IT Equipment Inventory Checklist

Cover headquarters, every satellite leasing office, the maintenance shop, and any device issued to a remote inspector or leasing agent. Decide up front whether owner-furnished equipment at managed properties (smart locks, lockboxes, on-site routers) is in scope or excluded — most firms exclude it but track it on a separate property-asset register.

Snipe-IT and AssetTiger are common standalone choices for firms in the 50-10,000 door range. AppFolio, Buildium, and Yardi do not carry true asset modules, so a dedicated tool is standard. Pick one with barcode scanning if the asset count exceeds about 50 items.

Use polyester or metalized labels — paper stickers fall off field tablets within a quarter. Tag the chassis, not the screen. Record serial number, MAC address for networked gear, assigned employee, and home office.

Capture make, model, serial, OS version, assigned employee, and office location. Flag any machine still on Windows 10 — extended support is sunsetting and a leasing-office workstation that won't run the latest AppFolio agent or screening plug-in becomes a renewal-season blocker.

Firewalls, switches, wireless APs, and any on-prem file server. SaaS-only PM stacks have minimal on-prem footprint, but local NAS for marketing photo archives, inspection video, and scanned lease packets is common — and is the device most often forgotten in the asset register.

MFPs at leasing offices drive the bulk of consumables spend. Capture lease vs. owned status — many are on 36-60 month copier leases with per-page billing, and the lease end date matters more than the serial number when the unit fails.

Dual-monitor setups are standard at leasing desks running the listing platform on one screen and the PM system on the other. Note docks issued to hybrid leasing agents who hot-desk between offices — these go missing first.

Pull the active user list from the PM platform and cross-check against current payroll. Terminated staff with active seats are both a tenant-data exposure and a wasted line item — both AppFolio and Yardi bill per active user, not per concurrent session.

TransUnion SmartMove, RentPrep, and MyRental for screening; DocuSign, HelloSign, or the PM platform's built-in e-sign for leases. These often run per-transaction or per-seat — capture both the account login and the billing arrangement so the renewal isn't a surprise.

Compare seat count to current headcount per platform. Flag any platform where seats exceed headcount (paying for ghosts) or where headcount has grown past the licensed seat count (vendor will back-bill at renewal).

For over-deployed platforms, contact the vendor to true-up before the next renewal — most PM platforms back-bill the difference if discovered at renewal. For under-deployed seats, schedule cancellation effective at the renewal date, not mid-term.

Field inspection tablets see the worst wear in the fleet — drops, weather, and theft from work trucks. Record each device's MDM enrollment status, last sync date, and assigned inspector. A tablet that hasn't synced in 30 days is functionally lost.

Maintenance staff use either company-issued phones or BYOD-with-stipend for work-order updates. Note which is which; BYOD phones that touch tenant PII via the work-order app still need an MDM container or a profile-based wipe path.

RingCentral extensions and Twilio numbers go orphaned when staff turn over. Numbers tied to public listings, leasing-office trees, or maintenance dispatch lines must not auto-disconnect when the user is removed — re-route them deliberately.

Every device that touches tenant data — rent ledgers, screening reports, signed leases — needs MDM enrollment. Confirm a working remote-wipe path for each device, especially anything recently re-imaged or returned from a separated employee.

Hybrid leasing agents and remote owner-relations staff burn through headsets fastest. Keep at least one spare headset and webcam per leasing office to avoid a same-day shipping rush during a busy showing week.

MFP toner runs $80-200 per cartridge. Ordering ahead of the spring lease-signing rush avoids rush shipping. Track paper especially at offices that still print physical lease packets and move-in inspection forms.

Track property-access fobs and master keys on a separate, signed-out register if the firm holds them — these are far higher liability than a missing USB-C cable. A lost master key for a managed property generally triggers a rekey at the firm's expense.

Walk each office and the maintenance shop with the asset register. Scan each tag and reconcile against the system of record. Field-deployed assets get verified by photo or short video confirmation from the assigned employee — do not accept a verbal 'I have it.'

Record each missing, mislabeled, or unaccounted asset. Photos help dispute a 'we sent it back' claim from a former employee later. Note model and serial for any tagged asset that is no longer in service.

For each missing asset, identify the last known holder using the HR exit checklist if the employee separated, open a recovery ticket, and write off after 30 days if unrecovered. Stolen assets need a police report on file before the insurance carrier will pay.

The director of operations signs off; the report goes to the controller for the asset reconciliation entry on the next owner-statement cycle. Retain the signed report with the quarterly close package.