How do I track hardware costs and warranty?
Velory lets you record how each device was acquired, what it costs, and when the warranty expires. This information lives on the Finance tab of each device's detail page. Use it to track purchase prices, lease terms, vendors, and warranty coverage across your hardware fleet.
In this guide
Before you begin
You need Admin or Manager access to edit finance details on hardware.
Open the Finance tab
- Go to Assets → Hardware.
- Click on a device.
- Select the Finance tab.
Set the acquisition type
The acquisition type determines which cost fields are shown:
| Acquisition type | Fields shown |
|---|---|
| Purchase | Purchase price |
| Lease | Monthly lease amount, lease term (months) |
Select the type from the Acquisition type dropdown. You can change this later if the device's ownership model changes.
Record purchase details
For purchased devices:
- Set Acquisition type to Purchase.
- Enter the Purchase price.
- Select the Currency (USD, EUR, GBP, SEK, or others).
- Optionally set a Vendor — the company you purchased from.
- Optionally set the Purchase date.
Changes save automatically.
Record lease details
For leased devices:
- Set Acquisition type to Lease.
- Enter the Monthly lease amount.
- Enter the Lease term in months.
- Select the Currency.
- Optionally set a Vendor — the leasing company.
The Renewal date field in the Details card on the Details tab helps you track when the lease contract is due for renewal. You can filter by renewal date in the hardware list.
Track warranty
The warranty section helps you monitor coverage across your devices.
Set warranty details
- On the Finance tab, scroll to the Warranty section.
- Set the Warranty end date — when coverage expires.
- Optionally enter the Warranty type — a free-text field for the warranty plan name (e.g. "AppleCare+", "Standard 3-year", "Extended").
Warranty status
Velory automatically calculates the warranty status based on the end date:
| Status | Meaning |
|---|---|
| Active | The warranty is valid and not expiring soon |
| Expiring soon | The warranty will expire within the next 30 days |
| Expired | The warranty has passed its end date |
| No warranty | No warranty end date has been set |
Filter by warranty
In the hardware list, you can filter by warranty status to find:
- Devices with active warranties
- Devices with warranties expiring soon — so you can renew or plan replacements
- Devices with expired warranties
- Devices with no warranty set
Warranty from integrations
If warranty data comes from an integration (e.g. an insurance provider or HRIS), the Warranty source badge shows where the data originated. The warranty fields are locked by default to prevent accidental overwrites.
To take manual control of warranty data from an integration:
- Click the Override button next to the warranty fields.
- Edit the warranty end date and type as needed.
Your manual changes will take precedence. The original source is still recorded for reference.
Good to know
How do I see costs across all devices?
Use the hardware list with the Price column visible. You can also export the current view to CSV for further analysis — the export includes all financial fields.
Can I track costs in different currencies?
Yes. Each device stores its own currency. The supported currencies include USD, EUR, GBP, and SEK. If a device was imported with a different currency code, that code is preserved.
What is the difference between purchase price and lease monthly?
The purchase price is the one-time cost of buying the device. The lease monthly is the recurring monthly cost of leasing it.
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