Inventory management is an essential tool for accurate asset tracking and control. We audit fixed assets, raw materials, work-in-progress, and warehouse stock to keep your data current and your records fully transparent. When should a fixed asset inventory be performed? Whenever property is leased out or sold, when responsible personnel change, or when financial statements are being prepared. A scheduled fixed asset inventory is required once every three years. Timely audits help you identify shortages and surpluses, reduce financial losses, and prevent accounting errors.
Our specialists carry out inventories quickly and seamlessly, without disrupting your day-to-day operations. We use modern technologies—barcoding, RFID, and digital reporting—to minimize errors and ensure a high level of data accuracy. We take the specifics of your business into account and tailor our processes to your individual needs. We guarantee transparency and reliability: every report fully complies with accounting and tax reporting requirements.
TopFrame provides a complete range of inventory services, helping businesses ensure data transparency, cut costs, and operate more efficiently. We verify the presence and condition of fixed assets—including equipment, furniture, and machinery—and flag any discrepancies against your records. We conduct warehouse inventories, documenting actual stock levels and detecting shortages and surpluses. We analyze how well your actual data aligns with your accounting records, identifying errors and resolving inconsistencies. We also provide photo documentation, labeling, and digital reporting to give you a convenient asset-control system.
A fixed asset and stock inventory is a physical verification of a company's tangible property against its accounting records in order to uncover discrepancies, confirm the accuracy of book figures and safeguard assets. Fixed assets include buildings, structures, machinery, vehicles, IT hardware, furniture, tools and other items with a useful life of more than 12 months, while inventory covers raw materials, work in progress, finished goods and warehouse stock. A physical count detects shortages, surpluses, unrecorded or missing items, and obsolete or damaged assets in good time. For management, inventory results provide a factual basis for writing off worn-out equipment, modernising assets and optimising warehouse stock. Under accounting law, an inventory is mandatory before preparing annual financial statements, when responsible staff change, when theft or damage is discovered, and during corporate reorganisation or liquidation.
All tangible assets of a company are subject to inventory regardless of their location, value or function. Fixed assets cover real estate (buildings, premises, structures), production and process machinery, vehicles, computers, servers and office equipment, furniture, tools and measuring instruments. Inventory items include raw materials and supplies in warehouses, work in progress, finished products, goods in transit, spare parts and components, as well as packaging materials. Leased property and assets held in custody by third parties or allocated to regional branches are also counted under separate schedules so that not a single asset is overlooked.
The process starts with preparation: the client provides accounting schedules — lists of fixed assets, inventory numbers, locations, custodians and warehouse stock balances. Based on these data, we draw up an inventory plan covering sites, timelines, room-by-room sequences, team size and equipment. Before fieldwork begins, accounting data are loaded onto mobile data terminals (MDTs) and equipment is calibrated. On site, the inventory team walks through every room, scanning barcodes/tags on each asset and recording its actual presence, location and condition alongside photo evidence. Once fieldwork is complete, MDT data are uploaded to generate reconciliation schedules showing shortages, surpluses, misplaced items and unrecorded assets, followed by a detailed final report broken down by department, location and custodian.
Russian legislation requires a mandatory inventory in several situations: before preparing annual financial statements (under Federal Law No. 402-FZ on Accounting), whenever materially responsible personnel change (handover of custody), when theft, fraud or property damage is discovered, after emergencies such as fire, flooding or natural disasters, during corporate reorganisation or liquidation, and when leasing out, buying out or selling an enterprise as a property complex. Beyond statutory cases, many companies commission independent inventories at the initiative of shareholders, the board of directors or the audit committee to strengthen internal control.
The timeline depends on the size of the facility, the number of line items, geographic spread and how well the accounting records are prepared. For a medium-sized office or small warehouse, fieldwork typically takes 2–3 working days, whereas a large industrial plant or nationwide branch network may take several weeks. We organise the count so that your day-to-day operations continue uninterrupted: work is phased area by area, floor by floor, or scheduled outside business hours including weekends and night shifts, with parallel teams deployed where needed to compress the schedule.
