Tool Inventory Spreadsheet

Who this is for

What the tools are worth, added up. Each row takes a tool or a set, its make and model, serial number, when it was bought, how many and what each is worth, and the line and grand totals are worked out for an insurer, a sale or your own curiosity.

Anyone with tools worth insuring — home workshops, gardeners with power kit, tradespeople keeping a personal record separate from the business books.

What this helps you track

• A valued list of tools and machines that an insurance claim can be built on
• Serial numbers in one place, which is what the police and the insurer ask for after a theft
• The total value of the collection, and which items carry most of it
• Where each tool lives, for the day it is not there

How to use it

1. Work through the shed, garage and van and give each tool or set of tools a row.
2. Record the make and model and copy the serial number from the tool itself, not the box — they can differ.
3. Enter the quantity and a value per item — replacement cost, what you paid or a current estimate, but say which in the notes and be consistent.
4. The browser and spreadsheet versions multiply quantity by value for each line and total the sheet.
5. Photograph the expensive items and keep the photos with the receipts; the notes column can say where those are.
6. Update it when you buy or sell; a stale inventory is nearly as useless as none.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Should I use replacement cost or what I paid?

Ask your insurer which basis your policy uses, then use that throughout. Mixing the two on one sheet makes the total meaningless. Write the basis you chose in the notes.

How is this different from the shed inventory?

The shed inventory is a where-things-are list with no values, for finding and checking. This one is the valued register for insurance and sale. Many people keep both.

Does it cover tools I lend out?

It records what you own and where it should be. For tracking who has borrowed what, the equipment loan register on this site is the right sheet.

Can I include the garden machines?

Yes. The category list has a line for them, and the maintenance log for outdoor equipment covers their servicing separately.