Inventory management for non-profits, from the marquee to the van

Start Your Free Forever Plan (No Credit Card)

Show a funder exactly what their grant bought

Every item can carry the price, the purchase date, the supplier and the funder — see Financial & Purchase Records. Add your own field for the grant or appeal it came from with Custom Fields, then pull back everything bought with that grant in one click using Custom Field Filters.

• The paperwork lives on the item. The invoice, the receipt, the grant letter and the warranty attach to the record they belong to — Document & File Attachments.
• A photograph of the actual thing shows it exists and what condition it is in: Asset Photos & Image Gallery.
• Export the list as a PDF or a spreadsheet for the monitoring report, the trustees, the annual accounts or the insurer — Export Your Inventory. Filter first to exactly what the person asking wants: Powerful Search & Filters.

A yearly walk round with a phone confirms it is all still there, and anything not scanned is flagged: Stocktakes & Inventory Audits. Every movement is kept, so an item shows where it has been and who had it — Activity History & Audit Trail.

Volunteers sign kit out in seconds, with nothing to learn

Kit is checked out to a named person, a group or a place by whoever is running the store — Check Items In and Out. A volunteer who turns up for one Saturday needs no account: their name goes against the gazebo, and the record shows it. One search then answers "who has the good speaker", and another answers "what has not come back".

Put a date on anything that has to return and Checked-Out & Overdue Alerts shows you what is past it.

Regular volunteers can have their own access instead, with the Scanner role: scan items in and out, run a stocktake and flag a fault, without being able to change or delete anything. Trustees and funders' representatives can have a read-only Viewer login. See Add Your Whole Team — extra people come with the Crew plan and above — and Guided Tours, which walk a new helper through it on their own phone.

It is a scan and a tap on the Mobile QR Scanner, and it Works on Any Device somebody already has in their pocket. For more on the sign-out itself, see Who has it, and when is it back.

A store, a hall and a shipping container

Treat every store cupboard, hall, container, garage, shop and vehicle as a location and "where is the urn" becomes a lookup: Track Assets by Location and Vehicle & Van Tracking. Group the list the way your organisation is actually organised — by project, by branch, by depot or by the group that uses it — with Folders and Categories.

Build the kit for a stall, a fête, a collection round or a coffee morning once and reuse it — gazebo, tables, urn, float tin, banners — with Lists & Kits. Scan it aboard the van in the morning and anything missing is on screen before you leave.

When two groups want the same PA on the same Saturday, put the shared items on the Asset Booking Calendar, so the hall, the minibus and the good camera are booked in advance. If you let equipment or a room out to raise funds, the rate, the invoice and a card payment link are already there: Charging for lettings, hire and deposits.

Labels that outlast the volunteers

Each item gets an Asset ID in your own format — NP-000042, KIT-0118, whatever the store already calls things (Custom Asset ID Formats) — and a QR label to match, printed on the sticker stock you buy with the Custom Label Designer and Standard Label Sheet Support. Run off blank codes in advance and assign them as donations arrive (Pre-Print Codes in Bulk, Assign Pre-Printed Stickers).

Scan one with a phone camera and the record opens on the spot — what it is, whose it is, what it cost: Instant Scan Lookup.

The dates that cost money if they pass

The PAT test on the urns and the extension leads, the minibus MOT, the insurance renewal, a service on the ride-on, the inspection on the bouncy castle: put the date on the item and it is recorded, filterable and visible to whoever takes over. On the Crew plan and above, Alerts Before a Date Passes emails the people you name in good time. There is more on this in Inspection dates and safety records.

What the free plan actually covers

For a small organisation with one person keeping the list, that is the whole job — no card, no trial ending, and your data exports whenever you want it on every plan (Your Data Is Never Held Hostage). It is private to your organisation alone: Secure and Completely Private. See Free Forever Plan for the detail.

Getting started before the next event

• Bring in the list you already keep — Import From a Spreadsheet.
• Or photograph it. Point a phone at an item and AI photo identification writes the name, make, model and specifications for you.
• Add the people who need it, with the access you choose: One Shared, Live Inventory.

Start with the kit that goes out most — the gazebos, the PA, the urns and the tables. The rest follows in an afternoon, and it stays with the organisation when the people change: When the person who ran it leaves and The asset register everyone asks you for.