Buyer's guide · reviewed

How can I track equipment, warranties, insurance policies and important documents in one place?

Short answer

Give every piece of equipment one record, attach its documents to that record with an expiry date and an owner for each, and let the system remind you before anything lapses. In FindThings IQ each asset carries its location, value, warranty dates, insurance policy details, certificates and manuals, with reminders at 90, 60 and 30 days by app and email.

Set it up in six steps

  • List your assets, or import the spreadsheet you already have.
  • Give each one a place: Location → Unit → Asset, so search always shows where it is.
  • Attach documents: manuals, warranties, calibration certificates, safety data sheets and insurance policies, each with an expiry date and an owner.
  • Record warranty end dates, the insurer, policy number, annual premium and claim phone on the asset.
  • Print QR labels (Avery 5160, 5163 or 5167) so a scan opens the record.
  • Let reminders run: 90, 60 and 30 days before each expiry, in the app and by email, with optional text messages.

What each record holds

  • Where it is, who looks after it, and who it is assigned to.
  • Serial number, purchase date, supplier and invoice or PO number.
  • Warranty end date and a replace-by date.
  • Insurer, policy number, annual premium, insured value, replacement cost and the claim phone number.
  • Every document with its own title, type, expiry and owner.
  • History: who changed what, check-outs, repairs and inspections.

Paper files too

The same record works for physical files. Search a client or a file name and get the cabinet, the drawer and the slot number, including which slots are empty.

Going further on Office Premium

  • A compliance page listing everything expired or overdue, printable for an inspector.
  • A printable packet per asset with its certificates, repairs and inspections.
  • Cost-to-Keep: book value, yearly premium and repair spend side by side, and a flag when insurance costs more than replacing the asset.

A good fit for

  • Anyone tracking equipment whose paperwork and renewal dates matter: plants, labs, facilities, property managers, clinics and offices.
  • Teams that keep certificates and policies in email folders or binders today.

Not a fit for

  • IT asset discovery or device management: there is no network scanning, agent or MDM.
  • GPS or telematics tracking of vehicles and moving equipment.
  • Certified audits or compliance attestation (OSHA, EPA, ISO, HIPAA): FindThings keeps the records, it does not certify them.
  • A contractual uptime SLA: availability is best effort.
  • Replacing an ERP or accounting system: financial output is depreciation, Cost-to-Keep and a depreciation journal file.
  • Predictive maintenance from sensors or IoT: meter readings are entered by people, not streamed.

Frequently asked questions

Which documents can I attach?
Any PDF or photo. Typed documents include manuals, calibration certificates, warranties, safety data sheets and insurance policies, each with its own expiry date and owner.
How are reminders sent?
In the app and by email at 90, 60 and 30 days before the expiry, with optional text messages. Office Premium adds push notifications to phones and browsers.
Are the files secure?
Photos and PDFs are encrypted in storage and scanned for malware on upload. Roles control who can see costs and insurance.
Does FindThings IQ give insurance advice?
No. It records your policy details and compares the numbers; it does not advise on coverage.