Equipment Tracking

1. Overview

Your house equipment is some of the most valuable and frequently replaced items in your property. Keeping track of them is key to budgeting, planning, and protecting your investments. Using the Equipment module, you can log important details about your equipment, including brand, serial number, installation date, and lifespan.

This gives you a clear picture of what’s in each property, when it might need replacement, and whether it’s still under warranty.

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What Counts as Equipment?

You can use this feature to track:

• Refrigerators
• Washers and dryers
• Dishwashers
• Ovens and ranges
• Microwaves
• Water heaters
• HVAC System
• Other major standalone appliances

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2. Accessing the Module

To access the Equipment Module:

• Go to the Equipment module accessible from the left navigation menu.

3. Main Dashboard

Viewing Your Equipment

The dashboard displays a list of all equipment records. For each record, you will see:

• Equipment Name
• Brand
• Model
• Serial Number
• Cost
• Location
• Install Date
• Expected Replacement
• Associated Property
• Category
• Option to Delete

Actions

Each equipment record supports:

• View Details – Click on the row to open the full record
• Edit – Update Equipment Details
• Delete – Remove the record (with confirmation)
• Upload Documents – Add tax bills, receipts, or appeals

Filtering and Search

Use filters at the top of the dashboard to narrow your view:

• Property: Filter by specific property
• Equipment Category
• Install Date
• Expected Replacement

Tips:

• Combine filters for complex queries
• Use the reset button to clear all filters

4. Adding Equipment

1. Click Add First Equipment.
2. Select the property where the appliance is located.
3. Enter a descriptive name (e.g., “Kitchen Refrigerator – Unit B”).
4. Choose the Appliance category.
5. Fill in details like:
   1. Property
   2. Category
   3. Brand
   4. Model
   5. Serial number
   6. Installer Name
   7. Installer License
   8. Location within the property (optional)
   9. Installation date
   10. Expected Replacement Date (The system will suggest a date for you).
   11. Cost
   12. Accounting Treatment - Decide if you want to expense or capitalize and track depreciation. 
   13. Notes (optional)
       
       
6. The system will suggest an expected lifespan based on category. 
   1. You can adjust this manually if needed.
7. Upload any related documents, such as:
   1. Purchase receipts
   2. User manuals
   3. Installation paperwork
8. Click Create Equipment to save.

5. Equipment Detail View

Each Equipment record has it's own detail page. Click on the row of the equipment you want to view details.

Key Information

• Edit and update equipment information
• Upload documents
• Delete the equipment (after confirmation)
• Payment Schedule:
  
  • Navigate to the transactions page to match a transaction to this expense to mark as paid. 
  • Or click the 3 vertical dots on the right to mark as paid or remove from financials
  • Click here to learn about transaction details

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Why This Is Useful

Tracking appliances helps you:

• Know what appliances exist at each property
• Estimate how long they’ll last before needing replacement
• Monitor how much you’ve spent on appliances across your portfolio
• Stay organized for tenant turnovers, insurance claims, or budgeting

You’ll also have a centralized record of model and serial numbers, which is incredibly helpful if an appliance breaks and you need to schedule repairs or replacements.

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What’s Next

In a follow-up article, we’ll show you how to add a warranty to any appliance so you’ll always know:

• What’s covered
• When it expires
• Who to contact for service

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