Digitize your IT asset handover process
Stop using paper forms and spreadsheets. BetterDesk lets you create digital handover forms on your phone, capture signatures on screen, and automatically generate PDFs with a complete audit trail.
- Data processed inside the EU
- Signatures with time, location and IP
- Runs on your existing TOPdesk
IT equipment handovers are still stuck on paper
Paper forms get lost
Printed handover forms end up in filing cabinets, get coffee-stained, or simply disappear. When you need proof of a handover months later, good luck finding it.
No proof of handover
Without a signed record, there is no way to prove who received which equipment and when. Disputes about lost or damaged laptops become he-said-she-said.
Manual tracking in spreadsheets
Tracking equipment assignments in Excel is error-prone and always out of date. Multiple versions float around, and nobody trusts the data.
BetterDesk: digital handover forms
A mobile-first platform that replaces paper handover forms with digital workflows. Create, sign, and archive equipment transfers in seconds.
Digital Forms on Mobile
Open a handover form on your phone, select the recipient, and scan the equipment barcode. No paper, no printing, no filing.
On-Screen Signatures
The recipient signs directly on the phone screen. Every signature is captured with a timestamp and location for full traceability.
Automatic PDF Generation
A professional PDF is generated automatically after each handover. It includes all details, the signature, and a complete audit trail.
How it works
Three steps from handover to signed PDF.
- 01
Fill in the form
Open the handover form on your phone. Select the employee, scan the equipment barcode, and fill in any additional details.
- 02
Capture the signature
Hand the phone to the recipient. They sign directly on screen, confirming they received the equipment in good condition.
- 03
Get the PDF
A professional PDF is generated automatically with all details, the signature, timestamp, and location. Sent by email or saved to your asset system.
Professional IT handovers that protect your organization
Clear accountability for every asset
Every handover creates a signed, timestamped record that documents exactly who received which equipment, when, and in what condition. There is no ambiguity about asset ownership. When an employee leaves the organization or transfers to a different department, you have a complete chain of custody for every piece of equipment they were issued. This eliminates finger-pointing and ensures that responsibility for company assets is always clearly assigned.
Irrefutable proof of delivery
Each digital handover document includes the recipient's signature captured on screen, GPS coordinates of the signing location, a precise timestamp, and the signer's identity verified through your directory. This comprehensive evidence package provides far stronger proof of delivery than a paper form ever could. If a dispute arises months or even years later, you can retrieve the signed PDF instantly and demonstrate exactly what was handed over and acknowledged.
Fewer disputes about equipment condition
BetterDesk handover forms can include condition notes, photographs, and detailed asset specifications at the time of transfer. Both parties acknowledge the state of the equipment at handover. This documented baseline eliminates disagreements about pre-existing damage, missing accessories, or equipment that was supposedly delivered in a different configuration. Your IT team spends less time resolving disputes and more time supporting the organization.
A streamlined process that scales
Whether you are onboarding a single employee or rolling out new equipment to an entire department, the digital handover process remains consistent and efficient. Templates ensure every handover captures the same information. Automated PDF generation and delivery eliminate manual follow-up steps. Integration with TOPdesk means handover records are automatically linked to the correct assets without any additional work. As your organization grows, the handover process grows with it, no additional administrative overhead required.
One price, everything included
Unlimited users, documents, assets and document flows
10% off when you pay yearly
30 days free. No credit card needed.
See what's includedDoes anything change in TOPdesk?
No. BetterDesk talks to your existing environment through the API and writes back to the same records. No fields are added, no settings changed, and there is nothing to migrate.
Frequently asked questions about IT asset handovers
Everything you need to know about digital equipment handover forms.
A digital handover replaces paper forms when transferring IT equipment between employees. The recipient signs on screen, and a PDF with the signature, timestamp, and asset details is automatically generated and stored.
Yes. Each signature captures GPS location, timestamp, IP address, and signer identity. This comprehensive audit trail provides legally valid proof of the equipment handover.
Yes. BetterDesk's document workflow builder lets you create custom forms with your own fields, branding, and templates. You can include asset details, user information, terms and conditions, and signature fields.
BetterDesk integrates with TOPdesk for asset data and Microsoft Entra ID for user information. Completed handover documents can be automatically uploaded to TOPdesk as asset attachments.
Ready to digitize your handovers?
Replace paper forms with digital handover workflows. Set up in minutes, start collecting signatures today.