# How does equipment tracking work in WorkSkedge?

> Equipment in WorkSkedge has two halves: Price Book equipment resources hold the billing rate, and the Equipment Ledger holds the physical assets, checkouts, meter readings and service records.

- Product: WorkSkedge
- Section: Equipment & Assets
- Canonical: https://workskedge.com/help/equipment/how-equipment-tracking-works-in-workskedge
- Updated: 2026-09-01T00:49:52.019049+00:00
- Keywords: equipment tracking, equipment ledger, asset registry, equipment rates, construction equipment software, asset tag, equipment status

Equipment tracking in WorkSkedge is split in two. **Price Book equipment resources** define what a machine costs you and what you bill for it. The **Equipment Ledger** is the asset registry behind it: each physical machine with its asset tag, serial number, meter reading, current checkout and service history. Linking an asset to a Price Book resource is what lets a check-in turn machine hours into a billable usage record on the job.

## Before you start

The Price Book is always on whenever the Finances module is active for your company — there is no toggle to switch it on. You reach it from the main menu at **Price Book**. Adding and editing resources requires access to the Finances area.

## What each half does

The Price Book side is the pricing catalogue. An equipment resource carries the unit of measure, base cost, resale price or margin, category and cost code — the same fields every Price Book resource has.

The Equipment Ledger side is the asset registry. Each asset record can carry a name, asset tag, serial number, purchase date and cost, warranty expiry, location description and a tracking mode (hours, km, miles or a custom unit such as cycles). Assets also hold their checkout history, meter readings and service records.

## Status flow

The ledger deliberately keeps only two statuses:

- **Active** — the asset is available and can be checked out to a work order.
- **Locked** — the asset is unavailable, for example after a failed safety record, and cannot be checked out.

Finer states like "in maintenance" or "in repair" are not built into WorkSkedge itself. They are supplied by an installed app — Work Assets for fleet management, WorkSafe for safety compliance — which shows its own badge on the asset and flips it between Active and Locked as its own rules require.

## Notes and limits

- One active checkout per asset. An asset that is already out cannot be checked out again until it is checked in.
- A locked asset cannot be checked out at all.
- The Equipment Ledger is headless: WorkSkedge stores the data and exposes it through the API, and the day-to-day equipment screens come from an installed app rather than a built-in equipment page.
- Usage billing only happens where the asset is linked to a Price Book equipment resource.

## Related articles

- [Add an equipment rate to the Price Book](/help/equipment/add-an-equipment-rate-to-the-price-book)
- [Link physical assets to a Price Book equipment rate](/help/equipment/link-physical-assets-to-a-price-book-equipment-rate)
- [Check equipment out to a work order and bill the usage](/help/equipment/check-equipment-out-to-a-work-order-and-bill-usage)
- [Equipment safety, maintenance and repair records](/help/equipment/equipment-safety-maintenance-and-repair-records)

## Screenshots

- WorkSkedge Price Book showing the All, Services, Materials, Equipment, Labor and Review tabs with resource rows and margins: https://workskedge.com/api/public/help-image/app/v2/equipment-price-book.webp

## FAQ

### Is there a built-in Equipment page in WorkSkedge?

The Equipment Ledger is headless. WorkSkedge holds the asset registry, checkouts, readings and service records and exposes them through the API; the equipment screens your crew uses come from an installed app such as Work Assets. The Price Book equipment rates are managed in WorkSkedge itself.

### How many equipment statuses are there?

Two: Active and Locked. Active assets can be checked out; locked ones cannot. Any finer status such as In Maintenance is a badge added by an installed app, not a WorkSkedge status.

### Do I need the Price Book to track equipment?

No. You can register assets and track checkouts and meter readings without a Price Book link. The link is only required if you want a check-in to create a billable usage record at your equipment rate.

### What is the difference between an equipment resource and an equipment asset?

The resource is the rate in the Price Book (one row for Excavator, say). The asset is the actual machine with its serial number and hour meter. Several assets can be linked to one resource.

### Can an asset be linked to more than one Price Book resource?

No. An asset can be linked to at most one resource at a time, though you can unlink it and link it to a different one later.