Equipment leasing tracker board for Toolfy
Centralize lease approvals, deliveries, maintenance schedules, and payoff dates for every leased asset—no more mystery contracts or missed renewals.
Not financial advice
Pricing guidance here is educational. Model rate changes against your own books, suppliers, and market before implementing them.
Equipment leasing tracker board for Toolfy
Boom lifts, scissor tables, and CCTV rigs are expensive—and leases sneak up on you. Build this Toolfy board to track each asset from approval to disposal.
1. Board columns
- Intake – request submitted, awaiting approval.
- Approved / ordering – finance signed contract.
- On-site – delivered, in service.
- Maintenance – temporarily offline for service.
- End-of-term – decide renew/return/buy-out.
2. Card fields
- Asset name + serial
- Leasing company + contact
- Monthly payment, residual value, buyout option
- Required maintenance intervals
- Linked jobs or crews that rely on the asset
3. Reminder workflows
- Reminder 60/30/7 days before term end (Toolfy tasks + email).
- Assign maintenance checklist quarterly; attach PDF service reports.
- When an asset is offline, auto-tag affected jobs so schedulers see capacity loss.
4. Document control
- Store the lease PDF, insurance certificate, and inspection logs in the card attachments.
- Limit access to finance + ops leads to keep identity docs secure.
5. Reporting
- Use Toolfy reports to export
Asset cost vs revenue influenced. - Track downtime hours and tie them back to SLA credits to see if an upgrade is cheaper than constant rental cover.
Want the ready-made board? Ping support@toolfy.io; we’ll duplicate it into your workspace with sample reminder workflows.
⚠️ Important Disclaimer
This guide is for general informational and educational purposes only. It does not constitute professional advice of any kind (legal, financial, tax, insurance, or otherwise).
Before making business decisions: Consult with qualified professionals (solicitors, accountants, insurance brokers, etc.) who can assess your specific circumstances. Laws, regulations, and industry standards change frequently and vary by location and situation.
Toolfy and the article authors accept no liability for decisions made or actions taken based on information provided in this guide. You are solely responsible for ensuring compliance with all applicable laws and regulations.
Frequently Asked Questions
How do I track multiple equipment leases in one place?
How can I avoid missing lease renewal deadlines?
What documents should I store for each leased asset?
Need this workflow in Toolfy?
Spin up the exact checklist, scripts, and automations from this article inside your workspace.
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