EZO EAM Features: Asset, Inventory & Maintenance Management

Asset Lifecycle & Operations

Explore EZO EAM’s asset management features for tracking equipment, managing custody and reservations, controlling inventory, and overseeing purchasing, audits, and depreciation. Add CMMS software capabilities for work orders and preventive maintenance to support the full asset lifecycle.

No Credit Card Required

Asset Lifecycle

Manage each asset from purchase to retirement with connected records for custody, location, stock, and purchasing. Teams can see where an asset is, who holds it, and what it has cost without keeping separate tracking sheets.

Asset Tracking & Mobile Scanning

Label assets with QR codes, barcodes, or RFID tags and scan them with the Android or iOS app to update location, status, and custody in the field.

Check-in, Checkout, and Custody

Check items in and out, transfer custody between users, and move packages, bundles, or carts as one unit, with each handoff added to the item’s history.

Reservations and Availability

Reserve assets for future dates and use the availability calendar to see what is free, booked, checked out, or in maintenance at each location.

Inventory and Asset Stock

Track consumables and reusable stock by location, set low-stock thresholds, manage batches and stock transfers, and link inventory to the assets it supports.

Purchasing, Vendors, and Contracts

Raise and receive purchase orders in multiple currencies, manage vendors and contracts, and record rented-in equipment alongside your owned assets.

Requests and Multi-tier Approvals

Staff request items through a self-service portal, approvers sign off in sequence, and admins fulfill or dispatch the approved request from one center.

Audits and Depreciation

Run custody and location audits to confirm condition and counts, and depreciate equipment by group with straight-line or declining-balance methods.

Projects and Automations

Group assets and purchase orders by project, then set rules to update statuses, route approvals, or send alerts when a defined event occurs.

Show Less

Maintenance Management

A service schedule protects an asset only if it flags when maintenance is required. EZO EAM moves assets into maintenance on schedule when service is due, assigns work orders to technicians by rule, and keeps costs and checklists connected to the asset’s service history.

Service Records

Log every repair and service event, including dates, costs, and vendors to give teams a complete service history to guide repair-or-replace decisions.

Preventive Maintenance

Set recurring service schedules that move assets into maintenance when service is due, so planned upkeep can happen before an avoidable failure forces it.

Work Order Management

Create, assign, and track work orders through completion, with linked assets, priorities, costs, notes, and a review step when needed.

Technician Management

Assign a primary technician to each work order, then add a supervisor, secondary assignees, or a reviewer as needed to keep ownership clear.

Maintenance Checklists

Attach step-by-step checklists to work orders and mark key steps as mandatory, so a work order cannot close until the required checks are done.

Work Order Automations

Auto-assign supervisors, technicians, and due dates when a work order is created or approved, based on its priority, type, location, or group.

Work Planner

View technician schedules on a calendar and drag work orders between technicians to adjust assignments as priorities change.

Offline Mobile App

Work on synced work orders and requests, add work logs, and open up to 100 bookmarked assets offline. Changes sync once you reconnect.

Show Less

Custody and Access

When custody is unclear, a missing asset becomes a question nobody can answer. EZO EAM ties each asset to the person who holds it, sets who can see and approve what, and alerts admins before an employee leaves with equipment still assigned.

Employee ID Scans

Check items out by scanning an employee’s ID badge to record custody against the right person at the counter or in the field.

Employee Offboarding

Record an employee’s exit date to get alerts listing the assets still assigned to them, so admins can recover or reassign equipment in time.

Request Approval Rules

Decide which staff need admin approval to reserve, check out, or check in items, so approval applies where an action carries risk.

Standard Access Control

Limit what each user can see by item group, location, or both, so each team works only with records in its permitted groups and locations.

Advanced Roles and Permissions

Build custom roles that define what each user can view, edit, transfer, or act on, and combine them with scopes to further narrow visibility.

Show Less

Customization & Configuration

A system that forces its own vocabulary on a team tends to get worked around, which leaves gaps in the record. EZO EAM lets you set your own fields, states, terms, labels, and alerts, so the system describes your operation in your words.

Custom Fields

Add custom fields, such as text, date, dropdown, yes-or-no, and multi-select to items, carts, purchase orders, work orders, members, and vendors.

Custom Substates

Create substates such as ‘In Transit’ under each asset state, with named transitions and a state history recorded on every item.

Custom Naming Standards

Rename product terms and buttons to match your team’s language, and set asset ID prefixes and digit counts for each group.

Custom Labels and Templates

Design labels and printouts in a drag-and-drop editor, then clone the templates so every team prints the same format.

Customized Emails

Customize supported alert email templates with placeholders that insert your terms and the details each recipient needs.

Alerts and Notifications

Send personal, staff, and role-based alerts for supported events, so the right people hear about checkouts, overdue items, requests, and maintenance.

Branded Company URL

Point a subdomain you own, such as assets.yourcompany.com, to your EZO EAM account with a CNAME record, so every user signs in at one branded address.

Show Less

Reporting & Analytics

A report is only as reliable as the records behind it. EZO EAM builds reports from the same records teams update during checkouts, work orders, and purchases, so usage, cost, and status reflect the latest recorded activity, not a separate copy.

Standard Reports

Run built-in reports on assets, inventory, checkouts, maintenance, and purchasing, and export them as PDF or CSV to share with stakeholders.

Advanced and Custom Reports

Build reports across modules with the columns, filters, and charts you choose, then save them so anyone on the team can rerun them.

Data Sync and Backups

Schedule exports to OneDrive or Dropbox, or back up your data on demand, so you keep a current copy of your records in storage you control.

Excel Import and Export

Import assets, locations, and members from supported Excel templates, and export records in supported formats when another team or tool needs them.

Show Less

Integrations Across Your Stack

Every system that holds its own copy of asset data is another place for that data to drift. EZO EAM syncs users from your identity provider, links assets to service desk tickets, sends costs to QuickBooks Online, and brings GPS and telematics data onto asset records.

LDAP and SAML Single Sign-on

Sign users in with SAML and sync members from LDAP or Active Directory so access stays in step with your identity provider.

Google Workspace Integration

Import employees from your Google Workspace directory, so you can add new employees without manual entry before assigning them equipment.

Zendesk and Jira Integrations

View assets, including checkout and vendor history, in Zendesk, and create tickets for assets that need work or link items to issues in Jira Service Management.

QuickBooks Online Integration

Sync work orders and purchase orders to QuickBooks Online, so maintenance and purchasing costs reach your accounting records without rekeying.

GPS and Telematics Integrations

Connect a supported GPS provider to see tracked assets on one fleet map, and bring machine data from telematics providers such as John Deere onto asset records.

Signature Pad Integration

Capture signatures on a Topaz signature pad at check-in, checkout, and reservation, so each handover that needs a signature leaves a signed record.

Handheld Scanner Integration

Use supported handheld barcode scanners to check items in and out, run audits, and update records faster than typing IDs by hand.

API Access and Custom Integrations

Use the REST API to build integrations that exchange asset and inventory data with ERP and internal systems on a schedule your team controls.

Show Less

AI Features With Zoe

Zoe, EZO EAM’s AI copilot, works from the asset, work order, and report data already in your account. It helps teams create assets and invoices faster, read reports without digging through exports, and start maintenance checklists from a structured list.

AI-powered Asset Import

Scan a barcode or take a photo of an asset, and let AI autofill relevant fields for you to review.

Zoe AI Copilot

Ask Zoe about your assets and reports in plain language and get answers from your operational data without building a filter or export first.

AI-powered Invoice Import

Upload an invoice and let AI pull its details into EZO EAM, cutting the manual entry needed to record new purchases.

AI-powered Checklists

Generate a draft checklist for a maintenance task, then edit the steps before technicians use it on a work order.

Show Less

We're Trusted by the Best

Frequently Asked Questions

Can EZO EAM hold returned equipment for inspection before it is issued again?

Yes. EZO EAM’s Service Triage can automatically send assets into maintenance at check-in. Teams can apply it to all or selected asset groups and set a maintenance period for cleaning, inspection, or servicing. This creates a dedicated post-return inspection window so teams can verify equipment condition and complete any required service before returning it to use.

How should equipment and supplies be classified in EZO EAM?

EZO EAM separates items into Assets, Asset Stock, and Inventory. Use Assets when each unit needs its own identity, custody record, maintenance history, and lifecycle—for example, an excavator or camera. Use Asset Stock for reusable, interchangeable items managed by quantity, such as cables or chairs. Use Inventory for supplies consumed during use, such as fuel or cleaning materials. This distinction determines whether teams track individual units, quantities checked out and returned, or stock consumed.

Does EZO EAM’s utilization reporting measure checkout time or actual operating time?

EZO EAM’s Asset Utilization report measures checkout frequency and duration. Its Catalog Optimizer calculates asset utilization using hours checked out relative to total available hours. These measures help teams understand equipment allocation and identify items that are checked out for little time. They represent checkout-based utilization: an asset assigned to a crew for eight hours may not have operated for all eight hours.

Can an overdue asset appear as available for a future reservation in EZO EAM?

Yes. The Availability of Overdue Items setting lets teams choose how overdue assets affect reservation availability. Enable it to allow future reservations after an asset’s expected return date. Disable it to exclude overdue assets from availability until they are returned. Assets under maintenance remain unavailable.

Can EZO EAM include parts and labor in maintenance work order costs?

Yes. With Work Order Costs enabled, EZO EAM can track base cost, consumed inventory, labor, and associated service costs. Tracking consumed inventory costs requires the relevant setting and a configured costing method. Labor costs use work logs with hours worked and an hourly rate. These costs appear in work order reports. Changing the account’s costing method does not change the method already applied to an existing work order.

Should equipment kits be managed as Packages or Bundles in EZO EAM?

EZO EAM’s Packages and Bundles support different grouping needs. Use Packages to manage specific assets as a single unit, keeping assigned equipment together for reservations, checkout, and return. Use Bundles for flexible equipment lists combining Assets, Asset Stock, and Inventory, with quantities, pickup locations, or item selections adjustable before checkout.

Does mobile barcode scanning provide continuous GPS tracking in EZO EAM?

Mobile barcode scanning can capture geolocation at the time of a scan, providing a location snapshot rather than continuous GPS tracking. For ongoing location updates, EZO EAM can receive coordinates from third-party GPS providers through an API integration, using middleware where required. Update frequency depends on the connected provider and integration setup.

Can recurring maintenance in EZO EAM be scheduled from the completion of the previous job?

Yes. EZO EAM’s Recurring Services configuration includes an “Upon completion of previous Work Order” repetition option. Teams can also make the next service visible immediately after the previous service finishes. This supports maintenance cycles that depend on completed work rather than only a fixed calendar schedule. Recurring services can apply to a group or subgroup, or selected individual assets, letting teams distinguish shared maintenance requirements from equipment-specific schedules.

Bring your asset operations into one place

See how EZO EAM connects asset tracking, inventory, maintenance, and custody.

No Credit Card Required