Inventory Management

How to Track Equipment Inventory

May 3, 2024 • 5 min read

Just about every business owns equipment that helps them sell the goods and services they offer to their customers. And whether that equipment is tiny (like computer hard drives) or massive (like construction cranes), tracking it could not be more essential. 

This article will dive into how to track equipment inventory, arming you with the best practices you’ll need to streamline your equipment inventory management strategy. 


Why is keeping track of equipment so essential?

There are plenty of reasons why tracking equipment is so crucial, from protecting your business’s bottom line to ensuring your accounting team has the information they need to manage your company’s finances. Here are a few standout reasons why keeping track of equipment is critical:

1. Equipment is a long-term asset

Equipment is a long-term, fixed asset—an investment your business expects to hold onto for at least a calendar year (but likely longer). To protect that investment, your business will want to track where it is, who has used it, and what condition it’s in. 

2. Equipment can break

All equipment and machinery can suffer damage, whether from overuse, poor storage, improper maintenance, or just bad luck. When you track equipment carefully, your company can effortlessly keep tabs on an asset’s condition while ensuring key maintenance is performed, too. 

3. Equipment moves frequently

Quite often, a company’s equipment doesn’t just stay in one place. Instead, it changes hands, moves to different locations, offices, or job sites—or even drives away. Equipment tracking helps create efficiencies by allowing your team to always know where the equipment is—so they don’t need to waste time searching. It can also mitigate loss and theft.

Free Ebook: Track Equipment & Tools Like a Pro

This easy, comprehensive guide can help you:

  • Determine which details to track about your equipment and tools
  • Set a standard operating procedure for asset tracking
  • Perform physical audits of your business’s tools and equipment

4. Equipment needs to be easy to find for busy employees

Finally, the right equipment inventory management system will make it easy for employees to find the equipment, machinery, or tools they need to complete a task. After all, the goal is for your team to work productively—not search for things! 

And, if you’re using an inventory app, employees can locate the equipment they need well ahead of schedule, ensuring that when work on a particular project begins, that asset is in the right place. 

5. Equipment needs to be tracked carefully by accountants

While all inventory should be tracked carefully, assets require an even closer look by accountants. That’s because long-term assets hugely affect the numbers on your business’s balance sheet and, thanks to depreciation, alter your tax liabilities. 

Keeping accurate, detailed inventory records ensures these vital financial documents are completed in a timely, precise matter.

Related: What is asset tracking?

How to keep track of equipment

Effectively tracking equipment is an ongoing process, but establishing an equipment tracking system upfront can help make the process smooth. Here’s how to keep track of equipment for your business:

1. Start with a comprehensive, multi-site audit

Before you begin tracking inventory perpetually, you’ll need to get a holistic view of all the equipment you have in each company location. Start by optimizing your physical inventory’s organization, labeling everything with an asset tag, barcode, or QR code, and creating a comprehensive inventory list. 

If you’re using an inventory app like Sortly, you can either sync each item to an existing barcode or QR code or generate custom ones for each asset. 

Meanwhile, you should carefully add each and every detail about your equipment to your asset list, including:

  • Item name
  • Make
  • Model
  • Serial number
  • Location
  • Warranty information
  • Key maintenance dates
  • Condition
  • Value
  • Purchase date
  • Expected end of useful life 

Related: Barcodes vs. QR Codes for Inventory Management

2. Create a standard operating procedure

To truly keep track of equipment, you’ll need to implement a consistent, achievable inventory strategy. Once you develop a plan, train all employees on the new process and create a written document that explains it clearly. Ensure each employee has the tools and assistance they need to track inventory properly. 

Many businesses ask managers to check their employees’ work daily to ensure that policies are followed. You may not need to do this forever, but it’s certainly beneficial at the start. A random audit of inventory responsibilities from time to time can also offer your managers a chance to double-check your inventory system is still thriving. 

Remember, you can always speed up the most time-consuming parts of inventory management using an inventory app that offers in-app barcode and QR code scanning or similar functionality. 

3. Always track usage, damage, loss, problems

Your inventory management strategy should also define exactly what an employee should do if they notice an item is lost, damaged, or broken. After all, your team needs to know how the condition and whereabouts of each item affect your work schedule, maintenance schedule, and bottom line. 


4. Track all maintenance

Equipment maintenance is essential to protecting the value of your long-term assets. And you’ll need to find a way to keep track of all those dates, especially if you have lots of equipment. For example, you can track these dates manually using a traditional calendar or document or upgrade to a shared online calendar or an inventory app. Some inventory apps, such as Sortly, allow you to set maintenance notifications so you know when to service your equipment (which helps protect the life of your equipment). 

5. Conduct annual audits to verify inventory records

Finally, your business will want to conduct large-scale audits—or more frequent inventory cycle counts—to verify inventory records. This process can help you determine whether your actual inventory matches your book inventory, identify sites where inventory procedures aren’t being followed, and ensure that all assets are in good condition.

This is also an excellent opportunity to reconcile your asset list with your books—something your accounting team will appreciate come tax season. 


About Sortly

Sortly helps you track, manage, and organize all your inventory—from any device, in any location. We’re an easy-to-use inventory solution that’s perfect for small businesses. Sortly builds inventory tracking seamlessly into your workday so you can save time and money, satisfy your customers, and help your business succeed.

With Sortly, you can track consumable inventory like supplies, parts, and raw materials, assets like equipment and machinery, and anything else that matters to your business. It comes equipped with smart features like barcoding & QR coding, low stock alerts, customizable inventory folders, smart reporting, and much more. Best of all, you can update inventory right from your smartphone—and so can your team.

Whether you’re just getting started with inventory management or you’re an expert looking for a more efficient solution, we can transform how your company manages inventory—so you can focus on building your small business. That’s why over 15,000 businesses globally trust us as their inventory management solution.

Start your two-week free trial of Sortly today.