Tool inventory template
Every tool your team owns, by van, site and crib: its number, serial, who has it, what it's worth and when it's next due a service, a PAT test or a calibration check.
Free, no sign-up, no email. The tool inventory imports into ItemTally as it is.
Preview and print
Tool inventory
Check each van against its list once a month. Circle anything missing.
| Name | Barcode / asset ID | Serial number | Type | Location | Category | Assigned to | Value | Next service | Purchase date | Notes |
|---|---|---|---|---|---|---|---|---|---|---|
| Hilti TE 30-A36 rotary hammer | T-0042 | 1280411 | unique | Vans / Van 2 | power tools | Marek Nowak | 1199.00 | 2027-01-12 | 2024-01-12 | 2 x 5.2Ah batteries |
| Bosch GLL 3-80 line laser | T-0057 | 616000123 | unique | Vans / Van 1 | measuring | Jess Carter | 449.00 | 2026-10-01 | 2023-10-01 | Calibration overdue |
| Makita DCS553 metal cutting saw | T-0063 | unique | Yard / Workshop | power tools | 329.00 | 2027-03-02 | 2025-03-02 | |||
| Werner 3-way combination ladder | T-0071 | unique | Vans / Van 1 | access | 219.00 | 2026-11-30 | 2022-11-30 | Inspect before each use | ||
| Stanley FatMax 5 m tape | quantity | Vans / Van 2 | hand tools | 14.50 | Keep 2 per van | |||||
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
A tool inventory is the list behind a sign-out sheet: everything you own, where it normally lives and who carries it. For trades and maintenance teams the useful version treats each van as a location and keeps a next service date, because that's when you need to find a tool fast: when its PAT test, calibration or ladder inspection is due.
The Excel file highlights tools whose next service date has passed. The file imports into ItemTally as it is; vans become folders, and the numbers on your tools keep scanning.
The columns, and what to write
| Column | What to write | In ItemTally |
|---|---|---|
| Name | Make and model: Hilti TE 30-A36, not "big drill". | Name |
| Barcode / asset ID | The number engraved or stickered on the tool. | 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) |
| Location | Vans / Van 2, or Yard / Tool crib. Vans as their own locations. | Location (folder path) |
| Category | Power tools, measuring, access, hand tools. | Tags |
| Assigned to | Who carries it day to day. Blank for shared tools. | Custom field (pick it when matching columns) |
| Value | Replacement cost. Plain number. | Value |
| Next service | Service, PAT test or calibration due date. Overdue rows turn amber. | Custom field (pick it when matching columns) |
| Purchase date | Custom field (pick it when matching columns) | |
| Notes | Batteries, accessories, known faults. | 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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List by van and crib
Empty one van at a time onto a tarp and write down what's there. You'll find the tools nobody knew were missing, and the ones that belong to someone else.
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Number what's worth chasing
Engrave or label power tools, lasers, access equipment and anything over about 100 in your currency. Hand tools can be counted per van instead.
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Add service and inspection dates
Put the next PAT test, calibration or inspection date in Next service. Check your local rules for what's required and how often.
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Check each van monthly
Print a van's rows and tick them off. Circle what's missing and follow up while the last job is still fresh.
When you outgrow paper
When five vans share one spreadsheet
A tool list is easy to start and hard to keep true once tools move between vans every day. ItemTally tracks the moves.
| On the sheet | In ItemTally |
|---|---|
| Assigned to, edited when someone remembers | Hand a tool to someone with a scan; it shows as theirs until it comes back. |
| Monthly van check with a printout | Scan the van's label and the tools you can see. What wasn't seen is listed. |
| Next service column | Service and calibration dates on each tool, shown on Today when they're coming up or overdue. |
| Blades, bits and fixings | Counted stock per van, each with its own minimum. |
Moving over is one upload: the Tool 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
How often should I check the tool inventory?
Monthly per van works for most crews, plus a full check before insurance renewal. Shared, expensive tools are worth a weekly look.
Does ItemTally track tool location with GPS?
No. It records who has each tool and which van or site it's in, from scans. If you need live location for theft recovery, that takes a hardware tag.
Can I import this into ItemTally?
Yes. Name, Barcode / asset ID, Serial number, Type, Location, Category and Value match automatically. Pick Custom field for Assigned to, Next service 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.