Spreadsheet template
Tool Inventory Template
Build a tool list with values, photos, ownership status, and scheduling notes.
How to use this tool
Build a tool inventory with make, model, serial number, purchase cost, replacement value, photos, ownership status, and scheduling notes.
Who this is for
Contractors and business owners preparing insurance details for a job, contract, quote, certificate request, or renewal.
When to use it
Use it before sending a broker request, certificate request, contract response, renewal packet, or internal insurance review.
How to use it
Enter the details you have, review the generated spreadsheet template, and download a copy for your records or broker discussion.
What you get
A downloadable spreadsheet template that organizes the insurance details for this task in one place.
Tool Inventory Template
Build a tool list with values, photos, ownership status, and scheduling notes.
1. Fill in details
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2. Review the preview
The document below updates as you type.
3. Download the file
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Fill in details
Use only the details you have now. Empty fields remain editable in the downloaded checklist.
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Spreadsheet template
Download inventory spreadsheet
A downloadable spreadsheet template that organizes the insurance details for this task in one place.
Available as XLSX, CSV. The file uses the current field values.
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Spreadsheet preview
Updates as you type before download.
Spreadsheet preview
Updates as you type before download.
Item name
Instructions
Category
Use hand tool, power tool, or heavy equipment.
Make
Enter maker name.
Model
Enter model name or number.
Serial number
Enter serial number when available.
Purchase date
Use the receipt date if known.
Receipt cost
Enter the amount paid.
Current replacement cost
Enter the cost to replace today.
Photo link or note
Add photo file name, folder link, or note.
Owned, rented, or borrowed
Mark owned, rented, or borrowed.
Scheduled status
Mark scheduled, unscheduled, or review.
Item name
Skid steer
Category
Heavy equipment
Make
Enter make
Model
Enter model
Serial number
Enter serial number
Purchase date
Enter purchase date
Receipt cost
Enter receipt cost
Current replacement cost
Enter replacement cost
Photo link or note
Add photo and receipt note
Owned, rented, or borrowed
Owned
Scheduled status
Review for scheduling
Item name
Excavator
Category
Heavy equipment
Make
Enter make
Model
Enter model
Serial number
Enter serial number
Purchase date
Enter purchase date
Receipt cost
Enter receipt cost
Current replacement cost
Enter replacement cost
Photo link or note
Add photo and receipt note
Owned, rented, or borrowed
Owned
Scheduled status
Review for scheduling
Item name
Compressor
Category
Heavy equipment
Make
Enter make
Model
Enter model
Serial number
Enter serial number
Purchase date
Enter purchase date
Receipt cost
Enter receipt cost
Current replacement cost
Enter replacement cost
Photo link or note
Add photo and receipt note
Owned, rented, or borrowed
Owned
Scheduled status
Review for scheduling
Item name
Generator
Category
Power tool
Make
Enter make
Model
Enter model
Serial number
Enter serial number
Purchase date
Enter purchase date
Receipt cost
Enter receipt cost
Current replacement cost
Enter replacement cost
Photo link or note
Add photo and receipt note
Owned, rented, or borrowed
Owned
Scheduled status
Review for scheduling
Item name
Drain machine or pipe camera
Category
Power tool
Make
Enter make
Model
Enter model
Serial number
Enter serial number
Purchase date
Enter purchase date
Receipt cost
Enter receipt cost
Current replacement cost
Enter replacement cost
Photo link or note
Add photo and receipt note
Owned, rented, or borrowed
Owned
Scheduled status
Review for scheduling
Item name
Trailer hand tools set
Category
Hand tool
Make
Various
Model
Various
Serial number
See attached list
Purchase date
Enter first purchase date
Receipt cost
Enter combined receipt cost
Current replacement cost
Enter combined replacement cost
Photo link or note
Photo each drawer or bin
Owned, rented, or borrowed
Owned
Scheduled status
Check blanket tool limit
Item name
Rented lift or rented equipment
Category
Heavy equipment
Make
Enter rental company
Model
Enter equipment model
Serial number
Enter agreement item number
Purchase date
Enter rental start date
Receipt cost
Enter rental charge or value
Current replacement cost
Enter contract replacement value
Photo link or note
Attach rental agreement
Owned, rented, or borrowed
Rented
Scheduled status
Check rented equipment limit
Item name
Employee-owned tools
Category
Hand tool
Make
Various
Model
Employee tool list
Serial number
Enter serials when known
Purchase date
Enter dates when known
Receipt cost
Enter known receipt cost
Current replacement cost
Enter replacement cost
Photo link or note
Ask for photos and receipts
Owned, rented, or borrowed
Borrowed
Scheduled status
Check employee tools limit
Item name
Scissor lift
Category
Heavy equipment
Make
Enter make
Model
Enter model
Serial number
Enter serial number
Purchase date
Enter purchase date
Receipt cost
Enter receipt cost
Current replacement cost
Enter replacement cost
Photo link or note
Add photo and receipt note
Owned, rented, or borrowed
Owned or rented
Scheduled status
Review for scheduling
Item name
Total replacement cost
Category
All categories
Make
All makes
Model
All models
Serial number
All serial numbers
Purchase date
All purchase dates
Receipt cost
Sum receipt cost
Current replacement cost
=SUM(H2:H10)
Photo link or note
Store backup photos and receipts
Owned, rented, or borrowed
All ownership types
Scheduled status
Use for limit review
| Item name | Category | Make | Model | Serial number | Purchase date | Receipt cost | Current replacement cost | Photo link or note | Owned, rented, or borrowed | Scheduled status |
|---|---|---|---|---|---|---|---|---|---|---|
| Instructions | Use hand tool, power tool, or heavy equipment. | Enter maker name. | Enter model name or number. | Enter serial number when available. | Use the receipt date if known. | Enter the amount paid. | Enter the cost to replace today. | Add photo file name, folder link, or note. | Mark owned, rented, or borrowed. | Mark scheduled, unscheduled, or review. |
| Skid steer | Heavy equipment | Enter make | Enter model | Enter serial number | Enter purchase date | Enter receipt cost | Enter replacement cost | Add photo and receipt note | Owned | Review for scheduling |
| Excavator | Heavy equipment | Enter make | Enter model | Enter serial number | Enter purchase date | Enter receipt cost | Enter replacement cost | Add photo and receipt note | Owned | Review for scheduling |
| Compressor | Heavy equipment | Enter make | Enter model | Enter serial number | Enter purchase date | Enter receipt cost | Enter replacement cost | Add photo and receipt note | Owned | Review for scheduling |
| Generator | Power tool | Enter make | Enter model | Enter serial number | Enter purchase date | Enter receipt cost | Enter replacement cost | Add photo and receipt note | Owned | Review for scheduling |
| Drain machine or pipe camera | Power tool | Enter make | Enter model | Enter serial number | Enter purchase date | Enter receipt cost | Enter replacement cost | Add photo and receipt note | Owned | Review for scheduling |
| Trailer hand tools set | Hand tool | Various | Various | See attached list | Enter first purchase date | Enter combined receipt cost | Enter combined replacement cost | Photo each drawer or bin | Owned | Check blanket tool limit |
| Rented lift or rented equipment | Heavy equipment | Enter rental company | Enter equipment model | Enter agreement item number | Enter rental start date | Enter rental charge or value | Enter contract replacement value | Attach rental agreement | Rented | Check rented equipment limit |
| Employee-owned tools | Hand tool | Various | Employee tool list | Enter serials when known | Enter dates when known | Enter known receipt cost | Enter replacement cost | Ask for photos and receipts | Borrowed | Check employee tools limit |
| Scissor lift | Heavy equipment | Enter make | Enter model | Enter serial number | Enter purchase date | Enter receipt cost | Enter replacement cost | Add photo and receipt note | Owned or rented | Review for scheduling |
| Total replacement cost | All categories | All makes | All models | All serial numbers | All purchase dates | Sum receipt cost | =SUM(H2:H10) | Store backup photos and receipts | All ownership types | Use for limit review |
Preview of downloaded spreadsheet template
Updates as you type before download.
Preview of downloaded spreadsheet template
Updates as you type before download.
Next steps
- Add photos and receipts before asking for a quote or filing a tool claim.
- Review high-value items with the insurance company before assuming they are covered.
- Check rented, borrowed, leased, and employee-owned tools against the policy limits.
What this includes
Download formats
XLSX, CSV
Fields
Business name, Contact name, Inventory date, State
Spreadsheet columns
Item name, Category, Make, Model, Serial number, Purchase date, Receipt cost, Current replacement cost, Photo link or note, Owned, rented, or borrowed, Scheduled status
Document sections
How to use the inventory, Claim proof notes
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Reviewed byHuy Huynh, technology lead at TradesCoverage and licensed insurance brokerNPN 22071436Last reviewed May 2026
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