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Asset tracking spreadsheet & asset inventory template

A free asset tracking sheet for Excel or Google Sheets: one row per asset with where it is, who has it and what state it is in, a movement log for every move and handover, and a summary that flags expiring warranties and assets nobody has checked for a year.

Download Excel (.xlsx)Download CSVPrintable version
No email required Working formulas & dropdowns Excel, Google Sheets, LibreOffice
What’s inside

Sheets in the workbook

Each workbook opens on an Instructions sheet and includes clearly labelled example rows to delete before you start.

Asset inventory

Your asset list: 20 columns you fill in, using the same field names as Asetavo, plus four calculated columns.

Movement log

Date, asset, from/to location, from/to custodian and reason for every move. The asset name fills in from the inventory.

Summary

Total assets and cost, counts by status and category, warranties expiring within 90 days and assets due a physical check.

Instructions & Lists

How to use the file, and the dropdown values (categories, conditions, statuses, tag types) you can edit.

XLSXasetavo-asset-tracking-spreadsheet.xlsxExcel workbook · opens in Excel, Google Sheets, LibreOffice and NumbersCSVasetavo-asset-inventory-template.csvCSV · input columns and example rows only, for importing or pasting
How to use it

5 steps to a working asset tracking spreadsheet

  1. Download the Excel file (or the CSV), read the yellow example rows, then delete them.

  2. Agree an ID format, then add one row per asset. Group cheap identical items as one row (“Office chairs (set of 8)”) only if they never move separately.

  3. Label each asset with its ID — the free asset label generator prints QR or barcode sheets from a list of IDs.

  4. Log every move or handover on the Movement log sheet and update the asset’s location and custodian on the same day.

  5. Walk each room at least once a year, update “Last verified”, and work through the Summary’s warranty and overdue-check counts.

Column guide

What goes in each column

Teal-headed columns are yours to fill in; dark-headed columns are formulas. Dropdowns keep values consistent so the Summary can count them.

ColumnTypeWhat to enter
Asset IDYou fill inUnique, short and never reused — e.g. AST-001001. Print it on the asset’s label.
Asset name / DescriptionYou fill inWhat it is, specific enough to recognise: “Dell Latitude 5440 laptop”, not “laptop”.
CategoryDropdownIT equipment, Audio-visual, Furniture & fittings, Vehicles, Plant & equipment, Tools, Office equipment, Other.
Site / property, Room / locationYou fill inWhere the asset normally lives. Use the same room names every time.
Department, CustodianYou fill inWho is responsible for it day to day.
Manufacturer, Model, Serial numberYou fill inLets you prove which physical item a row refers to, and helps with warranty claims and theft reports.
Acquisition date, Purchase costYou fill inDates as real dates (YYYY-MM-DD); cost as a plain number.
ConditionDropdownNew, Good, Fair, Poor, Scrap.
StatusDropdownIn use, In store, In repair, In transit, Disposed, Lost, Written off.
Tag type, Tag code / EPCDropdownQR, Barcode, NFC, UHF RFID or None yet — and the code on the tag (often the Asset ID).
Warranty expiry, Last verifiedYou fill inLast verified is the date someone last physically saw the asset.
Age (years)FormulaYEARFRAC from the acquisition date to today, to one decimal.
Warranty statusFormulaExpired, Expires within 90 days or In warranty.
Days since verifiedFormulaToday minus Last verified.
Verification overdue (365+ days)FormulaYes, No or Never verified — your list for the next walk-round.

The formulas, in case you want to adapt them

Warranty status (column V)
=IF(R2="","",IF(R2<TODAY(),"Expired",IF(R2-TODAY()<=90,"Expires within 90 days","In warranty")))
Verification overdue (column X)
=IF(A2="","",IF(S2="","Never verified",IF(TODAY()-S2>365,"Yes","No")))
Asset name in the movement log (column C)
=IF(B2="","",IFERROR(INDEX('Asset inventory'!$B$2:$B$1001,MATCH(B2,'Asset inventory'!$A$2:$A$1001,0)),"Not in inventory"))
Example

Worked example: five assets

These are the example rows in the workbook (shortened). Calculated columns depend on today’s date, so yours will differ.

Asset IDAssetLocationCustodianStatusWarrantyLast verified
AST-001001Dell Latitude 5440 laptopFinance office 2.04Amina HassanIn use2029-01-152026-09-30
AST-001002Epson EB-FH52 projectorBoardroom 1.01Grace NjeriIn use2026-05-20 (expired)2025-06-12 (overdue)
AST-001003Office chairs (set of 8)Open office 1.10Brian KimIn use—Never verified
AST-001004Honda EU22i generatorStore room BPeter OtienoIn repair—Never verified
AST-001005Toyota Hilux double cabVehicle bay 3Joseph MwitaIn use2028-07-012026-08-18

The movement log shows the generator going to a repair vendor on 2 September — so a count that finds it missing from Store room B is explained, not a loss.

Scope

What to put in an asset inventory list

Track anything that is valuable, portable, shared or that you would have to replace if it disappeared: laptops, phones, projectors, tools, test equipment, vehicles, furniture in bulk. Consumables you use up (paper, cable ties, cleaning stock) belong in a stock list, not an asset inventory.

If your accountants keep a fixed asset register for depreciation, this tracking spreadsheet is the operational view of the same assets. Use the same Asset IDs in both so they can be reconciled — or use the fixed asset register template, which has depreciation built in.

Fixed asset register template (with depreciation) Equipment tracking spreadsheet & sign-out sheet IT asset inventory template
Google Sheets

Use it in Google Sheets

The workbook is a standard .xlsx file, so it opens in Google Sheets without a separate version. Upload it to Google Drive, open it, and choose File → Save as Google Sheets — or open a blank sheet and use File → Import → Upload → “Replace spreadsheet”.

Formulas, dropdown lists and frozen header rows carry over. If dates you type are not recognised, check File → Settings → Locale so the sheet expects the same date format you use.

Spreadsheet vs software

When to move from a spreadsheet to asset tracking software

A spreadsheet works while one person maintains it and assets rarely move. These are the signs it is time to switch:

  • Several people edit the file and you find conflicting copies, or nobody knows who changed a location.
  • Assets move every week and the movement log is always behind.
  • A physical count takes days because every item has to be found by hand in a long list.
  • You need to know who has a laptop or tool right now, and when it is due back.
  • Auditors or managers ask for a history of an asset that the spreadsheet cannot show.
Free asset tracking software (Starter plan) Moving from Excel to asset management software Asset register feature
Printable version

Printable asset inventory list

Prefer paper for the first walk-round? Print this list (or save it as a PDF), fill it in room by room, then type it into the spreadsheet.

Choose “Save as PDF” as the printer to download a PDF. Only the document below prints.

Asset inventory list
Room-by-room asset inventory sheet
OrganisationRef.

Location details

Site / property
Room / location
Date
Department
Checked by
Page ___ of ___

Assets in this location

Asset ID / tagAsset name & descriptionSerial numberCustodianConditionStatusNotes
       
       
       
       
       
       
       
       
       
       
       
       
       
       
       
       

Condition: New / Good / Fair / Poor / Scrap. Status: In use / In store / In repair / In transit. Write “NO TAG” in the first column for items without a label.

Sign-off

Checked by
Name
Signature
Date
Custodian / department head
Name
Signature
Date
Free template from asetavo.com/templates · Adapt it to your organisation’s policies.
In Asetavo · Asset register

Ready to move beyond the spreadsheet?

In Asetavo, scanning a tag opens the asset, every move and handover is logged for you, and stock-takes reconcile against the register.

  • Start free: up to 100 assets and 2 users, QR and barcode labels
  • Import your completed spreadsheet yourself with the Excel/CSV import wizard
  • Export to Excel or CSV at any time, on every plan
Start freeSee asset register
FAQ

About this template

It is a spreadsheet with one row per physical asset that records what the asset is, its unique ID, where it is, who is responsible for it, its condition and status. A movement log alongside it records every move and handover, so the inventory stays current.
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