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Free IT Inventory Template

Q: Is there a free IT inventory template?

Yes. The template on this page is completely free. You can download it for Excel or Google Sheets without providing an email address. It includes standard fields to track IT assets effectively.

Q: How often should I update my IT inventory?

Update your inventory whenever assets are purchased, assigned, moved, or retired. Many organizations also run a quarterly or annual audit to catch anything that slipped through the cracks. The more frequently you update, the more useful your inventory will be.

Download our free IT inventory template to track all your organization's hardware, software, and equipment in one place. Available for Excel and Google Sheets - no email required.

Download for Excel Download for Google Sheets

What's Included in This Template

This IT inventory template gives you a ready-to-use structure for tracking every asset in your organization. Here's what you'll find:

Asset identification

Asset name, asset type (laptop, monitor, server, phone, etc.), manufacturer, model, and serial number. These fields let you uniquely identify every piece of equipment.

Assignment tracking

Assigned user, department, and location fields help you know exactly who has what and where it is - critical for onboarding, offboarding, and audits.

Financial details

Purchase date, purchase price, vendor, and warranty expiration. You'll have the data you need for budgeting, depreciation tracking, and warranty claims.

Status management

A status field (In Use, In Storage, Retired, Under Repair) so you can see your inventory at a glance and know what's available.

Notes

A free-form field for anything else - service history, special configurations, or issues to track.

How to Use This IT Inventory Template

1. Download and make a copy

Click the download button above to get the Excel file, or open the Google Sheets version and go to File → Make a copy to save it to your own Google Drive.

2. Customize the columns

The template includes the most common fields, but every organization is different. Add columns for software licenses, IP addresses, or MAC addresses if you need them. Delete columns you don't use.

3. Enter your existing assets

Start with a physical or digital walkthrough of your IT equipment. For each asset, fill in as much information as you have. Don't worry about perfection - you can update records as you go.

4. Establish an update routine

A spreadsheet is only useful if it's accurate. Set a recurring reminder to review and update your inventory monthly, or update it in real-time whenever equipment changes hands.

5. Back it up

If you're using Excel, store the file somewhere with version history (OneDrive, SharePoint, or Google Drive). If you're using Google Sheets, it's already backed up automatically.

When a Spreadsheet Stops Being Enough

Spreadsheets work well when you're getting started, but most IT teams hit a wall somewhere between 50 and 200 assets. Here are the signs you might need something more:

Manual updates become a bottleneck.

If keeping the spreadsheet current takes hours every week, or if it's always out of date because no one has time to maintain it, the process is costing more than it's worth.

You need integrations.

Spreadsheets can't pull data from Microsoft Intune, Jamf, Kandji, or your identity provider. You end up copying information between systems, which creates errors and duplication.

Audits and compliance require more rigor.

SOC 2, ISO 27001, and cyber insurance applications all ask for accurate asset inventories. Auditors want to see change history and controls that spreadsheets don't provide.

Multiple people need to manage assets

Concurrent editing in spreadsheets leads to conflicts and overwrites. You need proper user permissions and an audit trail of who changed what.

If any of this sounds familiar, you might be ready for dedicated IT asset management software.

BlueTally is built for exactly this - automatic syncing with your existing tools, proper access controls, and the reporting you need for compliance. You can start a free trial with no credit card required to see if it's a fit.

Frequently Asked Questions

What is an IT inventory?

An IT inventory is a comprehensive record of all the technology assets your organization owns or manages. This includes hardware like laptops, desktops, monitors, servers, and mobile devices, as well as software licenses, peripherals, and networking equipment. A good IT inventory tracks not just what you have, but who's using it, where it is, and key details like purchase dates and warranty status.

What should be included in an IT asset inventory?

At minimum, your IT inventory should include: asset name and type, manufacturer and model, serial number, assigned user, location, purchase date, purchase price, warranty expiration, and current status. Depending on your needs, you might also track software licenses, IP addresses, MAC addresses, condition notes, and maintenance history.

How do I create an IT inventory in Excel?

You can create an IT inventory in Excel by setting up a spreadsheet with columns for each piece of information you want to track - asset name, type, serial number, assigned user, and so on. Our free template above gives you a pre-built structure so you don't have to start from scratch. Once you have the structure, conduct a walkthrough of your equipment and enter each asset as a row.

Is there a free IT inventory template?

Yes - the template on this page is completely free. You can download it for Excel or Google Sheets without providing an email address. It includes all the standard fields you need to track IT assets effectively.

How often should I update my IT inventory?

At minimum, update your inventory whenever assets are purchased, assigned, moved, or retired. Many organizations also do a full audit quarterly or annually to catch anything that slipped through the cracks. The more frequently you update, the more useful your inventory will be when you actually need it.

Onboarding new employees? Download our free IT Onboarding Checklist
Employees leaving? Download our free IT Offboarding Checklist
Running an IT audit? Download our free IT Audit Checklist
Need to track equipment checkouts? Download our free Equipment Sign Out Sheet
Looking for a more automated solution? Learn about IT Asset Management Software.
See how BlueTally integrates with Microsoft Intune, Kandji, and Jamf.

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