The 8 best IT inventory management systems

Managing IT assets is a critical but complex task for any business. From procuring and deploying new devices to employees, to tracking those assets throughout their lifecycle, to eventually retrieving the devices when an employee leaves—it's a lot to stay on top of. 

The pains are amplified for distributed workforces. IT admins and managers find themselves spending Friday afternoons at FedEx shipping laptops to remote new hires or picking up company computers sent by departed employees. These headaches point to the clear need of a centralized system that streamlines the entire IT asset management process end to end.

While spreadsheets may work for very small operations, most companies find that dedicated IT inventory software is the best way to efficiently manage their technology assets at scale. But with numerous options on the market offering different features and capabilities, choosing the ideal system for your organization's needs can be challenging. This piece will help you make an informed decision.

What is IT inventory management software?

IT inventory management is the process of tracking, managing, and optimizing all the hardware, software, and other technology assets within an organization. This includes devices like laptops, desktops, monitors, mobile devices, and tablets, as well as software licenses, subscriptions, network equipment, and any other IT assets a company uses. For businesses that sell products, this can also include point of sale systems and other specialized equipment used in retail or e-commerce operations.

Inventory management software enables companies to maintain a real-time database of their complete IT asset inventory. Beyond just tracking what assets you have and who they are assigned to, these systems also help manage the entire lifecycle of assets from procurement to retirement. 

Real life example: Your marketing team is expanding and needs new laptops with licensed design software. With an IT asset management system, you could:

1. Easily see current laptop inventory and availability
2. Procure the right number of devices with a few clicks
3. Automatically assign the laptops and software licenses to the new hires
4. Ship the devices pre-configured directly to the employees
5. Track the location and status of those assets over time
6. Reassign or dispose of the assets when no longer needed

Having a unified system enables much smoother logistics, tighter security, and better visibility compared to trying to manage everything manually.

Some IT inventory management solutions focus purely on the software side—providing a centralized platform to track assets. However, more comprehensive options like Rippling extend into physical inventory management as well. This allows companies to not just track assets digitally, but also outsource the logistics of procurement, provisioning, warehousing, and retrieval of devices removing operational headaches from IT's plate entirely.

Must-have features in an IT asset inventory management system

When evaluating different IT inventory management solutions, here are some of the key features and capabilities to look for:

Asset discovery and tracking

A core component of any IT asset management system is maintaining an up-to-date inventory of all hardware and software assets. Automated discovery tools can help find and import new assets into the system. Unique identifiers like barcodes or RFID (radio frequency identification) tags enable each asset to be scanned and tracked individually. Logging key asset details like device specs, serial numbers, costs, and warranties provides a comprehensive record.

User assignment and location tracking

To effectively manage assets, you need to know not just what you have but where those assets are located and who they are assigned to. Look for features that allow you to assign assets to specific users and departments, track assets across multiple office locations, and get stock alerts if any assets go missing. Integration with your HR system will help keep asset records in sync as employees join and leave the company.

Software license management

With software increasingly moving to subscription models, managing licenses is a key part of IT asset management. Software license management capabilities allow you to track how many licenses you own for each application, which users or devices those licenses are assigned to, and when licenses are set to expire. This helps avoid surprise bills, software audits, and compliance issues.

Reporting and analytics

As the saying goes, you can't improve what you don't measure. Robust reporting is essential for IT asset management. Look for a system with customizable reports and dashboards that give you real-time visibility into your asset inventory, status, and activities. Analyzing metrics over time can help uncover opportunities to optimize asset usage and costs.

Lifecycle management

Effective asset management requires overseeing the entire lifecycle of assets from acquisition to disposal. Procurement features help streamline purchasing of new assets. Maintenance tracking ensures assets are properly serviced and updated to extend their useful life. End-of-life management capabilities facilitate the secure disposal of retired assets, ensuring data is wiped and hardware is responsibly recycled.

Integration capabilities

To be most effective, an IT asset management system should integrate with your other key business platforms. Integrations with procurement and finance systems aid purchasing and billing. Syncing with your HR platform ensures asset records are updated as employees join and leave. Connections to your IT service desk enable assets to be seamlessly tied to support tickets and requests. For retail businesses, integration with POS systems can provide valuable insights into hardware performance and usage patterns at checkout locations.

Security and compliance

With IT assets containing sensitive company data and access, security is paramount. The asset management system should offer features like role-based permissions, audit trails, and secure disposal workflows. Compliance with relevant industry regulations like SOC 2, ISO 27001, or HIPAA may be necessary. Mobile device management (MDM) capabilities to enforce encryption and other endpoint protections are also valuable.

The 8 best IT inventory management software 

With so many IT inventory management solutions available, finding the right fit for your organization can be a daunting task. To help narrow down your options, here are 8 of the best inventory management platforms on the market, each with their own unique strengths and considerations.

Rippling offers a comprehensive IT inventory management solution that simplifies the process of managing devices for remote workforces. The platform's inventory management capabilities focus on streamlining device storage, shipping, and retrieval, allowing IT teams to efficiently handle these tasks without the need for physical interaction with the devices.

Key features of Rippling 

• Automatic syncing of employee data to dynamically update device assignments and access provisioning
• Streamlined device retrieval process for offboarding employees, including sending return labels and tracking the progress of the return
• Ability to easily view available inventory, assign devices to employees, and ship them directly with just a few clicks
• Secure offsite warehousing of devices to eliminate cluttered IT closets

Integrations 

Rippling has an extensive library of integrations, connecting with over 600 third-party applications. Key integrations include single sign-on (SSO) with popular tools like Slack, GitHub, and Salesforce, as well as API access for custom integrations.

Benefits:

• End-to-end device lifecycle management from procurement to retirement
• Tight integration between device management, identity and access, and physical inventory
• Robust automation capabilities to eliminate manual IT work
• Customize security policies and push OS and software updates remotely

Electric is a modern IT solution designed to simplify technology management for small and mid-sized businesses. Their platform offers a centralized place to handle devices, security, applications, and support across multiple organizations.

Key features of Electric 

• Automatically monitor device health and compliance across your fleet
• Manage onboarding and offboarding workflows to provision and deprovision users
• Get real-time support from IT experts directly in Slack or Teams

Integrations 

Electric integrates with popular productivity suites like Slack, Microsoft Teams, and Google Workspace to bring IT support into the tools teams already use. It also partners with device management solutions like Jamf, Kaseya, Apple Business Manager, and Microsoft Intune to extend device management capabilities.

Benefits:

• Intuitive centralized dashboard for device management
• Offloads day-to-day IT tasks to save time
• Improves security posture with enforceable device policies

Ignition

Ignition is an IT management solution tailored for startups and remote teams. They offer a full suite of services including device management, onboarding automation, cybersecurity, and 24/7 support, with a focus on flexibility and scalability for growing businesses.

Key features of Ignition

• Automated device provisioning and deprovisioning for seamless onboarding and offboarding
• Centralized cross-platform fleet management for Macs, PCs, iOS and Android devices
• Asset inventory tracking with spare device storage, maintenance and shipping
• AI-powered anti-malware protection and web filtering for advanced threat prevention

Integrations 

Ignition's integration capabilities with third-party applications are undisclosed.

Benefits:

• Tailored service model built for the needs of startups and remote teams
• Month-to-month flexibility to add/remove seats and services as needed
• Responsive human-staffed helpdesk with deep technical expertise
• Comprehensive security suite that adapts as the business scales

Firstbase is an end-to-end IT lifecycle management platform that enables companies to efficiently procure, deploy, manage, and retrieve equipment for their distributed workforce. By combining SaaS automation with global logistics and operations services, Firstbase empowers businesses to deliver exceptional employee experiences while optimizing asset management.

Key features of Firstbase

• Self-service employee portal for easy device selection and ordering
• Automated onboarding workflows to ensure new hires are equipped from day one
• Real-time asset tracking and inventory management across the entire lifecycle
• Seamless offboarding with 97%+ retrieval rates and sustainable asset recovery

Integrations 

Firstbase offers an open platform that integrates with popular HR, IT, and security tools. Their app directory includes pre-built integrations with Okta, ServiceNow, Workday, ADP, BambooHR and more to automate data sync and streamline workflows. Firstbase also provides API access for custom integrations.

Benefits:

• Increases IT efficiency by automating manual processes and handling logistics
• Enhances asset security and compliance with centralized tracking and secure disposal
• Supports sustainability goals through high asset recovery and redeployment rates

Asset Panda

Asset Panda is a highly configurable cloud-based asset tracking platform that allows businesses to manage their assets all in one place. With both web and mobile app interfaces, Asset Panda provides real-time visibility into the entire asset lifecycle, from procurement to disposal.

Key features of Asset Panda

• Customizable fields, actions, and reports to match unique business workflows
• Mobile app with built-in barcode scanners for easy asset lookups and updates on the go
• Automated low stock alerts and reminders for maintenance schedules, contract renewals, and more
• Robust reporting and analytics for data-driven decision making and auditing

Integrations

Asset Panda integrates with 18 popular business applications, including ticketing systems, SSO software, and active directories like Okta, Zendesk, OneLogin, DocuSign, Kandji, Microsoft Intune, Microsoft Active Directory amongst others. Their open API also enables custom integrations to unify asset data across the tech stack and automate cross-platform workflows. 

Benefits:

• Unlimited users with role-based permissions for wide adoption and data security
• Easy to implement and train users on with an intuitive interface
• Improves accountability and efficiency with real-time asset tracking

Zoho Inventory

Zoho Inventory is a cloud-based inventory management system designed to help businesses streamline their inventory operations. With powerful features for order management, warehouse management, multichannel selling, and inventory control, Zoho Inventory provides an end-to-end solution for managing stock levels, orders, and shipments.

Key features of Zoho Inventory

• Centralized inventory control across multiple warehouses and sales channels
• Automated stock updates and reordering based on preset levels
• Serial number and batch tracking for detailed inventory traceability
• Customizable reports and analytics for inventory forecasting and optimization

Integrations 

Zoho Inventory integrates with major ecommerce platforms like Amazon, eBay, Etsy and Shopify for seamless multichannel selling. It also connects with various Zoho apps like Zoho Books for accounting, Zoho CRM for customer management, and Zoho Analytics for advanced reporting. Additional integrations are available for shipping carriers, payment gateways, and EDI providers.

Benefits:

• Easy to use interface with extensive customization options
• Strong multichannel capabilities for selling on marketplaces and webstores
• Advanced serial/batch tracking and expiry date management

Katana is a cloud-based manufacturing ERP that provides real-time visibility and control over inventory, production, and sales order management. By connecting business operations in a single platform, Katana helps manufacturers streamline workflows, optimize stock levels, and improve on-time delivery performance.

Key features of Katana

• Real-time inventory tracking across multiple warehouses with serial/batch number traceability
• Comprehensive production planning and scheduling tools to optimize resource utilization
• Integrated purchase order and sales order management for efficient order fulfillment
• Customizable dashboard with key metrics and reports for data-driven decision making

Integrations 

Katana offers direct integrations with popular ecommerce platforms like Shopify, WooCommerce, Magento, and BigCommerce, enabling automatic syncing of orders and inventory levels. The system also connects with accounting software QuickBooks Online and Xero, as well as various CRM, shipping, reporting, and automation tools via API or partner integrations.

Benefits:

• Visual and intuitive interface that is easy to learn and navigate
• Robust warehouse management features including barcoding and picking optimization
• Extensive customization options to tailor the software to unique business needs

Ordoro

Ordoro is an all-in-one ecommerce logistics platform designed to help online sellers streamline their shipping, inventory management, and dropshipping operations. With powerful automation features and discounted shipping rates, Ordoro enables merchants to scale their businesses efficiently while reducing costs and errors.

Key features of Ordoro

• Automated order routing and splitting based on fulfillment location or item type
• Barcode scanning and pick/pack workflows to improve shipping speed and accuracy
• Vendor portals to collaborate with suppliers and dropshippers in real-time
• Customizable automation rules and presets to eliminate manual data entry

Integrations 

Ordoro offers direct integrations with all major ecommerce platforms, marketplaces, and shipping carriers, including Shopify, Amazon, eBay, Etsy, USPS, FedEx, and UPS. The software also connects with popular accounting systems like QuickBooks Online, as well as various 3PL providers and dropshipping suppliers.

Benefits:

• Automatic syncing of inventory levels across all sales channels
• Supports multiple product sourcing models (in-house, FBA, 3PL, dropshipping)
• Helps with detailed shipment tracking and delivery notifications for customers

Streamline your IT inventory management with Rippling

Rippling takes a uniquely holistic approach to IT asset management. The platform tightly integrates device management with identity and access management (IAM) and inventory/warehouse capabilities to fully streamline and automate the IT asset lifecycle.

At the foundation is Rippling's employee graph, which acts as a single source of truth connecting employee identities with their devices and permissions. As employees join, change roles, and depart, Rippling automatically syncs those changes to dynamically update what assets they are assigned and what level of access they are provisioned.

On the device management side, Rippling's MDM solution not only handles basic device tracking, but allows you to configure and deploy devices out of the box, ship them directly to employees, and remotely wipe and lock devices. Custom security policies can be enforced based on user device and role, without any manual work.

Where Rippling really innovates is with physical inventory management. Rippling will warehouse your devices for you in their secure facilities, eliminating cluttered IT closets. You can see your inventory counts and status in real-time, re-assign devices with a few clicks, and even have Rippling handle retrieving devices from departed employees. It's a fully outsourced solution that removes logistical headaches.

By combining identity, device, and inventory management in one integrated platform, Rippling provides unparalleled automation and end-to-end management of the IT asset lifecycle.

Frequently asked questions 

How do I choose the right IT inventory management system?

Consider factors like the size of your organization, types of assets you need to track, level of automation and integration desired, and your budget. Assess different solutions based on the feature checklist above. Look for a provider that can scale with your needs and has a track record with similar companies. Take advantage of free trials to test systems before committing.

What IT assets can I track with IT inventory software?

Any physical hardware like laptops, desktops, mobile devices, servers, printers, or network equipment can be tracked. Software licenses and cloud subscriptions can also be monitored, along with peripherals like monitors and keyboards. Some solutions may support non-IT assets as well, or have modules specifically for those.

Are IT inventory management systems suitable for small businesses?

Yes, even small businesses can benefit from a centralized way to track IT assets as they grow. Many solutions offer low-cost or even free tiers geared towards small businesses, with the ability to upgrade as your needs expand. Investing early in an IT management platform can save time and money in the long run by establishing good practices from the start.

What are the key capabilities of IT inventory management software

They often include:

• Cataloging assets with detailed device information
• Assigning and tracking assets by user and location
• Managing software licenses and subscriptions
• Monitoring asset status and health
• Handling maintenance schedules and work orders
• Facilitating end-of-life disposal of assets
• Generating reports for asset visibility and audits

This blog is based on information available to Rippling as of July 30, 2024.

Disclaimer: Rippling and its affiliates do not provide tax, accounting, or legal advice. This material has been prepared for informational purposes only, and is not intended to provide or be relied on for tax, accounting, or legal advice. You should consult your own tax, accounting, and legal advisors before engaging in any related activities or transactions.