9 best hardware inventory management tools

Managing company hardware isn't what it used to be. With team members spread across different offices and working from home, keeping tabs on all those devices has become quite the juggling act. 

But here's the thing: having a clear picture of your hardware inventory can make a world of difference. It's not just about counting laptops and smartphones—good management helps your business run smoother and makes the most of your tech investments.

For IT managers looking to get a handle on all this, the right inventory tool can be a game-changer. They give you the insight you need to make smart decisions and keep operations running smoothly, even with a dispersed (even international) workforce.

In this article, we'll take a look at some top-notch IT hardware inventory management tools. Whether you're managing a handful of devices or thousands, we'll help you find a solution that fits your needs.

What is hardware inventory management?

Hardware inventory management is the practice of tracking, documenting, and managing an organization's physical IT assets. Think laptops, desktops, servers, network equipment, mobile devices, and even peripheral items like monitors, printers, and headsets.

The goal is to create a detailed database of every piece of hardware the company owns, including information like:

• Make, model, and serial number
• Technical specifications like CPU, RAM, and storage
• Operating system and installed software
• Network information like IP address and MAC address
• Physical location and assigned user
• Purchase details, warranty status, and maintenance history

Gathering all of this information for every device is no small feat, especially for larger organizations. That's why hardware inventory management software has become essential. These tools automate the discovery process by scanning the network, collecting device details, and organizing everything into a central database.

Some hardware inventory tools go a step further by integrating with endpoint management and identity and access management (IAM) platforms. This allows you to not just track devices, but also manage their configurations, apps, and security settings based on who they're assigned to.

The importance of hardware inventory management

Effective hardware inventory management is foundational to multiple aspects of IT operations and security. Here are a few of the key benefits and scenarios where it comes into play:

Enhancing security and compliance

Imagine you work for an organization that handles sensitive data, such as a healthcare provider governed by HIPAA regulations, a financial institution subject to SOX and PCI DSS, or a government agency with specific security mandates. Part of maintaining compliance is ensuring that any device with access to protected information meets strict security standards.

But with dozens or hundreds of devices to keep track of, monitoring and enforcing those standards across the board is a massive undertaking. A hardware inventory management system with granular device data and automated compliance checks makes it achievable. For example, by flagging any non-encrypted devices and automatically notifying the security team.

Improving IT support and incident response

It's a typical Tuesday, and an employee submits a help desk ticket: "My laptop is running really slow and I'm getting an error message." To diagnose the issue, your support team needs details. What model of laptop is it? How old is it? How much memory and disk space does it have? What OS version is it running?

With comprehensive hardware inventory, your tech support staff can access all of that information in seconds. No back-and-forth emails asking the employee to dig up specs. No remote connecting to the machine to check configurations. Just the data they need at their fingertips.

The same goes for larger scale incidents. If a certain laptop model is experiencing widespread battery failures, for instance, a quick inventory search would show you exactly which employees have those devices so you could proactively issue replacements. Or if a particular OS version has a critical security flaw, you'd be able to instantly identify vulnerable machines.

Enabling proactive maintenance and refresh cycles

Every piece of hardware your company owns has a finite lifespan. Laptops and desktops typically last 3-5 years. Servers might run for 5-7. Smaller devices like smartphones and tablets often get replaced every 2-3 years. Keeping track of all those cycles is key to budgeting and avoiding unplanned downtime.

A robust hardware inventory management system will track the age, warranty status, and performance metrics of your devices. You can use this data to forecast when machines will need to be replaced and budget accordingly. You may even set up proactive alerts, like flagging laptops that are approaching end-of-life for replacement. This ensures your employees always have capable, reliable devices, while avoiding the disruption and surprise costs that come with unexpected hardware failures. 

Optimizing procurement and resource allocation

Let's say your design team is lobbying for high-end workstations to run demanding creative applications. Do they really need that expensive hardware, or would mid-range machines suffice? Without insight into device capabilities and utilization across your fleet, it's a guessing game.

A hardware inventory software that tracks detailed device specs and performance data takes the guesswork out of procurement. You'd be able to see, for example, if the design team's current workstations are routinely maxing out their memory and processing power, justifying an upgrade.

On the flip side, inventory data can also help identify underutilized assets that could be reassigned. Perhaps you discover a dozen high-performance laptops sitting idle in a storage closet. Why purchase new machines for the data science team when you could repurpose these? 

Not only does this optimize your hardware investments and make every asset count, but it also promotes sustainability by reducing electronic waste. Reusing and repurposing devices whenever possible aligns with corporate social responsibility goals and demonstrates a commitment to environmental stewardship.

The granular device data in your hardware inventory, combined with utilization and performance metrics, empowers you to make informed procurement decisions, maximize the value of your hardware assets, and contribute to a greener IT infrastructure. .

4 features to look for in hardware inventory management tools

Not all hardware inventory management solutions are created equal. To realize the full security, support, and efficiency benefits we've discussed, look for these key features:

Automated device discovery and inventory

Manually tracking down and documenting every device in your organization simply isn't feasible. A modern hardware inventory tool should automatically discover devices as they connect to the network and collect key details like make, model, serial number, OS version, IP address, and installed software. Even better if it can integrate with your HR system to associate devices with their assigned users.

Granular, real-time device data

To be truly actionable, your hardware inventory needs to be comprehensive and up-to-date. Look for tools that capture and surface granular details like:

• Processor type and speed
• Memory and storage capacity
• Disk encryption status
• Battery health (for mobile devices)
• Attached peripherals
• Installed software versions
• Recent user activity

In addition to these hardware specifics, it's important to track software licenses and usage across your device fleet. This visibility helps ensure compliance with vendor agreements and prevents costly software audits or penalties. This rich, real-time data, encompassing both hardware and software details, will power better support, security, compliance, and lifecycle management decisions.

Customizable reporting and alerting

Different stakeholders need different views of your hardware inventory data. IT managers might want a dashboard of overall device health and age. Accounting may need reports on asset values and refresh timelines. Security officers will want to see policy compliance stats.

Aim for an asset management software with flexible, customizable reporting that lets you slice and dice your device data for different audiences and needs. Bonus points for customizable alerts that proactively flag devices that are out of compliance, reaching end-of-life, or experiencing issues.

Integration with IT and business systems

To unleash the full power of your hardware inventory data, it needs to flow seamlessly into your other IT and business workflows. Prioritize inventory management tools that offer robust integrations, particularly with:

• Identity and access management (IAM) systems
• Mobile device management (MDM) solutions
• Endpoint management and security platforms
• IT service management (ITSM) and help desk software
• Human resource information systems (HRIS)
• Enterprise resource planning (ERP) and financial systems

These integrations will streamline everything from onboarding and offboarding to security policy enforcement to support ticket resolution.

The 9 best hardware inventory management software

While you could try tracking hardware assets manually in a spreadsheet, dedicated inventory management tools make the process much more efficient and reliable. Here are nine of the best hardware inventory management solutions to consider:

1. Rippling

Rippling offers a comprehensive IT management platform that includes robust hardware inventory capabilities as part of its larger suite of employee lifecycle management tools. With Rippling, you can automatically sync device data with HR records for seamless onboarding, offboarding, and auditing.

Features

• Cross-platform support for Mac and Windows devices
• Automatic device discovery and inventory synced with HR data
• Granular device security policies based on user roles and attributes
• Extensive integrations with identity, security, and productivity tools
• Physical device logistics including ordering, shipping, retrieval, and secure storage

Benefits

• End-to-end device lifecycle management
• Deep automation of IT processes
• Rich, real-time device data for informed decision-making
• Unified platform for IT, HR, and security

2. Jamf

Jamf Pro is an enterprise management solution designed specifically for Apple devices. It combines powerful hardware inventory capabilities with a full suite of device management, security, and automation features, making it a top choice for organizations with Apple-centric environments.

Features

• Automatically collects 200+ hardware, software, and security data points per device
• Smart Groups dynamically organize devices based on inventory criteria
• Extensive app management, deployment, and reporting features

Benefits

• Unparalleled support for Apple device management
• Self service features for end-users
• Scalable to fit any sized environment, from SMB to enterprise

3. ManageEngine Endpoint Central

ManageEngine Endpoint Central is a unified endpoint management (UEM) solution that includes robust IT asset management capabilities. Its extensive cross-platform support, granular control options, and suite of complementary IT management features make it a strong contender for organizations looking to streamline their hardware inventory processes.

Features

• Automated hardware discovery and detailed inventory across Windows, Mac, Linux, and mobile
• Flexible asset categorization by department, location, or custom fields
• Out-of-the-box and customizable inventory reports with scheduling options

Benefits

• Granular visibility into asset details like warranty, usage metrics, and life cycle
• Alerting for hardware addition, removal, and other key events
• Bundled with additional UEM capabilities for os deployment, patching, and remote access

4. Kandji

Just like Jamf, Kandji is another Apple device management platform that goes beyond traditional MDM solutions by integrating device management, automation, and endpoint security into one unified solution. Its extensive feature set and strong focus on the Apple ecosystem make it a great choice for organizations heavily invested in Apple devices.

Features

• Automated app installation and OS updates through Auto Apps and Managed OS
• Granular device configuration profiles and 150+ pre-built security controls
• Integrated endpoint detection and response (EDR) for real-time threat monitoring

Benefits

• Deep expertise and optimization for the Apple ecosystem
• Automation-driven management for efficient device lifecycle orchestration
• Intuitive, admin-friendly interface for streamlined management

5. JumpCloud

JumpCloud is a cloud directory platform that includes device management capabilities as part of its unified identity, access, and device management solution. It provides extensive cross-platform support, security features, and integrates with the broader JumpCloud platform.

Features

• Granular policy and configuration management for diverse device types
• Automated patch management for OS and third-party software updates
• System Insights for real-time device telemetry and event monitoring

Benefits

• Extensive cross-platform support including agent-based and MDM protocol management
• Deep integration with JumpCloud's identity and access management features
• Strong security controls like full disk encryption, MFA, and conditional access

6. Lansweeper

Lansweeper is an agentless IT asset discovery and inventory management platform that provides in-depth visibility across an organization's entire IT estate. Its discovery capabilities, granular asset data, and integration-friendly architecture make it well-suited for enterprises looking to gain control over their hardware assets.

Features

• Automated, agentless discovery of IT, OT, IoT, and cloud assets
• Deep asset data including configuration, usage, and lifecycle details
• Integrations with 35+ IT management tools like ServiceNow and Jira

Benefits

• Granular hardware insights for informed decision-making
• Extensive integrations to enrich IT management workflows
• Vulnerability scanning and lifecycle tracking for risk mitigation

7. NinjaOne

NinjaOne is another IT management platform that includes hardware inventory capabilities as part of its unified solution. IT departments and MSPs will appreciate the platform’s real-time device monitoring, granular data collection, and intuitive single-pane-of-glass interface.

Features

• Automated device discovery and detailed hardware and software inventory
• Customizable device dashboards with up to 20 data fields per view
• Granular device data including performance metrics, event logs, and custom fields

Benefits

• Unified solution combining inventory, monitoring, patch management, and more
• Highly customizable and flexible to fit diverse use cases and preferences
• Intuitive interface and dashboards for at-a-glance insights and fast remediation

8. Mosyle

Mosyle is an enterprise-grade Apple device management solution designed to simplify and automate device deployment, management, and security. Just like Jamf and Kandji, it’s helpful for organizations looking to streamline their Apple device operations.

Features

• Zero-touch device deployment for out-of-the-box readiness
• Built-in encrypted peer-to-peer screen view for secure remote support
• AI-powered scripting and pre-built script catalog for custom automation

Benefits

• Extensive integrations for identity, security, and productivity tools
• Comprehensive feature set addressing full device lifecycle management needs
• Deep automation capabilities for deployment, app management, and custom workflows

9. Asset Panda

Asset Panda is a cloud-based asset tracking platform that enables organizations to manage their entire hardware inventory lifecycle. Its mobile-first design, unlimited users model, and robust integrations make it a strong choice for teams looking for a flexible, accessible solution.

Features

• Agentless, multi-platform asset discovery supporting Windows, Mac, and Linux
• Mobile app with built-in barcode scanning for on-the-go asset management
• Unlimited custom fields to track asset data unique to your organization

Benefits

• Intuitive mobile-first design for ease of use and high adoption
• Unlimited users model supports broad rollout and collaboration
• Strong ITAM feature set combined with broader CMMS capabilities

Take control of your hardware inventory with Rippling’s IT solutions

For a truly seamless hardware inventory management experience, it's hard to beat Rippling. Rippling unifies employee lifecycle management, device management, app management, identity and access control, and more on a single platform. The result is a degree of visibility, automation, and control that siloed systems simply can't match.

On the device management front, Rippling:

• Automatically syncs hardware inventory data with HR records and IT policies
• Provides detailed device data like encryption status, installed apps, and activity
• Lets you set up granular security policies based on user and device attributes
• Delivers true zero-touch deployment with pre-configured apps and settings
• Handles physical device logistics like shipping, retrieval, and secure warehousing

By integrating tightly with identity and access management, Rippling ensures your employees always have the apps and permissions they need based on their evolving roles, departments, and management chains. And with workflow automation across IT, HR, and security systems, you can eliminate manual ops work and enforce consistent processes.

In short, Rippling makes hardware inventory management not just a tracking exercise, but an end-to-end device lifecycle automation solution. From procurement to assignment to support to eventual decommission, Rippling helps you manage your entire device fleet with unprecedented efficiency and control.

Frequently asked questions

Do small and medium-sized businesses need to implement hardware inventory management software?

Absolutely. Even smaller organizations can struggle to keep up with hardware assets across employee onboarding, role changes, and offboarding. Inventory management software provides essential device visibility and automates manual asset tracking work. It's a foundation for device security, employee productivity, and IT efficiency at any scale.

Can hardware inventory management software integrate with other IT tools?

Many modern hardware inventory management solutions offer integrations with other common business platforms, such as HR information systems, identity and access management tools, service desk ticketing systems, and endpoint management software. These integrations keep device and user records in sync across systems while automating workflows like device provisioning for new hires. 

What is device inventory management?

In simple terms, device inventory management refers to the specific practices and tools used to track an organization's computing device assets, such as laptops, smartphones, tablets, and desktops. It's a major component of overall IT asset management.

This blog is based on information available to Rippling as of September 23, 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.