The IT asset register your insurer and your finance team ask for

Start Your Free Forever Plan (No Credit Card)

The figures that make it a financial record

Each item carries purchase price, purchase date, supplier and warranty end — Financial & Purchase Records — alongside its make, model and serial number (Manufacturer, Model & Serial Numbers). Add the fields your own reporting runs on with Custom Fields: cost centre, department, purchase order number, finance category, refresh year, lease end.

Values are shown in your own currency, set once for the company, so a register, a filter and an export all read the same way.

An export shaped to whoever is asking

Filter first, export second: one office, one category, everything bought in a single year, everything over a value, everything charged to one cost centre. Powerful Search & Filters and Custom Field Filters build the list; Export Your Inventory turns it into a PDF for an insurer or a broker and a spreadsheet for finance.

• For the insurance schedule — the full list with serial numbers, purchase dates and prices, so cover is set against real figures rather than a round number.
• For the accountant — the underlying list behind the fixed asset register, with dates, prices, suppliers and categories, exported as a spreadsheet they can work from.
• For an auditor or a client's security review — what you hold, where it is and who is responsible for each item, with the movement history behind it.

Ask the AI Inventory Assistant what the estate is worth, or how many laptops are in one office, and it reads the same records the exports do.

What a claim actually needs, ready in advance

A claim goes faster when the specifics are already written down: the serial number, the purchase date and price, the supplier, and photographs of the actual unit from Asset Photos & Image Gallery. The invoice, the warranty certificate and the insurance schedule attach to the record they belong to with Document & File Attachments, so nothing has to be dug out of an inbox.

Behind each item is the trail of who had it and where it has been — Activity History & Audit Trail — which is the part that turns "a black 14-inch laptop, I think" into a specific machine with a specific serial number.

Proof that the register is still true

A register is worth what it is trusted for, so check it once a year: walk the floors scanning labels with Stocktakes & Inventory Audits and anything not scanned is flagged for you to chase. Kit at home addresses and in other offices is covered the same way, because the register knows where each item is meant to be — Track Assets by Location.

Dates that cost money if they pass — warranty end, lease end, support contract renewal, insurance renewal — sit on the item, filterable and visible to whoever takes the job over. On the Crew plan and above, Alerts Before a Date Passes emails the people you name in good time.

Building it from what you already have

• Import the spreadsheet you keep now — Import From a Spreadsheet — or bring a register across from Snipe-IT, EZOfficeInventory, Asset Panda or itemit.
• Photograph what is not on any list. Point a phone at a machine and AI photo identification writes the name, make, model and specifications.
• Label as you go so the annual check is a walk with a phone: QR Code Asset Labels and Custom Asset ID Formats.

What the free plan covers

Your data exports whenever you want it on every plan — Your Data Is Never Held Hostage — and the register is private to your company alone: Secure and Completely Private.

Start with the expensive things

Start free on the Free Forever plan — no card. Put the laptops and the meeting-room kit on first, with prices and serial numbers, and the rest follows in an afternoon.

There is more on the register itself in IT asset tracking that knows who has which laptop, on issuing and recovering kit in Starters and leavers, and on labelling in Asset tags and labels for laptops, monitors and docks.