Free Asset Register Template for UK SMEs

Keeping an accurate record of your IT estate is the foundation of good asset management. If you cannot say how many laptops, desktops, mobiles, and software licences your organisation owns, you cannot control cost, security, or compliance. This free asset register template gives you a ready-made structure to start tracking your assets in a spreadsheet today.

This template is free to copy and adapt. It suits UK small and medium-sized enterprises that are moving beyond a notebook or a scattered set of files. Once your estate grows past a few hundred devices, a spreadsheet stops being practical. We explain why below, and how AssetGraph replaces the manual work with passive, automated collection.

How to use this template

Copy the table below into Microsoft Excel, Google Sheets, or LibreOffice Calc. Each row is one asset. Fill in the columns as you discover or purchase equipment. Use the Status column to mark whether an asset is in use, in storage, or disposed of. Review the register at least once a quarter, or before any audit.

Column guidance:

• Asset ID – a unique reference for each asset, such as LAP-001 or PRN-014.
• Name – a short, human-readable description, such as Dell Latitude 5440.
• Category – endpoint, mobile, network, cloud, SaaS, or peripheral.
• Location – site, building, or room. Use Remote for home workers.
• Assigned To – the name or role of the person using the asset.
• Purchase Date – when the asset was acquired, in DD/MM/YYYY format.
• Value – purchase cost in pounds, excluding VAT.
• Status – Active, In Storage, In Repair, or Disposed.
• Last Seen – the date the asset was last confirmed to exist and be in the stated location.

Free asset register template

Asset ID	Name	Category	Location	Assigned To	Purchase Date	Value	Status	Last Seen
LAP-001	Dell Latitude 5440	Endpoint	London Office	J. Patel	14/03/2024	£1,150	Active	01/08/2026
LAP-002	MacBook Air M2	Endpoint	Remote	S. Hughes	02/09/2024	£1,280	Active	30/07/2026
MOB-001	iPhone 15	Mobile	Manchester	R. Okafor	21/11/2024	£649	Active	28/07/2026
PRN-014	HP LaserJet Pro	Peripheral	London Office	Shared	18/06/2023	£310	Active	15/07/2026
SAAS-007	Microsoft 365 Business Premium	SaaS	Cloud	25 seats	01/01/2025	£537.50/mo	Active	01/08/2026
LAP-000	Lenovo ThinkPad T14	Endpoint	Store Room	Unassigned	05/05/2022	£980	In Storage	12/03/2026

To copy this template, select the whole table, copy, and paste into the first cell of a blank spreadsheet. Add more rows as needed.

The limitations of a spreadsheet asset register

A spreadsheet is accurate on the day you create it. It starts to decay immediately afterwards. A device is reimaged and the hostname changes. A user leaves and their laptop sits in a drawer. A cloud instance is spun up for a project and never decommissioned. A software licence renews automatically even though the seat is unused. None of these events update the spreadsheet.

The common problems with a spreadsheet register are:

• Stale data – devices move, get reassigned, or are disposed of without anyone updating the sheet.
• Manual effort – someone has to remember to update it, and that person is usually busy with other work.
• No source of truth – the spreadsheet disagrees with Microsoft Entra ID, Intune, and your procurement system, and nobody knows which is right.
• Duplicates and gaps – the same laptop appears twice with different hostnames, while newly enrolled mobiles never make it onto the sheet.
• No audit trail – when a value changes, there is no timestamped record of who changed it and why.
• Scaling limits – beyond a few hundred rows, filtering, sorting, and sharing become painful.

Most organisations only discover these gaps during an audit, when it is already too late to fix them quietly.

How AssetGraph automates your asset register

AssetGraph replaces the manual spreadsheet with passive, automated collection. Instead of typing asset details into a sheet, AssetGraph ingests data from the management tools you already use, including Microsoft Graph, Intune and Jamf Pro for mobile device management, network discovery via SNMP and LLDP, cloud provider APIs, and procurement systems.

The platform normalises records from all these sources into one canonical schema, deduplicates across sources, and reconciles the same device when it appears in more than one system. The result is a live asset register that updates itself when a device is enrolled, reassigned, or retired, without anyone having to remember to update a spreadsheet.

• Automatic discovery – endpoints, mobiles, cloud instances, network devices, and SaaS licences are detected from existing connectors.
• Cross-source reconciliation – the same device appearing in Microsoft Entra ID, Intune, and your MDM is matched and shown once, with conflicts flagged.
• Real-time allocation – see who is using what, with user-to-device assignments pulled from your identity provider.
• Lifecycle status – Active, In Storage, In Repair, and Disposed states are tracked with timestamped audit trails.
• Compliance scoring – the register feeds compliance checks designed to support ISO 27001, SOC 2, and ITIL workflows.

All traffic is encrypted in transit over HTTPS, API credentials are stored server-side and never in the browser, and your data is hosted in the EU (Supabase, eu-west-1). AssetGraph is designed to support ISO 27001 and SOC 2 workflows, though it is not itself certified.

Start with a free trial

You can use this template to get started today. When you are ready to stop maintaining a spreadsheet by hand, start a 7-day free trial of AssetGraph. No card is needed to sign up, and you can pay by direct debit.

Pricing is straightforward: Starter at £29/mo, Professional at £99/mo, and Enterprise at £299/mo. Pay annually and get 50% off. Prices exclude VAT.

Start your free trial

The template above is a starting point. The right long-term answer is a register that updates itself, so you spend your time acting on asset data instead of collecting it.