Free template · Small Business Operations
IT Asset Register Template
An IT asset register lists every piece of IT equipment and software a business owns, with who has it, its serial number, purchase date, warranty and status. It helps small IT teams know what they have, recover devices from leavers, and plan replacements before warranties run out.
Who it's for: IT admins, office managers and small businesses without dedicated asset software.
Free, no email needed. Google Sheets: download the .xlsx, then File > Import > Upload.
Preview
These are the real columns with example rows. Click Try it here to type your own rows and download them.
| Asset tag | Type | Make and model | Serial number | Assigned to | Purchase date | Warranty ends | Status | Notes |
|---|---|---|---|---|---|---|---|---|
| IT-0142 | Laptop | Dell Latitude 5440 | 7HX2KQ3 | P. Sharma | 2024-03-11 | 2027-03-10 | In use | Battery replaced 2026 |
| IT-0143 | Laptop | MacBook Air M2 | C02XK1LZ | In stock | 2024-05-02 | 2025-05-01 | In stock | Warranty expired |
| IT-0201 | Monitor | LG 27UP850 | 301NTAB4K | Meeting room 2 | 2023-11-20 | 2026-11-19 | In use | |
| LIC-011 | Licence | Microsoft 365 Business, 25 seats | Company | 2026-01-01 | 2026-12-31 | In use | Renews annually |
What goes in each column
| Column | What goes in it | Example |
|---|---|---|
| Asset tag | Your internal ID | IT-0142 |
| Type | Laptop, Monitor, Phone, Licence, Network | Laptop |
| Make and model | Device details | Dell Latitude 5440 |
| Serial number | Manufacturer serial | 7HX2KQ3 |
| Assigned to | Person or location | P. Sharma |
| Purchase date | Date bought | 2024-03-11 |
| Warranty ends | Warranty expiry | 2027-03-10 |
| Status | In use, In stock, Repair, Retired | In use |
| Notes | Condition or history | Battery replaced 2026 |
Why these columns: Small businesses mostly lose track of devices at two moments: when staff leave and when warranties expire. Assigned to and Warranty ends cover both.
How to use it in 5 steps
- Tag every device with an asset number and add it here the day it arrives.
- Record Assigned to whenever a device changes hands.
- Sort by Warranty ends each quarter to plan replacements and renewals.
- When someone leaves, filter by their name to collect everything back.
- Mark disposed devices Retired rather than deleting them, for audit history.
Spreadsheet, dedicated software, or Notion?
| Option | Best for | Falls short when |
|---|---|---|
| This spreadsheet | Up to a few hundred assets, no budget for tools | No link to tickets, users or infrastructure |
| IT asset management software | Larger fleets with automatic discovery | Licence costs and setup time |
| Notion version | Assets, users, help desk tickets and infrastructure connected | Needs Notion |
If the free spreadsheet does everything you need, stick with it. The Notion version is for when you want the pieces connected.
Want it connected? IT Admin Command Center
The spreadsheet is one table. The Notion system links it to everything around it:
- Help desk tickets linked to users and their devices
- Assets, users and infrastructure in one workspace
- Licence and renewal tracking
- Onboarding and offboarding checklists
Instant duplicate link after purchase.
Questions
What should an IT asset register include?
Asset tag, type, model, serial number, who has it, purchase date, warranty and status are the core fields.
Should software licences go in the register?
Yes. Track them with seat counts and renewal dates.
How often should the register be audited?
A physical check once or twice a year is common for small businesses.
What is an asset tag?
An internal ID label stuck on each device so it can be matched to its row.