Asset Manager
A UK facilities management business was struggling to track devices and equipment across multiple sites using outdated spreadsheets. We built an Asset Manager app with Microsoft Intune integration that syncs device data daily. The platform tracks laptops, mobile phones, peripherals, site equipment and PPM testing schedules, with live compliance visibility, contract management and automated alerts for missing or out-of-sync devices.
Asset Manager spreadsheets had stopped keeping up with devices and equipment
The client had no real Asset Manager in place. Mobile devices and laptops were tracked in Microsoft Intune, while monitors, keyboards, chairs and site equipment lived in a separate Excel asset register. The two systems ran independently with no integration, creating constant inefficiencies and data inconsistencies.
The Excel asset register needed manual updates every time a device was added, removed or reassigned. With hundreds of devices across multiple sites, keeping the spreadsheet current was practically impossible. Information had to be updated in two places, which doubled the effort and multiplied the risk of error. Compliance status, assigned users and sync health from Intune had to be cross-checked against Excel by hand to work out which devices were actually active.
Mobile phone contract management was a separate problem. The client needed to know which device held which phone number, when each contract was due to expire and how many devices were active at any point in time. Without automated tracking, contracts were occasionally missed, leading to renewals that should have been challenged. There was also no central way for employees to report device issues, repairs or losses, so records drifted further from reality every month.
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Manual tracking between Intune and Excel
Device data was duplicated between Intune and spreadsheets by hand, creating constant inconsistencies and stale records.
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No centralised system for mobile contracts
Phone numbers, contract expiry dates and device assignments tracked manually, leading to missed renewals and poor visibility.
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Lost or stolen devices hard to identify
No automated alerts when devices had not synced for extended periods, making missing equipment difficult to spot.
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Site equipment and peripherals untracked
Monitors, chairs, keyboards and site equipment tracked separately, with no visibility of who held what or where items were located.
An Intune-integrated Asset Manager with automated daily sync
We designed and built an Asset Manager app integrated with Microsoft Intune via the Graph API, removing the need for manual spreadsheet updates. The platform syncs device data from Intune every night and tracks laptops, tablets, mobile phones, site equipment and peripherals in one central place. Contract management, compliance tracking and automated alerts keep the asset register accurate. The build sits behind the same patterns we use across our wider Power Platform consultancy work for facilities management.
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01
Intune integration with automated daily sync
Power Automate connects to Microsoft Intune via the Graph API every night and pulls every device record, including compliance state, assigned user, device model, serial number and last sync date. For mobile devices, the integration also captures the phone number where the SIM exposes it. All data writes straight into Dataverse, so the Asset Manager is current every morning without anyone touching a spreadsheet.
Intune APIPower AutomateDaily SyncAuto Updates -
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Mobile contract management with expiry tracking
The Asset Manager links each mobile device to its phone number and contract, and monitors expiry dates. Managers receive alerts ahead of renewal, with a live view of how many devices are active at any point. The result: missed renewals stop happening, and the business has the data to challenge contracts rather than rolling them on by default.
Contract TrackingExpiry AlertsPhone NumbersCost Control -
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Missing device detection with 30-day alerts
The platform monitors the last sync date for every device. If a device has not checked in for more than 30 days, managers are notified to investigate a potential missing, lost or stolen unit. Users can log notes against any device for repairs, incidents and movements, so each asset carries a full history rather than living in someone’s inbox.
Sync Monitoring30-Day AlertsRepair TrackingNotes & History -
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Site equipment and peripheral tracking
Beyond Intune-managed devices, the Asset Manager covers every other asset on the books: monitors, keyboards, mice, chairs and site-specific tools. Records show who holds what, where items sit and how assignments have moved between sites. One platform replaces the patchwork of spreadsheets, with everything from laptops to furniture in a single, queryable register.
Equipment TrackingPeripheral ManagementSite AssetsAssignment Tracking
Ten weeks from discovery to go-live
A structured programme integrating Intune with Power Platform and building the full Asset Manager around it. Delivered through regular sprints with testing across device types and sites, following Microsoft Power Platform ALM guidance across Dev, Test and Production environments.
Real-Time Integration
The Asset Manager runs an automated Intune sync every night. Compliance states, assigned users, device models and sync status are pulled directly from Intune via the Graph API and written into Dataverse, replacing manual spreadsheet updates with a single source of truth for IT and asset teams.
📱Asset Coverage
- •Laptops & tablets (Intune)
- •Mobile phones & contracts
- •Monitors & peripherals
- •Chairs & furniture
- •Site-specific equipment
- •Repair & incident tracking
A complete Asset Manager with zero manual updates
Data Accuracy
Device records synced daily from Intune. The Asset Manager is current every morning, with no manual spreadsheet updates.
Automated Sync
Intune integration runs every night, updating compliance states, assigned users and device details across the business automatically.
Missing Device Alerts
Automated notifications when devices have not synced for 30 days, so lost or stolen equipment can be investigated quickly.
Contract Management
Mobile phone contracts tracked with expiry alerts, giving visibility of active devices and preventing missed renewals.
Equipment Visibility
Every asset in one place, from Intune-managed devices through to peripherals, site equipment and furniture.
Spreadsheet Updates
Multiple asset spreadsheets retired. One platform replaces manual data entry with live, queryable records.
Got a manual process you want to replace?
Book a free 30-minute discovery call. We will map your current process, show you what the Power Platform can do for your business and give you a clear view of what is achievable, with no commitment required.