Asset register template
One row for each thing worth tracking: its ID, serial, where it lives, who's responsible, what it cost and when the warranty ends. For schools, offices, studios and any team that's asked "what do we actually own?".
Free, no sign-up, no email. The asset register imports into ItemTally as it is.
Preview and print
Asset register
One row per asset. Check the location column against the room once a year.
| Name | Barcode / asset ID | Serial number | Type | Category | Location | Assigned to | Purchase date | Value | Supplier | Warranty until | Condition | Notes |
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Dell Latitude 5440 laptop | IT-0103 | 7HQK2Z3 | unique | IT | Main building / IT room | Chris Evans | 2025-08-20 | 1049.00 | Dell | 2028-08-20 | Good | |
| Epson EB-W51 projector | AV-022 | X8JF4401227 | unique | AV | Main building / Room 12 | 2024-01-15 | 529.00 | AV Direct | 2027-01-15 | Good | Lamp replaced 2026-05 | |
| Herman Miller Aeron chair | F-0310 | unique | Furniture | Annex / Office 2 | Finance team | 2023-06-02 | 1295.00 | Office Co | 2035-06-02 | Good | ||
| Canon EOS R6 camera body | AV-014 | 083021004417 | unique | AV | Media store / Cage | Media department | 2024-09-10 | 2299.00 | Camera World | 2026-09-10 | Fair | Warranty expired; sensor cleaned 2026-02 |
| Makita DHP485 drill driver | WS-031 | unique | Tools | Workshop / Tool wall | Facilities | 2025-02-11 | 189.00 | ToolStation | 2028-02-11 | Good | ||
Your browser's print dialog can also save the sheet as a PDF. Example rows are shown in green and only print if you tick the box.
What it's for
An asset register is the list you're asked for at the worst moments: after a break-in, at the insurance renewal, when an auditor visits or when someone leaves and nobody knows which laptop was theirs. It answers four questions for each thing: what is it, where is it, who's responsible, and what's it worth.
This template is for physical assets you'd want to find and account for. It isn't a fixed asset register for depreciation; your accountant keeps that one. The file imports straight into ItemTally: Name, Barcode / asset ID, Serial number, Type, Category, Location and Value match on their own, and the other columns become custom fields with one click each.
The columns, and what to write
| Column | What to write | In ItemTally |
|---|---|---|
| Name | What it is: make and model beats "laptop". | Name |
| Barcode / asset ID | The number on the asset sticker. If you're starting fresh, print stickers with the label generator. | Barcode or code (old labels keep scanning) |
| Serial number | From the maker's plate or the box. Useful for insurance and warranty claims. | Serial number |
| Type | unique for a one-off thing you lend (it has its own history), quantity for stock you count. | Kind (counted or unique) |
| Category | Furniture, IT, AV, tools, vehicles. Insurers ask by category. | Tags |
| Location | Building / room. A path you can walk to. | Location (folder path) |
| Assigned to | The person or team responsible. Blank if it's shared. | Custom field (pick it when matching columns) |
| Purchase date | As 2026-03-14 so it sorts. | Custom field (pick it when matching columns) |
| Value | What it cost, or what it would cost to replace. Plain number. | Value |
| Supplier | Where it came from. Useful for warranty claims. | Custom field (pick it when matching columns) |
| Warranty until | End date. Sort by it once a quarter. | Custom field (pick it when matching columns) |
| Condition | Good, fair, needs repair, retired. | Custom field (pick it when matching columns) |
| Notes | Anything else worth knowing. | Notes |
Keep numbers plain (249.00, not €249) and write dates as 2026-10-16. Saving a CSV from Excel? Choose CSV UTF-8; it saves the tab you're on.
How to use it
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Set a threshold
Decide what's worth a row. Common choices: anything over 100 to 250 in your currency, plus anything that's easy to walk off with (laptops, cameras, tools) regardless of price.
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Walk room by room
Fill in the register by location, not from old invoices. You'll find things that aren't on any invoice and miss nothing in the corner cupboard.
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Sticker as you go
Put an asset sticker on each item as you list it, and write the number in Barcode / asset ID. The label generator prints QR or barcode stickers on A4 or Letter sheets.
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Name an owner for shared things
Assigned to can be a team. "Everyone" means nobody notices when it goes.
-
Check it once a year
Print the register by location and walk it. Mark what's missing, what moved and what should be retired.
When you outgrow paper
When the register has to keep up
A register is accurate on the day you finish it. Keeping it accurate is the hard part. ItemTally records changes as they happen.
| On the sheet | In ItemTally |
|---|---|
| Location column goes out of date | Moves are logged when someone scans an item into a new place. |
| Assigned to, updated by hand | Handovers record who has what, with dates and an optional signature. |
| Annual check with a printout | Scan a room's label to count it; anything not seen is listed for you. |
| Insurance list built at renewal | Inventory report and CSV export, with values, whenever you need them. |
Moving over is one upload: the Asset register tab imports with its columns matched, and you can import it again later to update what's there. Free for one editor and ten borrowers, with unlimited items. Scanning works in your phone's browser. How switching works.
Questions people ask
What's the difference between an asset register and an inventory?
An asset register lists individual things you keep and account for, each with an ID. An inventory usually means stock you use up and reorder. Many teams have both; ItemTally keeps them in one register.
Should I include depreciation?
Keep depreciation in your accounts. This register tracks where things are and who's responsible, and its Value column is for replacement and insurance.
Is there a version for schools?
This one works as a school asset register: use departments as Location (Science / Lab 2) and Assigned to for the head of department. Add a column for the funding source if your trust asks for it.
Can I import it into ItemTally?
Yes, as it is. Eight columns match automatically; pick Custom field for Assigned to, Purchase date, Supplier, Warranty until and Condition and they come across too.
Keep the columns. Lose the clipboard.
ItemTally reads this file as it is, and your labels keep scanning.
Free for one editor and ten borrowers, with unlimited items. No card needed.