Transforming Landscaping Asset Management with itemit

For commercial landscaping firms, efficiently managing a large and varied fleet of equipment is essential to the smooth running of day to day business operations. Whether it’s tractors, ride-on mowers, or handheld tools, the ability to track, maintain and allocate these assets effectively to team members can mean the difference between a streamlined operation and costly inefficiencies. Commercial Services Ltd (CS Ltd) faced precisely this challenge. As a complex and busy business overseeing both landscaping and waste management operations, they manage thousands of assets across multiple locations to serve various commercial clients including councils, schools and private businesses. Their previously outdated asset tracking system was costing time and money, making visibility and accountability difficult at a time when their growing business required simple efficiency. That’s where itemit stepped in, offering a smart, scalable, and intuitive solution to transform how CS Ltd manages its essential equipment.

CS Ltd is a multi-faceted organisation that operates across the landscaping and waste management industries. Their Landscape Services division provides professional maintenance for parks, sports fields, schools, and local authorities, ensuring public spaces remain pristine and functional. Alongside, their waste management division they operate household recycling sites, servicing communities on behalf of Kent County Council. Such a breadth of successful operations comes with a workforce of over 130 staff and a diverse range of fleet machinery, vehicles, tools and equipment. To ensure that they could provide the best service possible, CS Ltd knew they had to transform their asset management. They desperately needed a reliable and robust asset tracking solution that matched the efficiency of their fast-paced operations.

Before implementing itemit, CS Ltd managed their assets using spreadsheets – a common but deeply flawed approach to asset tracking that we hear time and time again. While spreadsheets used to be really the only option for organisations, CS Ltd’s growing scale exposed major inefficiencies in this method and hence they needed an alternative.

Servicing multiple geographical sites, with different requirements and various staff members, required real-time visibility. With 50+ vans, tractors, mowers and countless handheld tools, keeping track of all of these assets manually was nearly impossible. Staff struggled to locate specific equipment in crucial moments which ultimately lead to wasted time and operational bottlenecks. Furthermore, with multiple users accessing the spreadsheets, human errors and confusion were common. The risk of duplicate entries, incorrect data and missing updates was high, resulting in a lack of confidence in the accuracy of their records.

What CS Ltd really needed was location and status tracking of all assets and equipment. If an asset moves between sites, they need full visibility of this movement in real-time. The lack of real-time visibility was frequently resulting in misplaced equipment and unnecessary purchases of tools that would later be found in an unexpected location. Beyond the frustration of day to day operations, there was an even bigger problem. When it came to compiling asset reports for insurance claims, financial planning or maintenance schedules, countless manual hours were poured into an inefficient process. Most data had to be manually cross-checked before any audits or insurance claims could be fully signed off.

CS Ltd dreamt of a fully scalable, intuitive and user friendly solution that could save them a lot of time and reduce frustrations within their workforce. That’s when they discovered itemit!

Recognising the urgent need for a smarter approach to asset tracking, CS Ltd implemented itemit across their entire asset base. The results? A complete and welcomed transformation of their asset management process.

QR Code Asset Tagging for Instant Tracking: By attaching QR code tags to each asset, CS Ltd’s staff can now instantly scan and update equipment records using their mobile devices. No more guess work or inaccurate records prone to human error. Every asset can now be instantly identified and updated in seconds.

CS Ltd experienced these 4 key benefits when they switched to using itemit.

1. Live Asset Status and Maintenance Reminders: CS Ltd now has full visibility over their asset lifecycle, with itemit allowing them to set automated service reminders for vehicles and machinery, track MOT and tax due dates for vans and tractors and quickly identify which equipment needs repairs or replacements. Even better? itemit will manage all of these due dates, simply reminding CS Ltd via email notifications when such maintenance is due.
2. Issue Reporting for Faster Maintenance: With itemit’s built-in ‘Issues’ feature, staff can now instantly report damages or malfunctions and have these reported to admins with ease. For example, if a mower needs a blade replacement, the operator can scan its QR code, submit a photo and description of the issue, and alert the maintenance team in seconds. This prevents equipment downtime and ensures everybody has full transparency when it comes to equipment with outstanding issues.
3. Powerful Reporting and Audit-Ready Records: One of itemit’s most significant advantages for CS Ltd has been its automated reporting capabilities. Instead of manually compiling spreadsheets, Managers can now generate detailed reports on asset allocation, service history, and financial value at the touch of a button. This has saved (and continues to save) the team a significant amount of time in administrative work and ensures complete trust in a robust and fool-proof system.
4. Improved Security and Insurance Claims: As a landscaping firm, CS Ltd is, sadly, no stranger to theft of equipment. With itemit, they now have a clear digital record of stolen equipment, including serial numbers, photos, and last-known locations. This has made filing insurance claims far more straightforward and has already saved the company over £5,000 in recovered assets.

By switching to itemit, it is undeniable that CS Ltd has experienced a dramatic improvement in asset management, efficiency and financial oversight. Specific ROI that CS Ltd shared with us are:

✅ 20+ Hours Saved Per Month: No more wasted time searching for missing assets or manually updating spreadsheets.
✅ Enhanced Asset Security – Stolen or misplaced equipment is quickly identified and logged for insurance claims, saving over £5000 a year.
✅ Reduced Unnecessary Purchases: Better visibility prevents duplicate orders for equipment they already own.
✅ Stronger Compliance and Audit Readiness: CS Ltd now has a clear audit trail for every asset, helping them win contracts and pass compliance checks effortlessly.

Why Landscaping Firms Need itemit

For small or large landscaping companies struggling with poor asset visibility, inefficient processes, and security concerns, CS Ltd’s success with itemit proves that a modern asset tracking system is the way forward. Whether you’re managing heavy machinery, handheld tools, or commercial vehicles, itemit’s intuitive, mobile-friendly platform provides the clarity and control needed to run operations smoothly.

If your business is still relying on outdated spreadsheets, now is the time to make the switch to itemit—the smarter way to track landscaping assets! Start your free trial or Book a demo today!