Audits & compliance
Run a clean audit in a fraction of the time
Cycle-count your assets, verify what's present or missing, capture a sign-off, and export the evidence — compliance without the dread.
An asset audit is a scoped count with a result and a sign-off, not a spot check. Stackroom scopes a count to a location or category, records each item verified or missing as you scan, and closes with a signature and a note that exports as a document you can hand to finance or an auditor.
The pain
Sound familiar?
- Annual counts take days and still miss things.
- There's no verifiable record that an audit actually happened.
- Exporting evidence for finance or compliance is a copy-paste nightmare.
How Stackroom helps
Everything you need, in one place
Cycle-count audits
Scan through a location or category, marking each asset verified or missing as you go.
Verified & signed
Close an audit with a completion note and signature, plus the custodian for each item.
Export the evidence
CSV export of every audit, ready for finance, insurance or a compliance file.
How it runs
What this looks like day to day
- 1Plan
Scope the count
Audit a site, a department or a category rather than the entire estate at once. Smaller, more frequent counts beat one annual scramble.
- 2Count
Walk and scan
Scanning as you walk marks each asset seen. There is no clipboard to transcribe afterwards, which is where errors normally enter.
- 3Resolve
Deal with exceptions immediately
Items not found are flagged as you go, so discrepancies are investigated while the context is fresh rather than weeks later.
- 4Report
Export the evidence
Finish with an export that shows what was checked, what was found, what was missing and who performed the count.
In detail
The questions that come up next
Why do annual audits fail?
Because they are large, manual and infrequent. By the time a discrepancy is found, the trail is cold and nobody remembers the context. Frequent partial counts surface problems while they are still explainable, and they take a fraction of the effort.
What counts as evidence for an auditor?
A record of what was checked, when, by whom, and what the outcome was. Because counts are captured by scan with a timestamp and a user, the evidence is a by-product of doing the work rather than something assembled afterwards.
Can two people audit at once?
Yes. Multiple people can count different areas simultaneously and the results merge, which is what makes a large site feasible in a single session.
What happens to items that are genuinely lost?
They can be written off with a reason and a date, so the register reflects reality. An accurate register with documented losses is far more useful than an optimistic one.
Why a count is a different workflow from a register
A register is what you believe you own. A count is what you have verified you have, on a date, by a named person. Those are different claims, and only the second one satisfies anybody external. Tools that offer a register and call it an audit leave you doing the real count on a clipboard and typing the results in afterwards, which is where both the time and the errors come from.
Scope is what makes counting survivable
A full annual inventory is an event nobody enjoys and everyone postpones. Cycle counting scopes to a location, a category or a department and runs in an afternoon, repeatedly, through the year. The estate gets counted just as thoroughly, discrepancies surface while they are still recent enough to explain, and no single week is consumed by it.
Discrepancies should produce a list, not a feeling
An item recorded missing stays attached to the asset with the count that found it, so the follow-up is a worklist rather than a memory. That matters because the value of a count is almost entirely in what happens afterwards — a count that produces a number and no actions has cost you a day and changed nothing.
The output is a document
Closing a count captures a signature and a note and produces something exportable. Finance, an insurer, a grant body or an auditor is asking for evidence, and 'it is in the system' is not evidence they can file.
FAQ
Questions, answered
How long does a count actually take?
Teams typically report counts running several times faster than clipboard methods, because scanning removes both the writing and the transcription. The bigger gain is that the result needs no cleanup afterwards.
Can we audit without a network connection?
Yes. Counts run offline and sync when you are back in coverage, which matters in store rooms, basements and remote sites.
What format do exports come in?
XLSX and PDF, which covers both finance teams who want to manipulate the numbers and auditors who want a fixed document.
Can we prove an asset existed at a point in time?
Yes. Scan history and audit records are timestamped, so you can demonstrate that an asset was verified present on a given date.
Do we need to audit everything at once?
No, and we would suggest not to. Rolling counts by area or category spread the effort and catch problems earlier than a single annual exercise.
Can an audit be run entirely from a phone?
Yes, and that is the intended way. Scope the count, walk it scanning, and each item records as verified or missing as you go. The app is offline-first, so a basement or a remote site does not stop the count.
Do we have to count everything at once?
No, and we would advise against it. Scope to a location, category or department and repeat through the year — the coverage is the same and no single week is lost to it.
What happens to items recorded missing?
They stay flagged on the asset with the audit that found them, so the follow-up is a list you can work rather than something you have to reconstruct.
Can we prove who did the count?
Yes. The count records the person who carried it out and captures a signature at close, and the exported document carries both.
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.