Government & NGO
Accountability on a budget
Field programs and public-sector teams get transparent, auditable asset tracking that stretches every dollar — without heavy enterprise cost.
Public and grant-funded equipment has to be accounted for to someone external. Stackroom gives every item a named holder and a signature, produces scoped counts that close with a sign-off, and exports the evidence — with unlimited users on every plan including free.
The problem
Sound familiar?
- Grant and program assets must be accounted for, precisely.
- Field programs span sites with limited connectivity.
- Enterprise asset tools are overkill and over budget.
How Stackroom helps
Everything you need, in one place
Transparent stewardship
A clear, exportable record of every asset and who holds it.
Works anywhere
Offline-first mobile keeps records accurate in stores, basements and outreach sites alike.
Multi-site ready
Track equipment across offices, programmes and partner sites in one register.
How it runs
What this looks like day to day
- 1Record
Establish the register
Existing inventory is imported and labelled, giving a defensible baseline of what is owned and where it sits.
- 2Assign
Issue against a person
Equipment issued to staff or volunteers is signed for, establishing accountability without heavyweight process.
- 3Verify
Count on a schedule
Regular counts confirm the register against reality, producing the evidence that funders and auditors expect.
- 4Report
Answer questions with data
Exports show holdings, values and movements by department, programme or location.
In detail
The questions that come up next
Why does accountability matter more in this sector?
Because equipment is frequently funded by grants or public money, and demonstrating stewardship is part of the obligation. The requirement is not only to have the equipment but to be able to evidence where it is and how it has been looked after.
Can we report by funding source or programme?
Yes. Custom fields let you tag equipment by grant, programme or cost centre, so reporting matches how the funding was awarded.
How does this work with volunteers?
Volunteers can be recorded as holders and sign at handover, so accountability applies without requiring full system accounts for everyone.
Is it affordable at our scale?
Pricing scales with team size rather than asset count, so registering more equipment never increases the cost, which suits organisations with many low-value items and small teams.
Accountability here means evidence, not confidence
An internal belief about what you own is not what a funder, an auditor or a public accounts process is asking for. They want a count, on a date, by a named person, with a record of discrepancies. That is a specific artefact, and tools that only offer a register leave you producing it by hand.
Per-seat pricing is the usual blocker
Public and third-sector organisations are frequently large in headcount and small in software budget, which makes per-user pricing the reason good tools get rejected. Every Stackroom plan includes unlimited users, so the people handling equipment can be the people recording it.
Grant-funded equipment needs to be separable
Equipment bought under a specific grant often has to be reported on separately and sometimes returned or transferred at the end. Categories, departments and custom fields let you tag and report on it without a parallel spreadsheet.
Volunteers and short-term staff
Where the workforce turns over quickly, the custody chain matters more, not less. A signed handover takes fifteen seconds and is the only durable record once the person has moved on.
FAQ
Questions, answered
Can we track equipment bought with specific grants?
Yes. Tag assets with the funding source using custom fields, so grant reporting can be produced directly from the register.
Do we pay more as we register more equipment?
No. Pricing is based on your team rather than your item count, so a complete register costs the same as a partial one.
Can volunteers sign for equipment?
Yes. They sign on the device at handover, giving a record without provisioning accounts for every volunteer.
Is there an audit trail for accountability requirements?
Yes. Movements, custody and changes are logged with user and timestamp, and export for reporting or inspection.
Can we manage equipment across several offices?
Yes. Locations are hierarchical, so regional offices, stores and programme sites all hold equipment within a single register.
Is there a free plan?
Yes, with unlimited users, and it is intended for genuine use rather than as a demo. For a small organisation it is often enough on its own.
Can we produce evidence for an auditor or funder?
Yes. A scoped count records each item verified or missing, closes with a signature and a note, and exports as a document you can file.
Can we separate grant-funded equipment?
Yes, using categories, departments or custom fields, and report on it without maintaining a second list.
Do volunteers need paid accounts?
No. Unlimited users on every plan means anyone who handles equipment can record it.
Ready to know where every asset is?
Start free — tag your first 100 assets and run a real checkout in your first session. No credit card required.