How do you keep track of your serial numbers when adding appliances to units during renovations?

PM's and Maintenance Supervisors: How do you keep track of your serial numbers when adding appliances to units during renovations? Traditionally, I've kept them in a file cabinet that is assigned to that specific building and unit, but there has to be a better way that is online.

Spreadsheet

Your software should have that option. What are you using?

We are currently using Commercial Cafe (Yardi), but previoulsy had everything stored in AppFolio. That's part of the issue. When you switch software, that data doesn't typically merge with the new one.

Everything is put in our software under assets, also carpet , vinyl, roof replacement etc

Your software should track, if not you can log in as a work order and log in info in the completion notes

Whatever software you use should track it

So don’t blow me up here…..
What is the purpose of tracking serial numbers?
I track dates of service of appliances in Apts, who has what, when changed, but not actual serial

warranties, easy part replacements and things like that.

In yardi, you can add unit memos. That's where we track ours. Appliances, flooring replacements, whatever you want to track.

Simple Spreadsheet

When you change software systems, you should be able to export a CSV file/ Excel and then be able to upload it. As long as you label each column correctly, it should import easily.

I keep a shared spreadsheet in teams. One tab for each type of appliance. Date installed, serial number and brand.

I used a simple spreadsheet, per building and then apt, and individual appliance type... building 1, apt 101, stove, fridge, dishwasher, disposal, microwave, water heater, washer, dryer, also had a make, model and serial category for each. As a MS I wanted to know exactly what was in each unit so when sending a tech out they had all the relevant info for a service call.

Work orders help too...tied to the unit...if you don't hv the asset mgmt side set up

If you have Yardi there is a memos drop down for appliances, carpet, etc. Then you can pull a memo analytics for all units and it will be there.

Keep it in the Maintenance file associated with the apartment number.

I use AppFolio and put the model, make and serial number in Fixed Assets. I also put in cost and date of installation. Helps if you ever need to charge a resident for damages.

Yardi actually has an asset section that you can record all the info. Brand, model, color, serial, model #, install date and cost. Then there is an asset report you can pull everything or specific categories and it will show any and all info.

I will do am Spread sheets and keep tracking of model and serial and apts were it goes to easy

Unlike other systems that make you manage fixed assets (like appliances with warranties) completely separate from your workflow, FacilGo streamlines everything. Within our platform, recording, tracking, and moving fixed assets – along with warranty notifications for all types – becomes part of your standard work order and procurement process. This means no more jumping between systems to track appliances and their warranties – it's all built right into your daily tasks. And in the case of a recall, you can easily locate affected assets within the system, saving you time and ensuring you address the issue promptly.

Our software eliminates the need for manual spreadsheets, which can be error-prone and time-consuming. FacilGo automates the entire process, giving you a clear and centralized view of your fixed assets.

We also offer renovation functionality that provides real-time financial insights. As you perform renovations through FacilGo, everything is automatically recorded: move-outs triggering inspections, quotes and purchases, invoices, payments, and even resident chargebacks. All this information is accessible through clear reports and dashboards.
Let me know if you'd like to learn more about how FacilGo can simplify your operations. BTW, I'm the founder here at FacilGo.

We use Realpage, and it tracks serial numbers if you enter them. Being that companies like to change software; I keep the product cards in a Maintenace file behind the unit file. I also have a binder for each building where I update the unit every year during my inspections, and then transfer that info to a spreadsheet for corporate.

We have a form that is called an appliance request for. It has to be filled out before replacing. It tracks the old serial number as well as the new one and that number goes into to system. We use Rent Manager. We also have a file for each apartment to keep those sheets in just in case. In the past I have heard of appliances being stolen and replaced with old ones.