This free fixed asset register template keeps a list of everything your business owns for the long term, from laptops to vans, with cost, purchase date and supplier. Choose straight-line or reducing-balance depreciation for each asset, set an “As at” date, and it calculates this year’s depreciation, accumulated depreciation, net book value and any profit or loss when you sell.
What the register records
Each row is one asset, with these columns:
| Inputs | Calculated |
|---|---|
| Asset no, Description, Category, Purchase date, Supplier, Cost £ | Years held |
| Method, Life (yrs) or Reducing balance rate | Depn this year £, Accum depn £ |
| Disposal date, Proceeds £ | NBV £, Profit / (loss) £ |
Categories in the dropdown are plant and machinery, fixtures and fittings, motor vehicles, computer equipment, office equipment, and land and buildings. Depreciation is worked out on time held, so an asset bought partway through the year is charged pro rata. The band at the top counts assets still held and shows their cost, accumulated depreciation and net book value.
Depreciation and capital allowances are different things
Depreciation spreads an asset’s cost across its useful life in your accounts. HMRC does not accept it as a tax deduction. Instead you claim capital allowances:
- The Annual Investment Allowance gives 100% relief on most plant and machinery, up to £1 million a year.
- Cars do not qualify for the AIA; they get writing down allowances.
- Sole traders and partnerships using the cash basis claim most equipment as an allowable expense instead, and capital allowances only on cars.
Keeping the register up to date gives you the purchase dates and costs you need for either calculation. If you use the self-employed profit and loss template, depreciation is added back there and capital allowances deducted.
Keeping the register each year
At each year end, change the As at date, add the year’s purchases and record any disposals. The totals row includes every asset listed, sold or not, while the band shows only assets still held.
