the job wraps up, so the record shows what came home and what didn't.
A tool goes missing
Look up the custody history to see who last held it and when, instead of asking around the whole crew.
The right kit on the van, every job
Loadouts
A Loadout is a kit list for a job. Prep it against the list, load it, track it in transit, then finish by checking the gear out to the crew or transferring it to the site. Repeat it for recurring work, or reverse it to bring everything home and confirm nothing was left behind.
Key Benefits
Job Kit Lists
Build the list once for a type of job and prep against it every time.
Load and Track
Mark gear as loaded and in transit so the office knows what is on its way to site.
Repeat Recurring Jobs
Run the same Loadout again for maintenance contracts and repeat work.
Reverse to Bring It Home
Run the Loadout in reverse at the end of the job and see straight away if anything didn't come back.
Real-World Use Cases
First-fix electrical
Keep a standard first-fix Loadout. The apprentice preps the van against it the night before and nothing gets left in the store room.
Multi-day site work
Load the gear for a week-long job, transfer it to the site, then reverse the Loadout on the last day to bring it all back.
Hire and plant going out
List the plant going to a job so you can see what is out and what should come back.
Confirm what's actually there
Audits
Walk a van, a trailer or the store room and confirm what is really there against what the record says. Missing gear stands out straight away, while it is still worth chasing, not months later when an insurer asks.
Key Benefits
Walk-Through Checks
Tick off each tool as you find it. Anything unaccounted for is flagged at the end.
Scan to Confirm
Scan Labels to confirm tools quickly instead of reading serial plates.
Spot Losses Early
Regular audits catch walked tools while the trail is still warm.
A Record of Each Audit
Keep a dated record of every audit for your own records, an insurer or a client.
Real-World Use Cases
Monthly van checks
Audit each van once a month so van stock stays accurate and missing tools are noticed early.
After a break-in
Audit the van or site straight after a theft to confirm exactly what was taken before you file the claim.
Year-end stocktake
Audit the store room before the financial year closes so the record your accountant sees is right.
Stay on top of upkeep and the checks the law asks for
Service Schedules & Compliance Checks
Put a Service schedule on any Asset, from generators and compressors to harnesses and ladders. Record each service, what was done and what it cost, and see when it is next due. For the checks the law imposes, such as test and tag, set up a Compliance check: you choose how often it falls due, record a pass or fail with evidence and who carried it out, and Squared Away warns you when something is overdue or out of service.
Key Benefits
Service History
A complete log for each Asset: dates, work done, parts and cost.
Due-Date Reminders
See what is coming due and what is past due before it becomes a problem on site.
Compliance Checks
Record pass or fail, who did the check and the evidence. Failed or overdue Assets are marked out of service.
Warranty Evidence
Show regular servicing when a manufacturer asks before honouring a warranty.
Real-World Use Cases
Test and tag
Track the test and tag interval for every power tool and lead, and see which ones are out of service before they go to site.
Plant servicing
Log oil changes and services on generators, compressors and mixers, with reminders when the next one falls due.
Height-safety gear
Keep inspection records for harnesses and ladders so you can show the evidence when a client or inspector asks.
Know what your kit cost and what replacing it would cost
Value Tracking
Record purchase prices, dates and suppliers against every tool. When a van is broken into, you can show an insurer exactly what was on board and what it cost. Squared Away also flags depreciable assets so they reach your accounting system, and gives you a clear total of what is tied up in each van, site and store room.
Key Benefits
Purchase Records
Store purchase prices, dates and receipts for warranty claims and insurance.
Depreciable Assets Flagged
Assets above the tax threshold are identified so your accountant can write them down properly.
Claim-Ready Reports
Produce an itemised report with photos and values when you file an insurance claim.
Value by Location
See the total value of the gear on each van, site or store room.
Real-World Use Cases
Filing a tool theft claim
After a van break-in, produce a list of everything on that van with photos, serial numbers, purchase dates and values.
Checking your cover
Compare the value of the gear on each vehicle with your tools-in-transit cover and spot gaps before you need to claim.
Year-end accounts
Hand your accountant a clean list of new purchases, with depreciable assets already identified.
Proof of every tool you own
Photo Documentation
Add as many photos as you need to each record, including serial plates, receipts, condition issues and warranty cards. When a tool is stolen, a warranty claim is disputed or a client asks what state the gear was in, the evidence is already on your phone.
Key Benefits
Unlimited Photos
Capture every angle, serial plate and document for each tool.
Receipt Storage
Photograph the receipt at the counter and never lose proof of purchase.
Serial Numbers
Record serial numbers and identifying marks for warranty claims and theft recovery.
Condition History
Dated photos show condition before and after a job or a service.
Real-World Use Cases
Theft recovery
Give police photos and serial numbers of stolen tools so they can be identified if they turn up.
Warranty claims
Show the receipt, serial number and condition photos together when a tool fails under warranty.
Damage disputes
Show the condition of hired or client-supplied gear when it came in and when it went back.
Pull together exactly the gear you need
Smart Lists
Build lists that answer real questions: every Asset over $1,000 for the insurer, every power tool due for test and tag, everything on the trailer. Lists update as the record changes, and you can share or export them when someone outside the crew needs to see them.
Key Benefits
Dynamic Filtering
Lists stay current based on value, category, location or your own tags.
Shareable
Share lists with your insurer, accountant or a client. Export in multiple formats.
Custom Tags
Tag gear your own way, by trade, job type or crew, beyond the standard categories.
Easy Export
Export as spreadsheets, PDFs or printable checklists.
Real-World Use Cases
Insurance schedule
Keep a list of every high-value Asset with photos and values, ready to send to your broker at renewal.
Client equipment lists
Send a client a list of the plant and equipment you will bring to their site.
Tools to replace
Tag worn or damaged tools to replace and work through the list before the next big job.
The whole crew on the same record
Crew Access
Invite your crew to the account so everyone sees the same, up-to-date picture of where the gear is and who has it. Give each Member the right level of access: a Seat to edit for the people who move gear, read-only access for those who just need to look something up.
Key Benefits
Flexible Permissions
Control who can view, add, edit or manage gear. Different access for the office, the leading hands and the apprentices.
Shared Visibility
Everyone sees the same record. Fewer duplicate purchases, fewer phone calls asking where something is.
Everyone Keeps It Current
Crew members update locations and custody as they work, so the record stays accurate without one person chasing it.
Access Controls
Decide who can change the record and who can only read it.
Real-World Use Cases
Office and field on the same page
The office can see what is on each van and who has the expensive kit without ringing the crew.
Onboarding a new hire
Invite them on day one so they can find the tools they need and check out what they take.
Subcontractors on a big job
Give a sub read-only access to see what gear is on site without letting them change the record.
On site or at the desk, always in sync
Phone, Tablet & Web
Your record lives in the cloud and syncs across every device. Catalog the van on your phone at the tailgate, check a site on a tablet, and run reports on a laptop in the office. Changes sync in real time, so the crew and the office always see the same thing.
Key Benefits
Cloud Sync
Everything syncs automatically. No manual backups or transfers.
Web Access
Full functionality in any browser for detailed work on a bigger screen.
Native Apps
Apps for iOS and Android with camera integration and offline support.
Real-Time Updates
Changes appear on every device straight away, so the whole crew sees current information.
Real-World Use Cases
At the supplier counter
Check stock on your phone before you buy, so you don't double up on something already on the van.
Office admin
Use the web app for bulk edits, reports and exports without squinting at a phone.
Sites with no signal
Keep working where there is no coverage. Everything syncs when you're back in range.
Ready to get your gear on the record?
Start free. Catalog a van in an afternoon and see what your crew has been missing.