Tool and equipment inventory template: the columns that work, and a free CSV.
Before a tool goes missing, you need a list of what you own, where it lives and what it cost. Here are the columns that work, five example rows, and a free CSV that opens in Excel or Google Sheets and imports into InventoryQuick with its columns already matched.
The columns
Fourteen columns, in the order the template has them. Only SKU or Name is needed to start; the rest earn their place the first time a tool goes missing, breaks or needs replacing.
| Column | What goes in it | Example |
|---|---|---|
| SKU | Your tool ID or asset tag: the number on its label, one per tool | TOOL-0001 |
| Name | What the tool is | Cordless drill 18V |
| Category | A group you sort and filter by | Power tools |
| Location | Where it lives when nobody is using it | Tool crib, Truck 2 |
| Quantity | 1 for a tagged tool; a count for identical untagged items or supplies | 1 |
| Serial Number (custom field) | The maker's serial, for warranty claims and theft reports | EXAMPLE-SN-0001 |
| Acquisition Date (custom field) | When you bought it | 2025-03-14 |
| Condition (custom field) | Its condition when last checked | Good |
| Cost | What you paid for one | 189.00 |
| Supplier | Where you bought it | Example Supply Co |
| Min Stock | For supplies you use up: the count that means reorder | 4 |
| Barcode | The maker's UPC or EAN, if it has one | Blank if none |
| Description | What tells two similar tools apart | Two batteries and a charger |
| Notes | Anything else worth knowing | Calibration due 2026-12-01 |
The three columns marked (custom field) are named that way on purpose: when the file is imported into InventoryQuick, they are kept on each item under their own names.
Filling it in
- One row per tagged tool. Give each its own SKU and put the same number on its label.
- One row for identical untagged items, with the count in Quantity: four matching extension cords are one row.
- A Min Stock for supplies you use up, such as blades, bits and fasteners: the count that means it is time to reorder.
- Walk each location and write down what is there, not what should be.
- Leave a cell blank when you do not know it yet, and fill it in when the tool comes back.
Keeping it current
- Who has it: this list says what you own and where it lives. For who has a tool right now, keep a sign-out sheet beside it; there is a free equipment sign-out sheet template. In InventoryQuick, check-out does that job on the Pro plan and up.
- When a tool moves for good: change its Location the same day.
- When you check a tool: update its Condition, and its Notes if it needs work.
- Count on a schedule you can keep: walk each location with the list and mark what is missing.
The free template
A CSV file with the fourteen columns above and five example rows: three tagged tools, a set of four matching cords, and a pack of drill bits with a minimum. It opens in Excel, Google Sheets or Numbers. No sign-up.
Download the tool and equipment inventory template (CSV)
The example rows are made up. Replace them with your own tools.
Moving the list into InventoryQuick
- Import the same file: with the CSV import on the web, eleven columns land in item fields and the three marked (custom field) are kept on each item, already selected. CSV import is on every plan.
- Labels and scanning: print barcode labels for many items at once, and scan a tool with the iPhone or Android app to open it. Scanning is on every plan.
- Who has it: check a tool out to a person or crew with a return date, on the Pro plan and up. Anything past its date is flagged as overdue, and a daily overdue summary goes out by email to the team members who have alerts on.
- Supplies: any item whose total stock is at or below its minimum is flagged.
- History: moves, check-outs and returns are recorded on the item.
More on running a tool crib: tool crib software, and equipment check-out on the Pro plan and up.
What it costs
Flat monthly plans from $19/mo, with no per-user fees. Check-out is on Pro ($49/mo) and up.
Trial: every plan starts with a 7-day free trial, and you won't be charged for 7 days. On the web you pick a plan and enter a card.
Frequently asked questions
Is the template free?
Yes. It is a CSV file with fourteen columns and five example rows. It opens in Excel, Google Sheets or Numbers, with no sign-up.
What columns should a tool inventory list have?
At least an ID for each tool, its name, where it lives and how many you have. Add the serial number, purchase date, condition and cost if you will need them for a warranty claim, an insurance claim or replacing a lost tool, and a minimum for anything you use up.
How do I keep track of who has a tool?
On paper, keep a sign-out sheet beside the list: who took it, when, and when it is due back. In InventoryQuick, check-out does it on the Pro plan and up: scan the tool, choose the person or crew, set a return date, and see what is overdue.
Can I import the template into InventoryQuick?
Yes, with the CSV import on the web, which every plan includes. Eleven of its columns are InventoryQuick item fields, and the three marked (custom field) are kept on each item as custom fields, already selected when you import.
Does it work for supplies I use up?
Yes. Give each one a quantity and a Min Stock, the count that means it is time to reorder. In InventoryQuick, any item whose total stock is at or below its minimum is flagged.