Insurance•30 April 2026•6 min read

How to photograph your tools for an insurance claim that gets paid.

A 15-minute job that saves you weeks if you ever need to make a claim.

By The TTT team — Tradie Tool Tracker

Insurance claims for stolen tools get rejected more often than any other small business cover. The most common reason is the simplest one: no proof of ownership. Fifteen minutes of photography on a quiet Saturday is enough to fix that problem permanently.

What to shoot

Every power tool, individually, with the serial-number plate visible and readable. Zoom in. Multiple shots if the serial number is hard to read.
Every meter, measuring instrument and high-value hand tool — Fluke, Klein roll-ups, REMS, Ridgid, the lot. Serial number visible where one exists.
Every toolbox, Packout, TSTAK or kit case as a "wide" shot showing the full layout.
Every trailer chassis number, every plant compliance plate, every generator dataplate.
Receipts, packing slips, invoices — anything that proves you bought it. Photograph these as part of the same set.

How to shoot it

Outdoors, in daylight, on an overcast day if you can pick one. Direct sun blows out plates; cloud cover is your friend.
Phone camera is fine. No need for anything fancy. Hold it square to the plate; do not shoot at an angle.
Two shots minimum per asset: wide (whole tool) and tight (serial number filling the frame).
Tap to focus on the plate. Wait for the focus indicator. Tap the shutter.

Where to keep the shots

Backed-up cloud storage that is not on the phone you carry around with you. Google Drive, iCloud, Dropbox — pick one. Make a dated folder ("2026-04 tool inventory") with subfolders by asset class. When you buy a new tool, drop the receipt and a photo straight into the folder. Five minutes per purchase.

An app like Tool Protect does this for you with a built-in inventory format. Worth it for crews with 50+ items. For a solo tradie, a folder of photos and PDFs is enough.

What the insurer will ask for

Proof of ownership — your photos and receipts
Police event number, lodged within 24 hours of discovery
A list of what was taken, with model and serial numbers where you have them
Location data showing when and where the gear was last with you (a GPS tracker is the gold standard here)
The policy excess, and any sub-limits that apply (most policies cap individual items — know the cap before you claim)

Read the full insurance claim guideHow to claim tool theft on insurance — and actually win.

About the author

The TTT team

Tradie Tool Tracker

TTT is built in Australia for tradies. We share what we learn from the trade — about theft, recovery, insurance and the kit that keeps the lights on.

FAQ

Quick questions on this one.

Things crews ask about this topic in the support inbox.

How often should I update the photo inventory?

Add new tools as they come in. Do a top-to-tail audit once a quarter — empty the toolbox, photograph anything that has changed, update the folder. Total time: under an hour for most crews.

Do I need to photograph serial numbers on hand tools?

High-value hand tools and meters with serial numbers, yes. A $20 pair of pliers, no. Use judgement — anything over $200 with a serial number is worth a shot.

Will photo evidence alone be enough for a claim?

It is necessary but not always sufficient. Most insurers also ask for a police event number and some form of location or alarm evidence. The full package — photos, receipts, event number, GPS history — is what gets claims paid quickly.

Want one on the kit before next week?

Tell us what you've got and how many. We'll come back within one business day with pricing for your crew.