Record the appliances and building equipment in each unit with model, serial number, install date and warranty, then keep repairs, move-out inspections and replacements on the same record.
Free for up to 25 assets · 14-day trials on paid plans
Whirlpool Top-Freezer Refrigerator
Whirlpool Top-Freezer Refrigerator
Model Number WRT518SZFM
Current Assignments
Timeline
The dishwasher in 2C that is on its third repair. The water heater in Building A that is two years past its expected life. The range still under warranty that a tech almost paid to fix. One record for appliances, HVAC equipment, water heaters, common-area equipment and maintenance tools across every building and unit. Not property management software: the asset record that sits beside it.
Example: the tenant in Unit 4B at Maple Court moves out. The move-out inspection finds a worn door gasket on the refrigerator. Before you pay for the repair, you want to know its age, its warranty and what it has already cost. Keep all of that on the appliance.
Step 1
Create Maple Court as a location and add Unit 4B, the boiler room and the laundry room as spaces inside it. Each appliance is assigned to the space it is installed in.
Locations and spacesStep 2
Create APL-0412 in an Appliances category with its model and serial number, purchase price and warranty. Add fields named Install date and Filter size so the next technician has them on site.
Add category fieldsStep 3
Record the move-out inspection on the unit with notes and photos, and the gasket replacement on the refrigerator with its cost. The appliance's repair total updates on its record.
Location eventsStep 4
Set a useful life on the Appliances category. The end-of-life report then lists every appliance due for replacement in the next budget year, building by building.
The end-of-life report| Tag | Equipment | Model | Installed | Warranty ends |
|---|---|---|---|---|
| APL-0412 | Refrigerator | Whirlpool WRT518SZFM | Mar 2021 | Expired |
| APL-0413 | Electric range | GE JB645RKSS | Jun 2024 | Jun 2026 |
| HV-0088 | Water heater, 40 gal | Rheem PROE40 | Aug 2016 | Expired |
Illustrative units, models and dates. Open a unit's location to see every item assigned to it.
Repair, replace or claim
Property management asset tracking should keep each appliance and piece of building equipment on its own record: the unit it is in, its model and serial number, install date, warranty, repairs and inspections, so every repair decision starts from its age and cost history.
AssetCenter is not property management software. It does not handle leases, rent, tenant screening, owner statements or accounting, and it does not dispatch work orders to vendors. It is the equipment record your maintenance team and owners can rely on beside those systems.
See what to record in each rental unitWhen an appliance fails, the decision depends on things that usually live in someone's head or an old invoice: how old it is, whether it is still covered, and how much it has cost already.
The warranty is on the appliance's record, and category email alerts tell you before it expires, so a covered repair is not paid for twice.
Every repair is logged with its cost, so the third call on the same dishwasher shows its total next to its age and expected life.
Move-in and move-out inspections live on the unit's timeline with photos and notes, next to the equipment that was in it on the day.
Buildings and units
Each property is a location, and its units, mechanical rooms and common areas are spaces inside it. Assign each item to the space it is installed in. When a refrigerator moves from 4B to 2C, move it on its record and the history moves with it.
Start from your unit lists
Appliances. HVAC Equipment. Water Heaters. Laundry Equipment. Common-Area Equipment. Pool & Grounds. Maintenance Tools. Each category gets its own fields, so a furnace carries its filter size and fuel type and a water heater its capacity and last flush date.
Already have appliance lists from turnovers or an insurance schedule? Copy them into the import template, including your custom field columns, validate every row, and let the import create the properties it mentions.
The equipment the owner is responsible for in each building and unit: appliances, HVAC equipment, water heaters, common-area equipment and maintenance tools. For each item, keep its model and serial number, install date, warranty, repairs, inspections and expected replacement date.
Create each building or property as a location and add its units, mechanical rooms or common areas as spaces inside it. Assign each appliance to the space it is installed in, and move it on its record if it is swapped between units.
Yes. Each category can send email alerts ahead of expiring warranties and end-of-life dates, and the end-of-life report lists what is due for replacement in any date range you choose.
Yes. Log inspections as events on the unit's location or on individual appliances, with custom fields, notes, photos and documents attached. AssetCenter starts every account with Inspection and Maintenance location events and you can add your own.
No. It does not handle leases, rent, tenant screening, owner statements, accounting or work-order dispatch. It is the equipment record that sits beside your property management system.
Start with a unit-by-unit inventory, then use age and repair history to plan replacements before they become emergencies.
What to record in each unit, with a free inventory and condition form for move-in and move-out.
ReferenceTypical service lives for refrigerators, ranges, water heaters and HVAC, and how to use them for replacement budgets.
Planning guideHow to set the useful life that drives replacement dates and depreciation.
Free templateA service log template for the equipment your team or vendors maintain.
Free toolA printable log for issuing and returning keys, fobs and access cards.
ProductDepreciation and end-of-life reporting for owners who carry equipment on the books.
Start with 25 assets free and no time limit. Import your appliance list, set up buildings and units as locations, and put every repair, inspection and replacement on one timeline. Paid plans include a 14-day trial when you need higher limits.
AssetCenter