You cannot manage cost, security, or renewal risk when the asset register lives in inboxes and old invoices. This five-sheet workbook covers hardware, software and SaaS, IT costs, and critical IT hygiene, with a guide that helps IT and finance maintain one working view.
5 working tabs, one operating model
Welcome & Guide, Hardware Registry, Software & SaaS Registry, IT Cost Tracker, and Critical IT Hygiene Checklist.
5-step setup sequence
Import the baseline, assign owners, set renewal anchors, lock the gap close-out cadence, and re-anchor each quarter.
Sample row per tab
A concrete worked example per tab so the team copies the right shape from day one instead of inventing local conventions.
Four working guardrails
Ownership, renewal lead-time, evidence-based gap closure, and access discipline — the rules that prevent the workbook from drifting back into a vague spreadsheet.
Quarterly reconciliation cadence
How to keep the workbook in sync with helpdesk, MDM, and finance instead of letting them drift apart.
What you get
Five-sheet Excel workbook plus a companion setup PDF delivered by email.
Web version
/resources/digital-asset-registry-workbookFiles delivered
Download the Excel workbook (XLSX), Download the companion PDF (PDF)
Next action
Import hardware and software first, then use the hygiene checklist to prioritize an audit or cleanup sprint.
The Excel workbook and companion setup PDF land in your inbox within 60 seconds. Start with the Welcome & Guide sheet, then complete the four working sheets with IT and finance.
Five-sheet Excel workbook + companion setup PDF.
Workbook tabs
Every tab is explained with the rows it expects, the role it plays, and a worked example so the team adopts the right shape on day one. Anonymised values throughout — the workbook ships clean.
Instructions, scope, status definitions, and a practical sequence for completing and maintaining the workbook.
| Field | Example value |
|---|---|
| Use | Complete the four working sheets |
| Status | Use the workbook definitions consistently |
| Review | Reconcile with IT and finance quarterly |
One row per physical asset, including asset ID, category, make and model, location, assigned user, purchase date, warranty, status, and notes.
| Field | Example value |
|---|---|
| Asset ID | HW-NRB-SRV-014 |
| Category | Server |
| Location | Nairobi HQ server room |
| Assigned user / owner | IT manager |
| Warranty expiry | 2027-01-31 |
One row per application or subscription, including licence type, users, owner, renewal date, cost, business purpose, status, and notes.
| Field | Example value |
|---|---|
| Software / service | Endpoint security |
| Licence type | Per-endpoint annual |
| Business owner | IT manager |
| Renewal date | 2027-01-31 |
| Annual cost | Record from supplier invoice |
A monthly view of recurring and one-off IT costs by category, supplier, cost type, amount, renewal frequency, owner, and notes.
| Field | Example value |
|---|---|
| Category | Cybersecurity |
| Supplier | Security provider |
| Cost type | Recurring |
| Amount | Record invoiced amount |
| Owner | Finance lead |
A practical status checklist for essential IT controls, with evidence, action owner, target date, and notes for each gap.
| Field | Example value |
|---|---|
| Control | Endpoint protection centrally managed |
| Status | Partial |
| Evidence | Console export / device count |
| Action owner | IT lead |
| Target date | 2026-09-30 |
Setup sequence
Export the current hardware inventory, software and SaaS list, and supplier costs. Enter each item in the matching working sheet and retain source records for reconciliation.
Walk the rows with the IT and finance leads. Populate the location, assigned user, business owner, or cost owner fields wherever they apply.
Populate renewal dates and costs from contracts, invoices, and supplier confirmations. Use the Software & SaaS Registry and IT Cost Tracker together for the review.
Use the Critical IT Hygiene Checklist to record each gap, its evidence, action owner, and target date. Review open items on an agreed cadence.
Once per quarter, re-export from helpdesk, MDM, and finance, and reconcile the deltas. The workbook is the source of record; the helpdesk and finance systems are inputs to it.
Guardrails
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