Can we show which grant paid for an item?

There is no dedicated funder field. Put the fund or project name in the asset's category, which is searchable and filterable, and the purchase date and cost on the item itself. That is enough to pull one grant's equipment back out as a list.

Do volunteers need accounts?

No, and there is no per-person charge either way. Volunteers are people records who hold kit and receive emails; only colleagues who help run the register are invited as users, and users are unlimited on every plan.

Does KitLog do depreciation or fixed-asset accounting?

No. It stores what an item cost and when it was bought, and leaves valuation, depreciation and fund accounting to whatever your finance team already uses.

We are not ready to pay for software. Is there anything free?

The templates are free and have no email wall — an asset register spreadsheet, a staff import sheet, an equipment sign-out sheet and a printable equipment loan agreement. Start there; the same spreadsheet imports into KitLog later if you outgrow it.

Charities & nonprofits

Grant-funded kit, fully accounted for.

Funders and trustees ask where the equipment went. KitLog keeps a live register of every item — who has it, its condition and its history — and exports it in one click when someone asks.

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No card needed · or start with the free templates

Volunteers need no accounts
Purchase cost per item
History kept for the life of the item
From £9/mo + VAT

The record has to outlive the grant

Equipment bought with restricted funding is answered for twice: once on a monitoring form a year later, and again when a trustee or an independent examiner asks what became of it. Both questions arrive after the person who bought the laptops has moved on, which is why the answer has to live in a register rather than in somebody's memory or a folder of receipts.

Sound familiar?

“The funder's monitoring form asks for an equipment list. Again.”

“Volunteers borrow kit with the best intentions and no paper trail.”

“Trustees ask what happened to the laptops from the 2023 grant.”

How KitLog handles it

One-click register export

A clean CSV of every asset, holder and status — ready for funder reports and trustee meetings.

Loans to staff and volunteers

Sign kit out to anyone with a due-back date; unlimited people records on every plan.

Full history per item

Every assignment, return and condition note kept forever — provenance for every grant-funded item.

Free templates

Not ready for software? Our sign-out sheet and register templates are free, no email wall.

Honest pricing

From £9/mo + VAT, cancel yourself anytime, 30-day money-back guarantee.

From the grant to the monitoring report

Record what the funding bought
Add each item with its purchase date and purchase cost, and put the fund or project name in the asset's category so you can search and filter the whole tranche back out later.
Issue it to staff and volunteers alike
A holder is a people record with a name and an optional email — no account, no seat, no cost. Give the loan a due-back date if the item is going out for a project rather than for good.
Keep the paper trail while it is in use
Every assignment, return and condition note stays on the item, so a laptop that has passed through four volunteers still reads as one continuous record.
Answer the monitoring form from the register
Export the full register as CSV — every asset, its holder, status, dates and cost — and attach or tidy it as the form requires.
Close the item honestly at the end
When something is beyond use or has been passed on, retire it with a reason. The item leaves the working register and keeps its history, which is what an examiner is actually asking about.

What a funder or an examiner tends to ask

Four questions come up again and again, and each maps onto something the register already holds rather than something you have to assemble.

“Does the equipment we funded still exist?” Each item's status and current holder are live, and retired items keep the reason they were retired.
“Who is using it?” The current holder is on the item, and the full list of everyone who has held it is in its history.
“What did it cost?” Purchase cost and purchase date are fields on the asset, exported as plain numbers with the currency named in the column heading.
“Can we see the list?” The register CSV is a download, not a report request, so the answer takes a minute whoever is asking.

Questions, answered

Can we show which grant paid for an item?: There is no dedicated funder field. Put the fund or project name in the asset's category, which is searchable and filterable, and the purchase date and cost on the item itself. That is enough to pull one grant's equipment back out as a list.
Do volunteers need accounts?: No, and there is no per-person charge either way. Volunteers are people records who hold kit and receive emails; only colleagues who help run the register are invited as users, and users are unlimited on every plan.
Does KitLog do depreciation or fixed-asset accounting?: No. It stores what an item cost and when it was bought, and leaves valuation, depreciation and fund accounting to whatever your finance team already uses.
We are not ready to pay for software. Is there anything free?: The templates are free and have no email wall — an asset register spreadsheet, a staff import sheet, an equipment sign-out sheet and a printable equipment loan agreement. Start there; the same spreadsheet imports into KitLog later if you outgrow it.

Simple pricing, whatever the sector

Starter is £9/month + VAT for up to 300 assets, Growth £39/month + VAT for up to 10,000. Unlimited users on every plan, a 14-day free trial with no card, cancel yourself anytime and a 30-day money-back guarantee.

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KitLog for: Event & production companies · IT teams & MSPs · Schools & colleges · Charities & nonprofits