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Church inventory management software for assets, gear, and donated goods

StockZip is church inventory management software — and asset tracking for any nonprofit — for the physical things a mission runs on. Label each room and ministry, scan the gear, and check the projector or the pop-up canopy out to the volunteer who took it. It keeps AV equipment, event gear, and donated goods accounted for across every ministry, without being one more login for the office.

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Free forever for 100 items · no credit card · the asset layer, not a ChMS

From the ride-along

A day in the life with StockZip

8:00 AM

Sunday setup. The AV volunteer scans the wireless mics and the sound cart out to the sanctuary, so when a mic goes missing after service there is a record of who had it and where it went.

10:30 AM

Kids ministry. The nursery lead counts craft supplies and snacks before the second service and sees two below their minimum, so the shopping list is set before the week runs out.

1:15 PM

Event gear out. A community group borrows tables, chairs, and a pop-up canopy for an outreach. The gear is checked out to the coordinator, so it comes back — and the trail says who to ask if it does not.

3:40 PM

Donation drive. Donated coats and canned goods come in for the pantry. Each is scanned into a "Donations — Winter Drive" folder so the volunteers know what is on the shelf without recounting boxes.

Mon 9:00 AM

Reconcile. The office scans the sanctuary AV back in, spots a mic that never returned, and pulls the record — checked out Sunday, not yet back — instead of tearing the closet apart.

Warehouse → van → job site → return

How the work flows

01 · Map ministries and rooms into folders

Each ministry, storage room, closet, and event kit is a folder — nest them under a campus, and a multi-site church nests campuses under it. Print a QR label per room and cart so any piece of gear can be scanned to where it belongs.

02 · Label the gear and load the list

Import your equipment list by CSV or scan items in, and put an asset tag and serial on the valuables — AV gear, instruments, cameras, laptops. A photo on each record means the next volunteer recognizes the right item without a description.

03 · Check gear out to volunteers and ministries

When a volunteer borrows the projector or a ministry takes the event kit, check it out to them and check it back in on return. StockZip logs who had it and when, so borrowed gear comes home and a missing item has a trail. Check-in / check-out is on the Starter plan and up.

04 · Track donated goods and reconcile

Donation drives and pantry stock get their own folders, so volunteers see what is on the shelf without recounting. Set minimums on supplies that run out, reconcile after each event, and export the movement history for the board or the annual asset review. Reports and the audit-log export are on the paid plans.

Frequently asked questions

How do churches and nonprofits keep track of their assets?

Make a folder for each ministry, room, and storage closet, put an asset tag and photo on the valuable gear, and scan items as they move or get borrowed. You see what you own, where it is, and — on the paid check-out feature — who has it, without a binder that no one updates.

Can I track equipment across multiple ministries or campuses?

Yes. Each ministry and campus is a folder, and role-based access lets you scope a volunteer to their own ministry while staff see everything. AV, worship, kids, and facilities each get their own space, all from one catalog rather than a spreadsheet per team.

Can I check gear out to a volunteer so it comes back?

Yes. Check the projector, the sound cart, or an event kit out to a volunteer or ministry, and check it back in when it returns. StockZip records who took it and when, so borrowed gear has an audit trail instead of a mystery. Check-in / check-out is on the Starter plan and up — see pricing for the tier.

Is StockZip a church management system or donation platform?

No. StockZip is the asset and inventory layer for physical things — gear, equipment, supplies, and donated goods. It does not track giving, members, events, or donor records. Keep Planning Center, Breeze, or your donation platform for people and giving; use StockZip to know where the equipment is and who has it.

Can I track donated goods for a drive or pantry?

Yes. Give each drive or pantry its own folder and scan donated goods in, so volunteers see what is on the shelf without recounting boxes, and you can set a minimum on staples so a restock request goes out before you run short. This tracks the goods themselves, not the donor or the tax receipt.

Is there a free plan for a small church or nonprofit?

Yes. The Free plan covers up to 100 items with barcode and QR scanning, room and ministry folders, photos, CSV import, and low-stock views — enough for a small church or nonprofit to get organized at no cost. Checking gear out to volunteers, custom fields, and reports are on the paid plans.

Free template

Free asset inventory template

Not ready to set up an app yet? Start with the free asset inventory template — a ministry-by-ministry gear and equipment sheet you can fill in today and import into StockZip later.

Get the template