Church asset management Everything your church owns, room by room.
Hoardo is free church asset management software: the sanctuary's AV kit, the hall's tables and chairs, the kitchen cupboards and the youth room all sit in one inventory that every volunteer can open on their phone. Lend things to members, book the hall's kit and know what's running low. There's nothing to install.
100% free, no paid plan · Nothing to install · Every volunteer
Church asset management in three steps
Make a room for each space
The sanctuary, the fellowship hall, the kitchen, the youth room, the store. In each, add a numbered box for every cupboard, shelf, case or cart, and write the number on the real one.
Add what's in them
Type it, say it out loud or take a photo of an open cupboard and check what Hoardo lists. Hymn books get a count, the projector gets its serial number and an asset tag.
Share it with your volunteers
Invite the people who look after each space. They see what's where, scan a label to open a cupboard and lend things out with a back-by day.
Church inventory management without a spreadsheet
A spreadsheet tells you the church owns 80 folding chairs. It doesn't tell the person setting up for Sunday lunch which store they're in. Hoardo keeps your church inventory the way the building is laid out: rooms for the spaces, numbered boxes for the cupboards and stores, and the things inside them with how many there are.
Every item can have up to five photos, a category and notes like “spare bulbs are in the blue tin”. Print a QR label for each cupboard and stick it on the door: scanning it opens the cupboard in Hoardo, so the next volunteer sees what should be inside before they open it. Call things what your church calls them by renaming “Box” to “Cupboard” for a room.
Church inventory software for AV, furniture and the kitchen
Switch on Hoardo's IT & equipment properties and the projector, the mixing desk and the wireless mics keep their serial number, model, status, purchase date and next service date. Status is a dropdown: In use, In storage, In repair, Lost or Retired. Add your own properties too, like “Donated by”, as text, numbers, dates, yes or no, or a dropdown.
Give each piece of equipment a numbered asset tag, like STM-00012, and print the tags as barcode labels on A4 sticker sheets or a label printer. Scan a tag with your phone and the item opens, with everything that happened to it in its History: who added it, moved it and lent it out.
Lend equipment to members and groups
The youth group borrows the projector, a family borrows the gazebo for a party. Put the things people borrow on an asset list and its button checks them out to a name, a person or a group, with a back-by day. The list's owner gets a reminder before it's due, late things turn red, and scanning the tag when it comes back checks it in.
Each item's History keeps every loan, so next time someone asks who had the PA speaker last, the answer is there.
Book the hall's tables, chairs and urn
Weddings, funerals, baptism parties and the scouts all want the same tables. A renting list books things by the day: Hoardo warns you when a booking clashes with another, shows what's being picked up today and what's out with whom until when.
Leave the price and deposit empty for church members, or fill them in if you hire the hall's kit out to others.
Candles, coffee and supplies that run out
Altar candles, communion cups, coffee, tea lights and cleaning supplies get a count. Tap “Notify me?” on an item's quantity and say how few is too few: when the count gets there, Hoardo emails whoever set the alert, so the sacristan or the kitchen team orders before Sunday, not after.
Volunteers, room by room
Share each room with the people who look after it, and pick what each person can do: edit, or only view. The youth leaders get the youth room, the welcome team the kitchen, the AV team the sanctuary's cabinet. Lists are shared on their own too, so a youth leader can see what's lent out without getting the sanctuary.
Volunteers sign in with a code from their email, or with Google or Microsoft: there are no passwords to forget. Every change is in History with who made it, and a change made by mistake can be restored.
Inspections and services, remembered
The fire extinguisher's inspection, the boiler service, the end of the projector's warranty: any date an item keeps can remind you. Tap “Notify me?” beside the date and pick when, from the day itself to 30 days before or after. Hoardo sends an email and a notification in the app to whoever set it.
Each date on an item has its own reminder, so the extinguisher can remind you about its inspection while the PA speaker reminds you about its warranty.
A church inventory for insurance and the council
Insurers, treasurers and church councils ask for a list of what the church owns. With photos, prices and serial numbers on the items, that list already exists: export any room, or every room at once, as a CSV file that opens in Excel, Numbers or Google Sheets.
If you already keep an inventory in a spreadsheet, drop it into Hoardo's chat and it plans the rooms, boxes and properties from your columns before anything is added.
Asset management for nonprofits
What works for a church works for the food bank, the charity shop, the community centre and the club that shares its building. Nonprofit inventory management is mostly the same three questions: what do we have, where is it, and who has it.
Food pantry inventory software
Make each shelf, crate and freezer a box and give every product a count. A stocktake list counts the shelves against what Hoardo expects, low-stock alerts say when the pasta runs low, and a best-before date on an item can remind you before it passes. It works as food bank inventory software for small teams: it doesn't track batches or lots.
Thrift store and donation inventory
Keep a “Donated by” property on what comes in, then put what's for sale on a selling list with its price. Your selling lists share one sale page where people can see what's for sale and email you an offer. It doesn't take payments.
What Hoardo doesn't do for a church
Hoardo keeps track of the things your church owns and lends. Other jobs need other tools:
- No donor management, giving or tithing: “Donated by” is only a property on an item.
- No accounting, budgets, depreciation or book values.
- No member directory or children's check-in: who borrows something is a name you type or pick.
- No calendar for the building itself: bookings are for things on a list, like tables and the urn.
- No batch or lot tracking for food, and no reports or dashboards.
Free for every church, every feature included
Hoardo is 100% free, with no paid plan: every room, every item and every volunteer, with lending, bookings, labels and reminders included. There's no price per user, so the whole rota can join.
Your list stays yours. Export it as a CSV whenever you like.
Questions about church asset management
What is church asset management?
Church asset management is keeping a list of everything a church owns, like AV equipment, furniture, kitchen gear and seasonal decorations, with where each thing is and who has borrowed it. Hoardo does that with a room for each space, numbered boxes for cupboards and stores, and the items inside them.
Is there free church inventory software?
Yes. Hoardo is free with every feature included: rooms, labels, asset tags, lending, hall bookings, low-stock alerts and reminders, for as many volunteers as you invite. There's no paid plan.
How do churches keep track of equipment?
Give every space a room and every cupboard a numbered box, put a QR label on each cupboard and an asset tag on each piece of equipment, and note who borrows what on a lending list. Hoardo keeps all of that on everyone's phone and shows who changed what.
Can volunteers update the inventory?
Yes. Share a room with a volunteer and pick whether they can edit or only view it. They sign in with a code from their email, Google or Microsoft, and History shows who changed what.
Can we lend equipment to members?
Yes. On an asset list, check a thing out to a member or a group with a back-by day. The list's owner gets a reminder before it's due, late things turn red and scanning the tag checks it back in. To book the hall's tables and chairs ahead, use a renting list.
Does it work for other nonprofits and food pantries?
Yes. Food pantries, food banks, charity shops and community centres use rooms, shelves and counts the same way, with stocktake lists and low-stock alerts. Hoardo doesn't track food batches or donors.
Can we export a list for insurance?
Yes. Export a room, or every room at once, as a CSV file with each item's quantity, price, category and notes, and open it in Excel or Google Sheets.
Put your church's things on the map
Free, with every feature included. Add the hall and its cupboards tonight, and invite your volunteers tomorrow.
- 100% Free
- No Credit Card
- No Storage Shame