Guides · Use case
IT Asset Inventory: Track Laptops, Monitors & Accessories by Barcode
How many laptops does the company have, who uses which one, and when does the warranty expire? A clean IT asset inventory answers that in seconds, and it’s faster to set up than you’d think.
Key takeaways
- An IT asset inventory lists every device with asset number, serial number, location, user and warranty details.
- The fastest way to capture it is with asset tags (barcode labels with an inventory number) and the manufacturers’ serial number barcodes.
- With Scan2List: Inventory Scanner, you capture several devices or boxes in one photo and export the list as a CSV.
- An up-to-date inventory is the foundation of privacy and IT security: you can only protect what you know about.
Why an IT asset inventory matters
- Overview: Which devices are in use, which are sitting in a closet, which are broken?
- Assignment: Who has which laptop or company phone? Important for onboarding and offboarding.
- Warranty and replacement: With the purchase date and serial number, warranty claims are handled quickly and replacements can be planned.
- Security and privacy: You can only lock and report a lost device if you know it exists and who had it. Information security frameworks such as ISO 27001, SOC 2 or the CIS Controls list an inventory of assets as a basic requirement.
- Bookkeeping: The purchase date and cost are needed for depreciation and your fixed asset register.
Tip: You can skip the spreadsheet reconciliation if you load the list into the Inventory mode of Scan2List first. Then the app compares while you take photos and shows you what is missing, where the quantity is off and what is not on the list. Check your IT assets with the app ›
What belongs in an IT asset inventory?
| Field | Example |
|---|---|
| Asset number / asset tag | IT-0107 |
| Device type | Laptop, monitor, docking station, smartphone, printer |
| Manufacturer and model | Manufacturer, model name |
| Serial number | From the rating label or the manufacturer’s barcode |
| User / department | Name or team |
| Location | Office 204, home office, storage |
| Purchase date and warranty end | 03/2025, 03/2028 |
| Purchase price | $1,149 |
| Status | In use, in storage, in repair, retired |
| Notes | e.g. accessories, software licenses, encryption enabled |
You’ll find a ready-made template with these columns in the inventory template.
How to build your IT asset inventory in 5 steps
- Assign asset tags: Create sequentially numbered barcode labels (e.g. IT-0001 to IT-0200) with the barcode label generator. Code 128 works well because it encodes letters and digits.
- Label your devices: Put the label in an easy-to-reach but unobtrusive spot, such as the underside of a laptop or the back of a monitor.
- Capture by photo: Line up several devices side by side, or photograph a stack of boxes still in their original packaging. Scan2List reads every visible code at the same time: asset tags as well as serial number barcodes on labels and packaging.
- Combine the list: Export the codes as CSV and add user, location and warranty in Excel or Google Sheets.
- Maintain it: Capture new devices right at receiving, check returns during offboarding, and do a full audit once a year.
Tip: capture new devices right at receiving
Laptop and monitor boxes usually have the serial number and model number printed as barcodes, often as Code 128 or Data Matrix. If you photograph a stack of boxes before unpacking them, you have every serial number in a list immediately, without reading rating labels.
IT asset inventory in schools and medical offices
Schools with iPad carts, medical practices and law firms often have lots of identical devices and strict privacy requirements. One advantage of Scan2List here: image recognition runs on your iPhone; your scans and lists stay on your device until you export them. For school iPads, keep one list per case or cart and check it with a photo after every return.
Spreadsheet or IT asset management software?
For up to a few hundred devices, a well-maintained spreadsheet with barcode capture is enough for many businesses. If you need automated network discovery, software license management, a ticketing system and mobile device management, a dedicated IT asset management solution is the way to go. Even then, physical barcode capture stays useful, for example for devices in storage or without a network connection.
Frequently asked questions
What is an asset tag?
An asset tag is a label with a unique inventory number, usually as a barcode, that you stick on a device. It lets you find the device quickly and unambiguously in your inventory list.
How do I scan serial numbers with my iPhone?
Many manufacturers print the serial number as a barcode on the rating label and the packaging. With a barcode scanner app like Scan2List: Inventory Scanner, you read it with the camera, even several in one photo, and export them as a list.
How often should an IT asset inventory be checked?
Add new devices and returns right away. A complete audit of your inventory is recommended at least once a year.
Do I have to keep an IT asset inventory?
There’s generally no separate legal requirement for an IT inventory. But devices are fixed assets that belong in your books, and information security frameworks and cyber insurance questionnaires practically assume you have an overview of all devices. Check the specifics with your accountant or IT advisor.