IT and Computer Equipment Inventory

Who this is for

Every computer, screen, phone and switch, with the details you need when one fails. Tag and serial number, who has it, when it was bought, when the warranty runs out, and what it is worth on your books.

IT technicians, office managers and small firms without a management console — anyone who has had to ring a supplier and admit they cannot find the serial number.

What this helps you track

• Which machines exist, what they are and where their serial numbers are written down
• Who holds each device, so a leaver's kit can be collected in full
• When each item was bought and when its warranty or support cover ends
• The value of the equipment in use, for insurance and for replacement budgeting
• A tag-by-tag record to check a physical count against

How to use it

1. Fill the header with the organisation, the site, who is compiling the list and the date it was checked.
2. Give each device a tag or reference of your own if it does not already carry one, and write it in the first column so the sheet and the machine can be matched later.
3. Copy the serial number exactly as it appears on the device. This is the field a supplier will ask for, and the one nobody can find under a desk on the day.
4. Record who holds the device, the purchase date and the date the warranty or support contract ends. For stock not yet issued, write the store location instead of a name.
5. Enter the unit cost on whatever basis your accounts use; line value, the totals and the summary are worked out for you in the browser and workbook.
6. Check the warranty column before authorising any repair, and revisit the whole list when staff join or leave.

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 every laptop be its own line?

Yes, where it has a serial number — the point of this sheet is that a line identifies one machine. Group only unserialised consumables such as cables or adapters, using the quantity column.

What goes in the tag column if we do not tag our kit?

Anything consistent: a short code, the room number plus a digit, or the last four characters of the serial. A tag you invent and stick on is easier to read out over the phone than a long serial number.

Does it track software licences?

No — it is a hardware count. Licences, renewals and subscriptions belong on a renewals sheet where the cost recurs; this sheet values items you own.

Can it be used for a leaver or a new starter?

Filter or sort by the assigned-to column and you have the list of what one person holds. The browser version keeps its data in your own browser, so an interim copy can be printed for a handover.