Adding a Tool

Overview

Tools in Swivl are portable items your technicians carry to job sites hand tools, power tools, testing instruments, and similar gear. Adding them to your inventory helps you track what you own, calculate cost per hour, and record supplier details. Tools and equipment share the same form, so the process is identical whether you're adding a wrench or a large compressor.

Who can access this

• Super Admin: can add and manage tools.
• Admin: can add and manage tools.

How to add a tool

• Go to Inventory → Assets → Tools & Equipment
• Click + Add Tool/Equipment

• Fill in the following fields:

Required fields

• Name of Tool/Equipment: give the tool a clear, descriptive name (e.g. "Milwaukee Impact Driver 1/2 in")
• Supplied By: enter the supplier or vendor name
• Cost per Hour: the rate at which this tool's usage is billed to jobs. Use the Tool Cost Calculator link at the bottom of the form for help

Optional

• Manufacturer: the brand name
• Purchase Price: what you paid for the tool
• Purchase Date: when the tool was acquired
• Serial Number: the manufacturer's serial number
• Tool Tracker ID: your own internal tracking ID
• Notes: click Generate or Rewrite to use AI

4. Under Media and Documents, upload images or attach documents receipts, warranty cards, or user manuals
5. Click Save Details

Uploading media

In the Media and Documents section, upload photos of the tool and attach any supporting documents (receipts, warranty cards, user manuals).

Editing a tool or piece of equipment

1. Go to Inventory → Assets → Tools & Equipment
2. Click the edit icon on the tool you want to update
3. The form opens with all current details pre-filled
4. Make your changes and click Save Details

Using AI Extract

AI Extract lets you scan a document or receipt to automatically pull tool details into the form saving time on manual data entry.

1. Go to Inventory → Assets → Tools & Equipment
2. Click AI Extract in the top-right
3. Upload or photograph the document
4. Review the extracted details
5. Confirm and save

Setting a Tool as Inactive

To remove a tool from active use without deleting it, click the edit icon and toggle the Status to Inactive. Inactive tools remain in your records but are excluded from active selections. Toggle back to Active when the tool returns to service.

Tips

• Keep names consistent and descriptive as the technicians will search by name when logging tool usage.
• Attach a photo to make each tool easy to identify, especially when your inventory contains similar items.
• Use AI Extract on the Tools & Equipment tab to scan tool labels and auto-populate form fields automatically.

Related articles

• Assets overview
• Materials Overview and AI Extract
• Adding a Vehicle