Church inventory template
Everything the church owns, by room and ministry: the AV desk, the kitchen, the hall chairs, the children's ministry cupboard. With values for the insurer and a named contact for each area.
Free, no sign-up, no email. The church inventory imports into ItemTally as it is.
Preview and print
Church inventory
| Name | Barcode / asset ID | Serial number | Type | Quantity | Location | Ministry | Contact | Category | Value | Purchase date | Notes |
|---|---|---|---|---|---|---|---|---|---|---|---|
| Behringer X32 Compact mixing desk | AV-001 | S1902034 | unique | Main hall / AV desk | Worship | Dan Hughes | av | 1899.00 | 2022-05-01 | ||
| Sennheiser EW 100 G4 radio mic | AV-004 | unique | Main hall / AV desk | Worship | Dan Hughes | av | 549.00 | 2023-01-20 | Belt pack and headset | ||
| Stacking chairs, blue | quantity | 120 | Church hall / Store | Buildings | Ruth Adeyemi | furniture | 38.00 | ||||
| Urn, 20 litre | K-012 | unique | Church hall / Kitchen | Kitchen | Margaret Shaw | kitchen | 89.00 | PAT tested 2026-03 | |||
| Yamaha P-125 digital piano | MUS-002 | BCZX01022 | unique | Main hall / Stage | Worship | Dan Hughes | music | 649.00 | 2021 | Donated by the Patel family | |
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
Church inventories are kept by volunteers, spread across a sanctuary, a hall, a kitchen and several cupboards, and needed mostly by the insurer and after something goes missing. The useful version is organised by room, has a ministry and a contact for each item, so the right volunteer gets asked, and records donations, because people ask what happened to the piano they gave.
The AV desk is usually the most valuable corner and the one where kit is lent out most: radio mics, cables and laptops going home with volunteers on a Saturday. For those, pair this list with a sign-out sheet.
The columns, and what to write
| Column | What to write | In ItemTally |
|---|---|---|
| Name | What it is, the way your team says it. | Name |
| Barcode / asset ID | The number on the sticker, if it has one. | 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) |
| Quantity | How many you have now. Whole numbers only. | Quantity |
| Location | Building / room: Main hall / AV desk. | Location (folder path) |
| Ministry | Worship, children's, youth, kitchen, buildings. | Custom field (pick it when matching columns) |
| Contact | The volunteer or staff member who looks after it. | Custom field (pick it when matching columns) |
| Category | AV, furniture, kitchen, music, outreach. | Tags |
| Value | Replacement value for one, as a plain number. | Value |
| Purchase date | Or the year it was donated. | Custom field (pick it when matching columns) |
| Notes | Donated by, insured separately, on loan from. | 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
-
Go room by room
One volunteer per area works well: the AV team lists the desk, the kitchen team lists the kitchen. Merge the sheets after.
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Sticker the valuable things
AV kit, instruments and anything that leaves the building. Chairs and crockery are counted, not stickered.
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Record values for insurance
Use replacement value. Photograph the AV desk and the instruments; insurers ask for photos after a claim.
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Review once a year
Before the insurance renewal, print each room's list and walk it with that area's contact.
When you outgrow paper
When the volunteers change over
Church inventories decay when the volunteer who kept them moves on. ItemTally keeps the list with the church.
| On the sheet | In ItemTally |
|---|---|
| Kit lent to volunteers on a sign-out sheet | Volunteers get a My things link to see and return what they hold. No account, no password. |
| The spreadsheet on one person's laptop | One shared register; viewers are free on every plan. |
| Insurance list rebuilt every year | An inventory report with values, exported whenever the insurer asks. |
| Sunday set-up from memory | Kits for the things that go out together: the youth night bag, the outdoor service box. |
Moving over is one upload: the Church inventory 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 should a church inventory include?
Anything you'd claim for after a fire or a break-in: AV and music equipment, furniture, kitchen equipment, computers, and items of historic or sentimental value. Record donated items with the donor's name.
How do volunteers borrow equipment?
On paper, with a sign-out sheet at the AV desk. In ItemTally, a volunteer can take kit through self-service or be handed it by an editor, and returns through their own link.
Can I import this into ItemTally?
Yes. Name, Barcode / asset ID, Serial number, Type, Quantity, Location, Category, Value and Notes match on their own. Pick Custom field for Ministry, Contact and Purchase date.
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.