Exits and No-Dues
Get every asset back before the Full & Final
When someone resigns, AssetVow opens an exit case listing everything they hold. The employee gets a return checklist, reminders go out on their own, and the No-Dues certificate is issued only when the last item is back or accounted for.
- Exit case opens when HR records the resignation
- Reminders on day 0, 3 and 7
- No-Dues PDF for HR and payroll
Exit case
Ravi Kulkarni
Sales · Pune office · Last day 31 Jan
- Dell Latitude 5440LAP-0142 Returned
- iPhone 13PHN-0057 Pending
- Access cardACC-0311 Returned
Teams · IT team › AssetsExample data
Most assets go missing at exit
HR runs the exit. IT holds the asset list. Finance releases the Full & Final. If the three do not talk in time, the last day passes, the settlement is paid, and a ₹70,000 laptop turns into a phone call nobody answers.
The exit case opens itself
Mark someone as leaving in AssetVow, or let it come in from Zoho People or a leave date in Microsoft Entra ID. The exit case has one return task for each asset the person holds, so IT does not have to work out what to collect.
- Starts from Zoho People or Microsoft 365
- One task per asset held
- IT, HR and the manager see the same case
- Teams alert to the IT channel
Exits
People leaving
3 open exit cases
- Ravi KulkarniPune · last day 31 Jan · 3 items2 to collect
- Meera IyerChennai · last day 7 Feb · 2 itemsStarted
- Sameer KhanRemote · last day 14 Feb · 1 itemCourier
Every item gets an outcome
Each task ends one of three ways. Returned, with its condition, and a photo if it is damaged. Lost or stolen, which goes to the owner as a write-off to approve. Or waived by the owner, with a reason. For remote employees, add the courier and tracking number.
- Returned, lost or waived
- Photo required for damage
- Write-offs approved by the owner
- Courier details for remote returns
Reminders without anyone chasing
The leaver gets a return checklist on day 0, a reminder on day 3, and another on day 7 with their manager in copy. They can also see the checklist on their My assets page until the last item is in.
- Checklist on day 0
- Reminders on day 3 and day 7
- Manager copied on the last one
- Leavers listed on the owner dashboard
Exit case
Ravi Kulkarni
Reminders sent by AssetVow
Day 0
Return checklist emailed: laptop, iPhone, access card.
Day 3
Reminder: 2 items still to return.
Day 7
Reminder with his manager in copy.
Flags for the Full & Final
Damaged or lost items are flagged to HR and the owner so they can be considered in the Full & Final settlement. AssetVow never deducts anything by itself. What to recover, and how, stays your decision.
- Damage and loss flagged to HR
- Nothing deducted automatically
- Value of each item on record
- Every decision in the audit log
For the Full & Final
Flagged to HR
Nothing is deducted automatically
- Dell Latitude 5440 · damagedCracked hinge · photo attached · book value ₹38,400Flagged
- iPhone 13 · lostWrite-off waiting for the owner · ₹41,900Lost
HR decides what to recover in the settlement. Every decision is kept in the audit log.
A No-Dues certificate when it is really done
The case closes only when every task is resolved. AssetVow then creates the No-Dues certificate as a PDF and emails it to the employee and HR. HR also confirms that software accounts were reviewed, and returned laptops and phones wait in quarantine until they are wiped.
- Closes only when all tasks are resolved
- PDF emailed to the employee and HR
- Software accounts check
- Wipe checklist before re-issue
No-Dues certificate
Acme Technologies · issued 31 Jan
Ravi Kulkarni (EMP-0877) has returned or settled every company asset held.
- Dell Latitude 5440 Returned
- iPhone 13 Returned
- Access card Waived by owner
- Software accounts Reviewed by HR
Emailed to Ravi and HR.
Nobody slips through
The orphan report lists people who have left but still hold company assets. Owners get it by email every week until it is empty.
- Leavers still holding assets
- Weekly email to owners
- Devices still in use after exit (Intune)
- Follow-up from the same screen
Report
Left, still holding assets
Emailed to owners every Monday
- Vikram RaoLeft 12 Dec · MacBook Pro, charger48 days
- Pooja NairLeft 20 Jan · OnePlus 119 days
Vikram’s laptop checked in to Intune 2 days ago.
How it works
Three steps, no project plan
- 1
The resignation is recorded
In AssetVow, Zoho People or Microsoft 365. The exit case opens with everything the person holds.
- 2
Items come back or are resolved
IT scans each one as it is returned. Lost items go for write-off; anything else can be waived with a reason.
- 3
No-Dues is issued
When the last task is closed, the certificate goes to the employee and HR, ready for the Full & Final.
FAQ
Exits and No-Dues: common questions
What is a No-Dues certificate?+
It confirms that an employee has nothing pending with the company. For assets, it means every company item they held has been returned or settled. HR and payroll usually need it before they release the Full & Final settlement.
What should an IT exit checklist include?+
Every asset the person holds, including accessories and access cards; a return date before the last working day; the condition of each item when it comes back; a wipe and reset for laptops and phones; a review of software accounts; and a No-Dues only once all of that is done. AssetVow builds this list for each leaver.
Can the exit case start from Zoho People or Microsoft 365?+
Yes. Connect Zoho People and its exit details create the case, or connect Microsoft Entra ID and a leave date or disabled account does. You can always start an exit by hand as well.
How do we get assets back from remote employees?+
Add the courier name and tracking number to each return task. The task stays open until the item reaches the office and is checked in.
Does AssetVow deduct the cost of a missing laptop from salary?+
No. Damage and losses are flagged to HR and the owner with the item’s value, so they can be considered in the Full & Final. The decision stays with you.
More of AssetVow
It all works from the same register
Hand-over e-signature
Employees check the items and sign on their phone. You keep a PDF with the time, IP address, device and the policy they accepted.
Learn moreEmployee asset tracking
Who holds every laptop, phone and monitor, across all your offices, kept current as people join, move and leave.
Learn moreGST bills and Tally
Purchase and repair bills with GST, approval rules, assets created on approval, and export to Tally or Zoho Books.
Learn moreClose your next exit with a No-Dues on the last day
Start free, import who holds what, and the next resignation will open its own return checklist.