Your equipment, insurance and mileage in one place

Business → Business register. Three lists that are easy to neglect and expensive to need.

Dates are typed year first, for example 2027-03-31.

Insurance

To add a policy, fill in the row under the list and press Add policy: the kind of policy (public liability, equipment, professional indemnity, vehicle or other), the Insurer, the Policy number, the Cover and Premium amounts, and the date it Renews.

You are emailed once when a renewal is 30 days away, and once more if the date passes. The list also marks a policy that is due soon or has run out.

When you renew, type the new date in the box beside the policy and press Renewed. The new date has to be later than the old one.

Venues often ask for a certificate of currency for public liability, and this keeps the details in one place.

Equipment

To add an item, fill in its Name (for example "Sony A7 IV"), the kind of item, its Serial number, the date you bought it, what it cost, when the warranty ends, and tick Insured if it is covered. Then press Add item.

Serial numbers are the first thing an insurer or the police ask for after a theft. The page tells you how many items are not marked as insured, and what they cost.

When something is sold or lost, type the date and any sale price beside it and press Sold or retired. It leaves the list but stays on record, and its serial number can be used again. Delete removes an item entered by mistake.

Warranty end dates are included in the same reminder emails.

Mileage logbook

To log a trip, fill in the date, From, To, the kilometres and the Reason. Tick Return trip (doubles it) for a there-and-back journey, and choose the booking it was for if you like. Then press Log trip.

The top of the logbook shows the kilometres counted this financial year (1 July to 30 June) and what they come to at the cents-per-kilometre rate. Kilometres from the logbook are added to any you entered on expenses, and the 5,000 km cap applies to the total, so nothing is counted twice or claimed over the limit.

This is a record-keeping aid. Your accountant decides which method suits your tax return.