Asset Register
Track business assets, serial numbers and warranties.
Overview
The Asset Register is a lightweight inventory log for the physical and digital equipment your business owns. Laptops, monitors, cameras, servers, vehicles, software licences, and lab gear all tend to drift across desks, sites, and people, and the moment something breaks or goes missing nobody can remember when it was bought, who has it, or whether it is still under warranty. This tool gives you a single sorted list where each asset has a serial number, a custodian, a purchase date, a value, and a warranty expiry.
Beyond peace of mind, an accurate register helps with insurance claims, end-of-year accounting, depreciation schedules, and audits. It also stops you replacing kit that already exists somewhere in the building. Whether you run a five-person studio or a fifty-person operations team, keeping a register makes asset decisions evidence-based instead of guesswork.
How it works
You add an asset by entering its name or model, category, serial number, the person or location it is assigned to, the purchase date, the purchase value, and the warranty end date. The list is searchable and sortable, so you can pull up everything assigned to a specific employee, every asset that expires its warranty this quarter, or the total value of a category in seconds.
Entries can be edited as ownership changes hands or as kit is retired. Because everything sits in one screen, doing a periodic stocktake becomes a quick reconciliation exercise rather than a multi-day project.
Examples
- Onboarding hand-off. When a new hire receives a laptop, log the serial, mark them as the custodian, and note the AppleCare expiry so future repairs are straightforward.
- Insurance claim. After a break-in, filter the register by location and export the loss list with serial numbers and original values ready for the insurer.
- Warranty sweep. Sort by warranty expiry to see which devices fall out of cover in the next 90 days and plan refresh budgets accordingly.
- Departing employee. Look up everything a leaver had checked out and confirm each item is returned before their last day.
FAQ
Should I track software licences here too?
Yes, treat each seat or key as an asset with a renewal date in the warranty field. It is the same problem shape as hardware.
What format should the serial number be in?
Whatever the manufacturer prints on the device. Keep it consistent so search remains useful.
Can I attach receipts or photos?
The register stores text fields. Put a reference code in the notes that maps to a folder of receipts in your finance drive.
How do I handle assets shared by a team?
Assign them to a location or team name in the custodian field rather than an individual, and put accountability with the team lead in the notes.
Is depreciation calculated automatically?
No. Use the purchase date and value as inputs and run depreciation in your accounting tool.