Your Asset
Documentation Specialists


Other Services

In addition to Home/Business Asset Inventory Documentation we also offer:

  • Retail Inventory Services
    We count, so YOU don't
                      have to.
  • DataDots™
    Prove Ownership!
  • Gift Certificates
    AIS takes pride in our work and value of our service. The peace of mind of being prepared in the event of a loss cannot be calculated. Consider sharing that peace of mind with someone you care about and ask about our gift certificates.

Important Articles

Note: As with most inventory services, we are not certified appraisers, but documentation specialists. We rely on the information reported to us by the client to properly document the value of all items. Please have your receipts and appraisals available at time of service.

Associates Inventory Service - Home and Business Asset Inventory Documentation Services

Business Asset Documentation Inventory

What would you do if your business burned to the ground?

Could you remember all of the physical assets that were in your business?

How would you service your customers?

How long would it take you to get up and running again?

Would your business have a future?

These are tough questions, but they are necessary questions that every business owner should ask themselves prior to experiencing a disaster.  Every business, large or small, should have a continuity plan, or disaster contingency plan.  This plan details the steps you would need to take, and the time frame needed, to get back up and running again after a disaster.

"Could your business survive a major emergency? Businesses that recover quickly are those that have planned in advance." - Insurance Information Institute.

A detailed business inventory provides critical documentation that keeps a business prepared and protected.  It plans for the unexpected as it keeps the business ready with the required documentation if damage or theft were to occur and provides required information that is to be documented within a Business Continuity Plan (BCP).

A very important part of any business continuity plan is an inventory of all business assets, including equipment, furniture, computers, telephones, office equipment, business vehicles, etc.  This inventory will assist in maximizing your reimbursement from an insurance claim, and will enable the claims process to move smoother and faster.  The amount of your reimbursement from a claim, and how fast you're reimbursed, can determine the future of your business.

The timely submission of an insurance claim that meets or exceeds insurer's requirements for a list of itemized content and visuals showing 'pre-loss' conditions will speed claims processing and payout while your resources remain focused on restoring business operations.  The difference between a business that falters and sometimes fails after calamity strikes and one that is able to restore operations and regain business as usual is the business that plans to maximize every available resource for recovery.

Establishing a visual record of condition and 'business as usual' operations lends credence to a damage claim where premise decor represents a substantial investment for the operator.  A salon or show room should have a comprehensive video of all interiors and include signage in the exterior views.  Include the headlines of a local newspaper in the video to establish the date of the record.  Visual proof of 'pre-loss' condition is impossible to capture after the disaster event, and is part of the insured's responsibility to show 'pre-loss' conditions.  The insurer may require this visual record to support a claim.

Of special concern is the small business, one-person sole proprietor who may underestimate the importance of preparing a disaster recovery/business continuity plan.  Your enterprise is especially vulnerable to the effects of a disaster since you may not be able to call upon staff to assist in restoring business operations.

The business owner is reminded that not all loss is due to damage.  Theft of computer equipment or electronics is common and the thief will not supply a helpful list of what was taken.  Full loss may not be comprehended if memory is the only source of a list of assets.  Some insurers have indicated they expect the insured owner to mark with owner ID all insured content to facilitate the return of stolen property should law enforcement recover these items.

Associates Inventory Service (AIS), has the solution for your business.  In the unfortunate event of a fire, storm, theft, or other disaster, your business inventory and continuity plan performed by AIS will help your business get back up and running again quickly.

Asset Identification

Are you a business owner and you have never done an inventory of your business property? If you own computer equipment, electronics, office furnishings, phones, tools and equipment you should have a thorough documentation of your assets.

Are you a contractor and find that tools are "walking" or disappearing, or are your tools and equipment left on jobsites or in trucks exposed to the possibility of theft? Do you know or will you remember what items have been assigned to your employees while they are working for you or if they should leave your employ? An inventory will make employees accountable for what they carry. It will also benefit you in the event of a loss or claim.

As small-business owners ourselves, we understand the investment you've made. An inventory helps protect that investment in case of theft or disaster, and will allow you to settle claims quickly and fairly.

Not only can we document your business property, but we can also set up an asset identification procedure for your company with our DataDot™ system. You can then decide if you want us to maintain it, or you can do the maintenance in-house. If you would prefer to do the entire process in-house, we offer a consultation service to help you get started.

Contact us to arrange a no-cost, no-obligation consultation for an evaluation of your needs and a free estimate.

Be Prepared

Be prepared for insurance claims.
Planning in advance and being prepared if damage or theft occurs to your business, greatly impacts the timing and settlement amount of your insurance claim.
  • A detailed list of all items destroyed, damaged or stolen is required for each insurance claim.
  • An existing business inventory means your claim can be submitted within 24-36 hours vs. weeks or even months.
  • It maximizes your claim as it validates your proof of ownership and value.
Be prepared with a Business Continuity Plan.
A business inventory is a crucial component of a BCP - a plan that will improve a company's chance of continuing operations through any type of interruption such as natural disasters, power failures, and IT crashes.
  • "Documenting your critical equipment" is a crucial step in a BCP.  Your BCP should include a detailed inventory of your business assets, including critical equipment.
  • A business asset inventory provides the requirement that all equipment that is owned or leased is documented by type, model, and serial number.
  • An inventory, including photos and video of your business assets, supports the recovery phase because you have the required documentation to begin the claims process.
  • Your inventory from AIS will contain digital copies of critical documents that may be necessary to reference during the recovery stage.
Additional benefits of a Business Inventory:
  • Validates and expands the Statement of Assets.
  • Ensures you have the correct amount of insurance coverage.
  • Captures items that can be claimed as depreciable assets which are often missed on a capitalization or depreciation schedule.
Every business needs a Business Continuity Plan. Don't wait until you are in the recovery phase to develop this plan - start today to ensure continuity and survival of your business.
Associates Inventory Service has the solution for your business.  In the unfortunate event of a fire, tornado, theft, or other disaster, your business inventory performed by AIS becomes a vital part in helping your business get back up and running again quickly.

Business Asset Inventory Documentation Includes:

  • Digital Video

    The video included in your portfolio is high-definition (HD). As a result, your images will be sharper and clearer than standard-definition (SD).
    Video footage is taken of each room in your office as well as the outside.

  • Digital Photography

    The high-quality digital photos record your business assets such as computers, office equipment, furniture, etc. in greater detail and supplement the video footage taken of the assets in the office setting.

  • Inventory Reports

    For each asset, there is an accurate description, purchase date, cost, model and/or serial number, background information, receipt scan and photo.  Assets can be viewed by value, category, location and alphabetical. The total value of the inventory in Replacement Value and Actual Cash Value will be stated on the Summary Report.

  • Inventory Software

    A DVD which includes the inventory reports, photos, scanned receipts, appraisals, important document and the video footage. All reports can be viewed on your computer or reprinted. You can also view or print each individual item, photo or scan.

  • Data Storage

    To protect your privacy and security, we take the following precautions: (1) Identify you and your business with a unique and secure number-all personal information is removed. (2) Inventory data is encrypted when stored in an off-site storage facility. Your data is removed from our computer once the transfer of your data to the on-line facility is complete. (3) We guarantee that we will not sell or otherwise provide your information to any third party.

Our Guarantee To You
Beginning with your initial phone call and through the storage of your data, all conversations and information will be confidential and protected.  We are Licensed, Bonded and Insured and will sign a Letter of Confidentiality before we begin the inventory.  Prior to the inventory, we will meet with you to review the sample portfolio so you can see what the final product looks like and review in detail how the inventory appointment will go.
On average, you can expect an inventory to take 6-8 hours and will schedule this appointment to accommodate your busy schedule.  Your completed portfolio will be delivered to you within a week.
Associates Inventory Service will present your documented inventory in a professional 3-ring portfolio with zipper.  The portfolio contains two versions of the printed reports, a summary report and a CD & DVD that contain all versions of the written reports, digital photos, video footage, and the scanned receipts and/or documents.

Preparation and protection for your business, assets, and financial future - starts with you.  Give us a call today for a free estimate.  406-245-3676.

Once your inventory is complete, it is important to keep it up-to-date.  For one year after your initial inventory, there are no additional charges to add or update and store your data.  After that, there will be a yearly fee to update and store your inventory documents.

Our Address

Associates Inventory Service
1040 Lost View Drive
PO Box 50687
Billings, MT 59105

Phone: 406-245-3676
Toll Free: 877-240-4647
Mobile: 406-698-6506

DataDot™ Technology

Making your valuables worthless to a thief...
DataDots™ are a state of the art identification and anti-theft security system applicable to most assets. The product consists of polyester substrate micro-dots, each the size of a grain of sand, onto which unique information is laser etched. These unique dots come pre-mixed in a UV based adhesive for ready application onto assets such as laptops, stereos, mp3 players, business assets, cell phones, tools, electronics, and other high value items. Police need only to locate a single DataDot™ to confirm the asset's true identity.  Click for more information.