Tool & Equipment Tracker

What is included

• Asset assignments and due dates
• Daily rental cost estimates
• Maintenance evidence and flags

3-tab Excel workbook + 3-page PDF guide. START-HERE instructions and an internal-use license are included in the ZIP.

How you will use it

1. Set the reporting date

Enter the As-of date on Equipment. Rental and maintenance views link to that date. Change it at each review rather than assuming the file knows the reporting cutoff.

2. Record current assignments

Use one current row per asset with a unique ID. Enter the assigned person, checkout, due and return dates. Duplicate IDs are flagged. Archive a dated copy before replacing checkout details.

3. Estimate daily rental costs

Record a rental ID, description, start date, daily rate and one-time fees. Leave Actual return blank while open. Only enter a return date once the equipment is returned.

4. Track service

Record the service task, last service, next due date, completion date, cost and record reference. Completion stays incomplete until its evidence reference is entered.

5. Reconcile supplier invoices

Rental estimates count both the start and end dates as chargeable days. Compare the result with the supplier agreement and invoice; weekly rates, minimum terms, tax and late fees are not automated.

A fictional worked example

The Equipment tab keeps the current assignment, not an unlimited checkout history. Rental and maintenance logs each hold 100 entries. A returned rental no longer accrues estimated days as the reporting date changes. A future rental has zero chargeable days before its start; entered fees are still included in its estimate. Tool IDs in rental and maintenance records are entered references, not automatic asset lookups. No maintenance interval or inspection requirement is prescribed.

Inside the workbook

Actual template preview. Amber cells are editable; calculated fields stay separate.

Software and use

Delivered as an editable .xlsx workbook and PDF guide. Compatible spreadsheet software and a PDF reader are required. No macros. Formulas and status changes were checked in the authoring engine; desktop Excel and Google Sheets import have not been independently tested. Desktop use is recommended for the wide tables.

One purchase covers internal use by one business and its employees/project teams. Completed project records may be shared with customers; resale or redistribution of blank products is not included.

This product is coming soon and cannot be purchased yet. Browse the available calculator, books and tools in the shop.