Free template
Rental inventory spreadsheet template
A clean starting CSV for equipment businesses moving away from a blank sheet. Add your items, serial numbers, rates and locations, then import the catalogue when you are ready.
Free for 7 days. No card required.
Use the template
From a list to a live catalogue
The spreadsheet is useful for preparing data. It becomes much more useful when availability and rental history stop living in the same static file.
- 01
List the units
Add the name, category, serial number and internal asset ID for every item you can hire.
- 02
Add the commercial rules
Fill in location, hourly, daily and weekly rates, purchase cost and any notes your desk needs.
- 03
Import and operate
Bring the catalogue into Rent in Hand, then let bookings, returns, repairs and status changes update the live record.
Columns worth keeping
The template starts with fields that help the hire desk answer what is free and what the item is really earning.
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Identity
Item name, category, serial number and asset ID keep staff talking about the same unit.
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Availability
Location and status make the first operational question visible: available, reserved, on hire or in repair.
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Commercial
Hourly, daily and weekly rates plus purchase cost give the first view of pricing and utilisation.
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Condition
Notes and condition fields help the team prepare the handover. Photos should live with the rental record.
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Maintenance
Service dates and notes show what needs attention before equipment goes out again.
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Ownership
Supplier, purchase date and warranty notes make replacement and repair decisions easier.
Inventory template questions
What columns should an equipment rental inventory spreadsheet have?
Start with item name, category, serial number, asset ID, location, status, rates, purchase cost and notes. Add customer and rental history in a separate sheet or system rather than duplicating it by hand.
Can I import this template into Rent in Hand?
Yes. Use the CSV as a clean starting point, then map the columns during catalogue import. The product can hold the live status, location and rental history after import.
Should I track stock by category or by item?
Track both, but make the individual item the source of truth for equipment that can be reserved, returned, repaired or charged for damage.
Stop making the sheet the system
Import the catalogue once, then let each booking, return and repair update the item record.
Free for 7 days. No card required.