Inventory and CMMS software for local authorities, public administrations and their technical departments
Buildings, workshops, a central store, equipment lent to departments and associations: technical departments manage a lot with few tools. K inventory tracks work requests from request to closure, the store's stock and every equipment loan, in a single tool hosted in France and available through UGAP (the French central public purchasing body).
What complicates the daily work of technical departments
Dozens of buildings, a technical centre, a store, staff spread across the area, and often a spreadsheet or ageing in-house works software to keep track of it all.
Lent equipment that does not come back
Tables, barriers, sound systems, tools: lent to a department or an association, they come back late, incomplete or not at all. Nobody knows who has them.
Requests that get lost
A phone call, an email, a note left at reception: a request from a school or a sports hall is recorded nowhere, and the requester has to chase it up.
A store with no visibility
Supplies, hardware, parts: the central store's stock is only discovered when it is time to hand it out, and orders are placed out of habit.
Preventive maintenance and inspections
Recurring servicing, periodic inspections of buildings and equipment: without a shared schedule, a due date passes without anyone noticing.
Requests from departments, tracked from request to closure
Each request becomes a tracked operation: who is handling it, where it stands, what was done and with what. No more requests lost between a phone call and a sticky note.
Your own operation types: repair, inspection, servicing, installation…
Assignment to a staff member or a team, schedule by day, week or month
On the staff member's phone, each step validated by scan, on site, with the form you have defined
Time spent recorded with a timer, and supplies taken from the store deducted from stock automatically if you wish
Status visible at all times; comments and the activity log keep the history, and an Excel report can be sent automatically at closure
Loans to departments and associations: every return tracked
Equipment lent for an event, in-house works or a neighbouring department has to come back, complete and in good condition. K inventory knows at all times who has it, since when and in what condition.
Each piece of equipment assigned to a person, a department or a site, with the date it went out
Return recorded by scan: you see what has been returned and what is missing
Condition on return noted on the equipment record
NFC badge available for assignment
Staff PPE and grounds maintenance equipment tracked in the same way
Full history of each piece of equipment: loans, returns, operations
The store and the workshops, with no stockouts and no forgotten stock
The central store serves every department. Its stock has to be accurate so it can serve without delay and order what is missing, not what is already sitting on the shelves.
Multi-site management: store, workshops, buildings and vehicles in the same tool, as folders and sub-folders
Stock in and out by scan, with the phone camera, with no handheld scanner to buy
Alerts before stockouts
Deliveries checked by scan against the purchase order
Cycle count, or full inventory counted on the phone, with differences calculated
Practical guide: how to manage consumables without stockouts or waste
See inventory management
Preventive maintenance, inspections and reuse: an up-to-date inventory to prepare for them
Well-kept public assets start with knowing what you have, where it is and what condition it is in. That is the basis for preparing your inspections and reusing before buying.
Building preventive maintenance and inspections
Plan the recurring servicing and periodic inspections of your buildings and equipment, with an alert before the due date. Each completed inspection stays in the history, with its form filled in on site.
Inventory of movable assets
Furniture, IT equipment, other equipment: each asset is located building by building, with its history. Warranties and end-of-life dates are tracked with reminders.
Reuse and the AGEC law
The French AGEC anti-waste law (article 58) requires public buyers to source a share of their purchases from reuse or repurposing for certain product families, furniture included. Knowing what is sitting unused in your buildings helps you reuse before buying. Each removal, whether sale, reuse or decommissioning, keeps its history.
Practical guide: how to manage and inventory furniture
A simple purchase for public procurement
Listed with UGAP
K inventory is listed in the UGAP catalogue via SCC for French public buyers. Your order goes through the central public purchasing body, with no competitive tendering procedure.
Hosted in France
Data hosted by OVH and Ikoula, ISO 27001-certified hosting providers, TLS 1.3 encrypted connection rated A+, backups twice a day, 99.9% availability.
Unlimited users
The price depends on the number of items, not on the number of staff. Each staff member can have their own access, limited to their scope by folder permissions.
The emergency equipment of 3 premises, tracked in one place
Protection Civile de l'Hérault
This emergency relief association uses K inventory to track the equipment of its 3 premises in one place. Read the case study
Listed with UGAP
Public buyers order K inventory through the central public purchasing body, with no competitive tendering procedure.
Three situations K inventory covers
Municipal technical centre
Workshops, a store, in-house works teams. Requests from departments arrive in one place, are scheduled and assigned, and the supplies used are deducted from the store's stock.
Loans for events
Tables, chairs, barriers and sound systems go out for a neighbourhood fête or an association. Each exit is assigned, each return scanned: whatever is missing shows up straight away.
Municipal buildings
Schools, sports halls, community halls: each building carries its equipment, its planned inspections and its history, and staff can work even in basements with no network.
Frequently asked questions from technical departments
Can we buy K inventory without a call for tenders?
Yes. K inventory is listed with UGAP, via SCC. Your order goes through the central public purchasing body, with no competitive tendering procedure. Ask us for the quote matching your scope.
Do you have references in the public sector?
K inventory is listed with UGAP. Protection Civile de l'Hérault, an emergency relief association, uses K inventory to track the equipment of its 3 premises. To discuss a case close to yours, book a demo: we start from your buildings, your store and your loans.
Where is our data hosted?
In France, by OVH and Ikoula, ISO 27001-certified hosting providers. The connection is encrypted with TLS 1.3, rated A+. Backups run twice a day and availability is 99.9%. Penetration tests have been carried out.
How many staff members can use K inventory?
As many as you like: users are unlimited. The price depends on the number of items, not on the number of staff. Permissions by feature and by folder limit each staff member to their own scope.
Our staff work in basements or in buildings with no network. Is that a problem?
No. Operations work offline: they are downloaded to the phone, the staff member carries out their tasks without a network (scans, quantities, forms), and everything is sent in order once the network is back. Offline, only the Operations menu is available.
Can we take over our Excel files and our old software?
Yes. Your current inventory is taken over by Excel import, with help matching the columns. If your old software can export its data to Excel, it is taken over in the same way. At first login, the AI suggests your categories and your locations.
How much does K inventory cost for a local authority?
Essential: €175 per month for up to 500 items. Advanced: €390 per month for up to 1,000 items. Beyond that, the Custom plan is quoted on request. A piece of equipment tracked individually counts as one item; equipment managed by quantity counts as one item per location. Users are unlimited and the free trial lasts 14 days.
Can you install K inventory on dedicated infrastructure?
Yes. K inventory comes in two modes. As a shared instance (multi-tenant), all customers use the same platform, hosted in France, with automatic updates and an immediate start: this is the mode of the Essential and Advanced plans and of the free trial. As a dedicated instance (single-tenant), your organisation has its own infrastructure, isolated from that of other customers, with support during deployment: this is the choice of large accounts and of organisations whose IT department requires it (banking, public sector, healthcare…). It is part of the Custom plan. We discuss it during a demo, with your IT department if you wish.
Local authorities and the public sector on our blog
Public asset inventory, equipment loans, the technical departments' store, purchasing through UGAP: find our publications and use cases for the public sector.
K inventory also adapts to other industries
Discover how K inventory meets the specific constraints of each sector.
Take back control of your equipment and your operations
Show us your buildings, your store and your loans: during a demo, we show you K inventory on your own case, and we prepare the UGAP quote.