Free Asset Inventory Template: An Asset Register for Excel and Google Sheets
Published · 7 min read
An asset register is the list of everything your team owns that's worth keeping track of: what it is, where it lives, its serial number, what it cost and when its warranty ends. Below is a free asset inventory template you can open in Excel or Google Sheets, what each column is for, an asset list example to copy, and how to turn the sheet into tagged assets you can scan.
What an asset register is, and what an inventory of assets needs
A small team's asset register answers the questions that come up every week: do we have a spare charger, where's the projector, which laptop is Sara's, is the camera still under warranty? An inventory of assets needs one row per thing you'd want to find, lend out or replace:
- What it is: a name people recognise, a category, a model.
- Which one it is: an asset tag number, and the serial number for anything with one.
- Where it lives: the room or location, and the cupboard, shelf or case inside it.
- What it's like now: in use, in storage, in repair, and which department uses it.
- Money and dates: what it cost, when you bought it and when the warranty ends.
Consumables like cables or batteries can share one row with a quantity. Expensive things that move around each get their own row and their own tag.
Free asset inventory template
The template is a CSV file, so it opens in Excel, Google Sheets, Numbers or LibreOffice. It has a header row and five example rows: delete those and add your own.
Download the asset register template (CSV)15 columns, 5 example rows. Free, no sign-up.
| Column | What to write | What it becomes in Hoardo |
|---|---|---|
| Name | What people call it: MacBook Pro 14, Projector | The item's name |
| Category | IT, AV and photo, Tools | Its category |
| Room | The location: Office, Store room | A room |
| Box # | The number written on the cupboard or case | The box's number |
| Box | The cupboard, shelf or case: IT cupboard | The box's name |
| Quantity | 1 for single assets, more for consumables | Its quantity |
| Asset tag | NW-00012 | Its Barcode / SKU, where asset tags live |
| Serial number | The maker's serial | A Serial number property |
| Model | Dell U2723QE | A Model property |
| Status | In use, In storage, In repair | A Status property |
| Department | Design, Marketing | A Department property |
| Purchase price | 2399 | Its price |
| Purchase date | 2025-02-10 | Its date |
| Warranty until | 2027-02-10 | A Warranty until date property |
| Notes | Anything else | Its notes |
Write dates as year, month, day (2027-02-10), so no spreadsheet mixes up the day and the month.
Asset list example
Here's the template's own example: a small studio's office and store room.
| Name | Box | Asset tag | Serial number | Warranty until |
|---|---|---|---|---|
| MacBook Pro 14 | #1 IT cupboard | NW-00012 | C02FK3XJMD6M | 2027-02-10 |
| Monitor 27 inch (3) | #1 IT cupboard | NW-00014 | 2027-08-20 | |
| Canon EOS R6 | #2 Camera case | NW-00031 | 083021004417 | 2025-11-20 |
| Projector | #3 AV cart | NW-00040 | X7HK1203345 | 2026-09-14 |
| Cordless drill | #5 Tool shelf | NW-00061 | 2026-03-02 |
Three monitors share one row and one tag because they're the same model on three desks. If you need to tell them apart, give each its own row and tag.
How to make an asset register in Excel or Google Sheets
- Open the CSV in Excel or Google Sheets and save it as your own file.
- Keep the header row exactly as it is: the names are what Hoardo reads.
- Freeze the top row and add a filter, so you can sort by room or status.
- Make Status a dropdown with data validation, so everyone writes "In repair" the same way.
- Walk the office one room at a time, cupboard by cupboard, and add a row for each thing.
- Write the asset tag number on each row before you print any labels.
That's asset management in Excel at its simplest, and for a few dozen things it works.
Asset tracking spreadsheet vs an app
An asset tracking spreadsheet is good at holding the list. It's bad at everything that happens to the list afterwards:
- Who has it now? A sheet only knows if someone remembers to type it in, and nobody does at the door.
- Labels and scanning. A row can't print its own tag, and a phone can't open a row by scanning a sticker.
- Reminders. The warranty column doesn't email you before it runs out.
- Many hands. Two people editing the same sheet on their phones ends in a mess or an old copy.
An app keeps the same columns and does those jobs. In Hoardo, things that people take go on an asset list: check one out to a name with a back-by day, see who has what, and spot what's late in red.
Turn the template into asset tags in Hoardo
- Bring the sheet over. Drop the CSV or your Excel file into Hoardo's chat. Hoardo plans where everything goes: rooms from the Room column, numbered boxes from Box # and Box, and a property for each extra column. You see the plan and can change it before anything is added. If it's not right afterwards, Undo takes the whole import back.
- Use the IT & equipment properties. Switch on Hoardo's set of suggested properties first and the import fills them: Serial number, Model, Status and Department find the properties with those names, and Status becomes a proper dropdown.
- Keep your tag numbers. The Asset tag column goes in with each thing's codes, where Hoardo keeps tags. In Settings › Item properties, with Barcode / SKU switched on, set the next tag number above your highest one, and new things carry on from there.
- Print and stick. Print the tags as barcode labels and a QR label for every cupboard and case. The guide to QR code asset tags covers paper, printers and where to stick them.
From then on, "Notify me?" beside Warranty until emails you before it ends, History keeps every change with who made it, and you can export any room, all rooms or a list back to a CSV whenever you want a spreadsheet again.
What this asset register is not
This template tracks physical things for the people who use them. It's not a fixed asset register for your accounts: there's no depreciation, no book value and no link to your bookkeeping, in the template or in Hoardo. If your accountant keeps a fixed asset register, keep it, and use this one to know where things are.
Questions about asset registers
What is an asset register?
A list of the things an organisation owns, with what each one is, where it lives, its serial number, what it cost and when its warranty ends. It's how a team finds, lends and replaces its things. The template here isn't a fixed asset register for accounting.
What should an asset inventory include?
A name, a category, the room and the cupboard or case it lives in, a quantity, an asset tag number, the serial number and model, its status, the department that uses it, the purchase price and date, the warranty end and notes.
How do I create an asset register in Excel?
Open the free template in Excel and keep its header row. Add one row per asset, freeze the top row, add a filter and make Status a dropdown with data validation. Give every row its asset tag number before you print labels.
Is there a free asset register template?
Yes, the CSV on this page. It opens in Excel, Google Sheets, Numbers and LibreOffice, and Hoardo can import it as it is.
Can I import my spreadsheet into Hoardo?
Yes. Drop an Excel or CSV file into Hoardo's chat. It plans the rooms and boxes from your columns and turns the rest into properties, and you check the plan before anything is added. See Move to Hoardo for other apps and files.