Track Every Appliance, Furnace, and Fixture Across Your Portfolio
Stop wondering when you bought that water heater or where you moved the old dishwasher. Tenant Buddy keeps a per-asset record of serial numbers, warranties, condition, location history, and maintenance, all linked to your work orders.
Key Benefits
See how this feature helps Canadian landlords save time and stay compliant
Serial, Make, Model, Warranty
Every asset captures purchase date, purchase cost, make, model, serial number, and warranty expiration. When something breaks, you have the info you need for a warranty claim or replacement order in seconds.
Status and Condition Workflow
Status flows through Active, Requires Attention, Inactive, and Disposed. Condition is rated Excellent, Good, Fair, or Poor. Color-coded so you can scan a portfolio of assets and spot the ones needing attention.
Location History
Move an asset between properties, units, or your warehouse and the move is logged with a date. Pull up an asset and you see every place it has lived. No more "wait, where did we put the spare fridge?"
Photos Per Asset
Attach photos to every asset. The make-and-model plate, the install location, the wear and tear that justifies replacement. Photos are searchable alongside the rest of the asset data.
Custom Fields
Need to track BTU rating on furnaces, energy-star certification on appliances, or filter sizes on HVAC units? Add custom fields per asset definition so you capture exactly what matters for your portfolio.
Direct Link to Work Orders
When a furnace needs repair, link the work order task to that specific furnace. Pull up the asset and you see every work order it has ever been part of, with costs, dates, and vendors. Smart repair-vs-replace decisions.
Setting Up Asset Tracking in Four Steps
Get started in minutes with our simple, intuitive process
Add Each Tracked Asset
For appliances, furnaces, water heaters, AC units, and other significant equipment, create an asset record with the make, model, serial, purchase date, cost, and warranty expiry. Attach a photo of the rating plate.
Assign a Location
Each asset lives somewhere: a specific property, unit, or your storage/warehouse location. Moving it later is one click and the history is preserved.
Track Condition Over Time
Update condition (Excellent, Good, Fair, Poor) as wear shows. Mark assets "Requires Attention" when an issue arises. The visual workflow surfaces what is approaching end-of-life.
Link Repairs to the Asset
When you create a work order task for a repair, link it to the asset. Each asset accumulates a maintenance history, so by year three you know whether it is cheaper to fix that furnace one more time or replace it.
When Asset Tracking Pays for Itself
Three real situations where having the data saves you real money
The Warranty Claim
Tenant calls: dishwasher will not drain. You check the asset, it is 18 months old with a 2-year warranty. Manufacturer covers the repair. Without tracking, you would have just paid the $300 service bill yourself.
The Repair vs Replace Decision
Furnace acts up again. You pull the asset history: three repairs in 18 months totaling $2,100, condition is Fair, install was 14 years ago. Replacement is the right call, and you can prove it to your accountant.
The Move-In Inspection
Tenant claims the stove was already broken at move-in. You pull the asset history: condition was "Good" with photos at the move-in inspection two weeks ago. Disagreement settled in 30 seconds.
Frequently Asked Questions
Find answers to common questions about property management software for Canadian landlords
Asset Tracking Questions
The general rule: anything significant enough that you would notice if it was missing or want to know its history if it broke. Common examples are appliances (fridge, stove, dishwasher, washer/dryer), HVAC equipment (furnace, AC, water heater), and high-value fixtures. Tracking light bulbs and door knobs is overkill, but tracking a $1,500 fridge makes sense.
Yes. The "Relocate" action moves an asset to a different property, unit, or to a warehouse/storage location, and the previous location is preserved as history with a date. Useful when you swap a working appliance from a vacant unit into a unit that needs one.
Each asset captures a warranty expiration date. The asset list highlights expiring warranties so you can take advantage of remaining coverage before it lapses.
Yes. Attach as many photos as you want per asset. The model rating plate, the install location, and condition photos at move-in or move-out are particularly useful.
No. Asset Tracking captures the operational data (location, condition, repairs) so you know what you own and how it is doing. CCA calculations for your tax return are a separate discipline that your accountant should handle. The data here helps that conversation, but Tenant Buddy does not auto-calculate CCA.
Yes. Work order tasks can link to a specific asset. So when the furnace needs servicing, the work order task points at that furnace, and the asset accumulates a complete maintenance history including dates, vendors, and costs.
Yes. Define custom fields per asset definition (e.g., furnace BTU, dishwasher dB rating, washer capacity). Custom fields appear on the asset record and on filters so you can search by them.
Move the asset status to "Disposed" with notes explaining why and when. The asset stays in your records (so the history and old work orders remain accessible) but it is filtered out of your active asset views.
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