ASSET MANAGEMENT

You have 87 laptops. Do you know where they all are?

Somewhere in your organization is a spreadsheet called 'IT Assets.' It was last updated 14 months ago. Three of the people it lists don't work here anymore. Six of the serial numbers are wrong. Two laptops are 'assigned to' someone who insists they returned theirs. You need real asset management — not a heroic monthly spreadsheet update.

Get in touch →Quote this as a project
THE SITUATION

You bought asset-management software in 2022. The initial data import was a project. Nobody's touched it since. Now the source of truth for who has which laptop is a mix of a Google Sheet, an Airtable base, whoever's memory works best, and the person on the ops team who happens to remember the Q3 offboarding rush.

This is annoying until it's expensive. Warranty renewals get missed on gear that's still under coverage. Laptops walk out of exit interviews without ever making it into a return log. Software licenses assigned to departed users keep billing. During M&A due diligence, your buyer asks for an asset inventory and you spend a week producing it manually.

Real asset management isn't a bigger spreadsheet. It's an inventory that reads state from the places where state actually changes — your MDM, your HRIS, your reseller invoices — and stays current on its own.

HOW WE FIX IT
01
One source of truth, populated automatically
We stand up a proper asset system (Snipe-IT, or your existing platform if it's serviceable — Snipe-IT is what we recommend for most SMBs: open-source, self-hosted, adequate). Pulls hardware from Intune / Jamf / JumpCloud automatically. Pulls user assignments from your HRIS or directory. Manual entry limited to what genuinely can't be auto-populated (monitors, docks, mobile hotspots).
02
Assignment lifecycle wired to real events
New hire in HRIS triggers a device assignment. Termination in HRIS triggers a return workflow. Warranty within 90 days triggers a refresh candidate list. Not a monthly spreadsheet reconciliation — a system where the data updates when the reality does.
03
License reconciliation
Software licenses (Microsoft 365, Google Workspace, Adobe, Atlassian, the SaaS long tail) mapped to actual users and actual devices. Every quarter we produce a reconciliation: who's paying for what, who's actually using what, what to cancel or right-size. Real dollars found in every review.
04
Disposal chain of custody
End-of-life devices tracked from decommission through wipe (NIST 800-88) through disposal (resale, donation, or R2-certified e-waste). Every step documented, so if there's ever a question about a specific serial number's fate you have the record.
WHAT YOU GET
  • ●Deployed asset system (Snipe-IT or equivalent)
  • ●Full initial inventory import + reconciliation
  • ●Automated sync from Intune / Jamf / JumpCloud
  • ●HRIS integration for hire/termination triggers
  • ●Warranty + lifecycle tracking with alerts
  • ●Quarterly license reconciliation report
  • ●Disposal chain-of-custody documentation
  • ●Access for your finance + compliance teams (read-only)
  • ●Monthly asset-state report
HOW THE ENGAGEMENT WORKS
Initial project + monthly

Initial deployment + data cleanup: 3-6 week project. Ongoing maintenance: included in a full managed plan or a small standalone monthly.

The biggest one-time cost is the initial cleanup

Getting from 'a stale spreadsheet' to 'accurate inventory' takes real work — usually 2-4 weeks of reconciling records against what's actually in the field. After that, ongoing maintenance is mostly automated.

Rough cost

Setup + initial cleanup: $6-12k depending on fleet size and how stale the current records are. Ongoing management: included at no extra cost in a full managed plan; $300-600/month standalone. Software (Snipe-IT self-hosted) is free; alternatives like Freshservice or ServiceNow have their own licensing.

QUESTIONS WE GET
Snipe-IT vs Freshservice vs ServiceNow — which is right?
Snipe-IT for SMBs under ~500 devices — free, focused, adequate. Freshservice if you also want a broader ITSM tool for tickets + change management. ServiceNow only if you're enterprise-scale or regulated. We'll help pick.
Can this integrate with our existing procurement (CDW, Apple Business)?
Yes — we can import invoice history from CDW/Apple/Insight and back-populate asset records. Ongoing purchases get logged automatically as invoices come in.
What about non-computing assets — monitors, docks, mobile phones?
Yes. Monitors and docks are typically bulk assets (assigned to a location or a role, not individually tracked with serial number unless high-value). Mobile phones and hotspots get individual tracking. We tag physical assets on-site.
How do we handle contractor devices?
Separate category in the asset system, different lifecycle (assigned on contract start, returned on contract end, wipe verified). Same tracking discipline as employee devices.
Can our CFO get access to the license report without seeing user PII?
Yes. Snipe-IT (and equivalent tools) support role-based access. Finance can see spend and license reconciliation without seeing per-user detail.
RELATED
Endpoint management→Office equipment refresh→Infrastructure optimization→

Want this handled?

Tell us what's happening. We'll reply the same business day with an honest scope and a realistic price.

Get in touch →← Back to home