Three ways to add an asset
When you add a fixed asset, Cybooks asks how you got it:
I bought it – you purchased the asset and have a bill or invoice for it
Already had it – you owned the asset before you started using Cybooks
Something else – you received it through a donation, exchange, or other method
How to start
Go to Fixed Assets in the sidebar and click Add Asset. A wizard opens and asks you to choose how you got the asset.
Option 1: I bought it
Choose this when you purchased the asset from a supplier.
Step 1: Upload the invoice (optional)
Drag and drop the supplier invoice into the upload area. Cybooks reads it using AI and fills in the form for you, including the supplier name, invoice number, date, and amounts.
You can skip this step and type everything in manually.
Step 2: Fill in the form
The form asks for:
Purchase details:
Purchased from – who you bought it from (the vendor)
Invoice date – the date on the invoice
Invoice number – the reference from the supplier
Asset details:
What is it? – a clear name for the asset
Category – the asset type (e.g. Computer Equipment). This fills in the useful life for you.
How long will it last? – the useful life in years. Pre-filled from the asset type, but you can change it.
Amount – how much you paid
VAT – the tax rate that applies
Click More Details to set optional fields:
Start tracking value from – when depreciation should begin (defaults to the invoice date)
Worth at the end – what you think the asset will be worth at the end of its life (defaults to 0)
Serial number – for tracking the physical item
Notes – any extra information
Tip: When you save, Cybooks creates a bill and registers the asset in one step. The bill is linked to the asset so you can always trace it back.
Option 2: Already had it
Choose this for assets your business owned before you started using Cybooks. This is common when you first set up or move from another system.
Fill in the asset details: name, type, purchase date, purchase price, and useful life.
Important: Set the purchase date to when you originally bought the asset, even if that was years ago. When it is registered, Cybooks will work out the missed depreciation automatically. This catch-up amount goes to Opening Balance Equity, not to your current expenses, so your Profit and Loss stays accurate.
Option 3: Something else
Choose this for assets received through donation, exchange, or any other way that was not a purchase.
You fill in the same asset details, plus one extra field:
Where did it come from? – the account to credit when the asset is added to your books (e.g. a donation income or liability account)
What happens after you save
All three options register the asset immediately. This means the asset is activated straight away with an asset number and accounting entries.
Good to know: You can also create draft assets that are not registered yet. These appear when a bill or expense is coded to a fixed asset account — see the article on auto-created assets.
Live summary
As you fill in the form, Cybooks shows a summary with:
Value drops – the calculated monthly depreciation
Fully written down – the estimated date the asset will be fully depreciated
This helps you check the numbers before saving.
Screenshot needed: The asset form showing the live summary with "Value drops" and "Fully written down" values. Navigate to Add Asset > Already had it > fill in some example values.