Hardware Inventory Management Software: Guide & Top Tools in 2025

Effective hardware inventory management is crucial for your help desk operations. Without an accurate record of all hardware assets, managing, troubleshooting, or controlling related costs becomes nearly impossible.

Hardware inventory software simplifies the process, turning a complex and tedious task into a smooth, automated workflow that brings order and efficiency. Here’s what you need to know about a hardware inventory management system, why it matters, and how to choose the right one for your business.

What is hardware inventory software?

Every business needs an accurate and up-to-date computer hardware inventory list—not just for accounting purposes, but also for daily troubleshooting, incident management, and problem management.

Manually creating and updating this kind of hardware inventory would take way more time than an IT team can spare. Companies with multiple locations and/or remote workforces would have an even harder time managing this work manually.

A hardware inventory management system can quickly build a centralized computer hardware inventory list and update it in real-time. Hardware inventory software also enables your team to plan IT changes and manage the hardware life cycle, allowing you to extend the life of your hardware assets, avoid downtime, and provide your employees with a better experience.

Automated hardware inventory management and your CMDB

Some businesses use a configuration management database (CMDB) to improve their IT asset management (ITAM) processes. A CMDB tracks the full spectrum of IT elements, classifying them into individual configuration items (CI) for better management. 

CIs can be traditional components, such as hardware and software, but they can also encompass other aspects of the IT environment, including staff and documentation. A winning IT team typically uses a CMDB to access information on all the organisation’s hardware and software, as well as the relationships between various components in the environment.

When used correctly, a CMDB can help a company effectively manage its entire IT infrastructure across all of its locations, both on-premises and in the cloud. Administrators often have to manually update the CMDB to make it worthwhile, which requires a significant amount of time and can result in errors. Automated hardware inventory management can streamline this process, freeing up IT resources and enabling your company to derive greater value from its CMDB.

Freshservice’s hardware inventory software helps you track all the source machines that are installed throughout your company. It also manages your devices and servers throughout the entire hardware lifecycle. You can perform a rapid network inventory and receive an instant summary, along with detailed reports.

Freshservice also allows you to create an auto-updating, multi-source CMDB to manage your complete spectrum of assets. With a comprehensive, real-time view of your infrastructure, you can discover and manage assets across both cloud and on-premises environments directly within Freshservice.

Why is hardware inventory software important

Hardware inventory software is crucial for organizations that want to manage their technology assets strategically and mitigate operational risks. It provides a comprehensive view of all hardware assets, including their locations, usage patterns, and lifecycle stages. This visibility enables more informed decisions across departments and has a direct impact on business continuity, cost management, and regulatory compliance.

Reduced downtime

Hardware failures and untracked devices are a common cause of unexpected downtime. Inventory software minimizes this risk by maintaining up-to-date records of device status, ownership, and performance history. This enables proactive maintenance scheduling and swift incident response, ensuring critical systems remain online and productive

Better asset lifecycle visibility

Organizations often struggle to manage devices throughout the procurement, deployment, active use, and retirement phases. Inventory software tracks each stage of the asset lifecycle, enabling better planning for replacements, upgrades, and warranties. This ensures that assets are not overused beyond their optimal life or retired prematurely.

Cost optimization

Hardware inventory tools help avoid unnecessary purchases by providing clarity on available devices and underutilized assets. They also assist in identifying redundant or obsolete equipment, which can be decommissioned or repurposed for other uses. Bulk procurement, contract negotiation, and budget forecasting also become more efficient with accurate asset data.

Improved compliance

Regulatory requirements and internal audits often demand precise records of hardware assets. Inventory software helps maintain this compliance by generating audit trails, documenting asset ownership, and ensuring that devices adhere to software licensing terms and data protection regulations. This reduces the risk of fines, data breaches, or reputational damage.

How does hardware inventory software work?

Hardware inventory software operates on a client-server or cloud-based architecture. A lightweight agent or script is deployed across all endpoints, such as desktops, laptops, servers, and networking equipment. 

These agents periodically scan each device for key metadata, including serial numbers, make and model, operating system, network details, and usage statistics. This information is encrypted and sent to a central repository, where it is indexed and stored.

Once collected, the data is normalized to remove inconsistencies and mapped to predefined categories, such as asset type, location, and assigned user. This ensures clean records and enables efficient reporting. The platform may also integrate with other IT management systems, such as procurement databases, service desks, or endpoint management tools, to enhance the asset context.

Data input methods

The software can gather data in several ways.

• Automated agent-based scanning provides the highest level of detail with minimal manual input. In cases where agents cannot be installed, agentless discovery tools may be used to scan network subnets and pull available device information using protocols such as SNMP, WMI, or SSH.

• Manual entry is often used for assets that are offline or not connected to the network. Some systems support barcode scanning, bulk CSV imports, or integrations with procurement systems that automatically register new hardware upon purchase.

Real-time syncing and dashboard management

Modern inventory platforms rely on continuous or scheduled synchronization to keep asset data current. This real-time syncing ensures that changes in hardware status, such as movement between departments or usage anomalies, are quickly reflected in the system.

The dashboard serves as the operational hub, providing IT teams with a live view of all tracked hardware. It presents key metrics, including inventory counts, usage patterns, upcoming warranty expirations, and compliance alerts. Administrators can set custom thresholds, create automated workflows for asset reassignment or disposal, and generate reports for audits or strategic planning purposes.

Key features to look for in hardware inventory management software

Effective hardware inventory management software should support operational efficiency and enhance visibility across the asset lifecycle. Here are the key features to prioritize when evaluating such a system:

Real-time asset tracking

Real-time asset tracking is crucial for maintaining an accurate inventory, particularly in dynamic environments where devices are frequently moved between users, departments, or locations. 

This feature allows IT teams to instantly detect changes in asset status, ownership, or condition. It also supports faster troubleshooting, loss prevention, and compliance readiness by keeping asset data current at all times.

Barcode/RFID scanning support

Support for barcode and RFID scanning simplifies asset registration and inventory checks, particularly in large organizations with hundreds or thousands of devices. By tagging each asset with a unique code or chip, teams can perform physical audits quickly and with minimal error. This capability also helps bridge the gap between digital records and physical inventory, reducing discrepancies and streamlining asset handoffs.

Cloud-based vs on-premises solutions

Organizational needs determine the deployment model. Cloud-based solutions offer scalability, remote access, and lower upfront costs, making them ideal for distributed teams and fast-growing companies. They also reduce the burden on internal infrastructure and maintenance. 

On the other hand, on-premises solutions offer more control over data security and customization, which can be crucial for organizations with stringent regulatory or privacy requirements. The right choice depends on factors such as budget, IT maturity, compliance standards, and infrastructure readiness.

Integration with ITSM and CMDB tools

Seamless integration with IT service management (ITSM) platforms and CMDBs enhances the strategic value of the inventory system, allowing for more effective management and utilization. It enables incident, change, and service request management to reference real-time asset data, improving service delivery and root-cause analysis. 

It also ensures that the configuration items in the CMDB are always aligned with the actual hardware landscape, thereby reducing the need for manual updates and inconsistencies.

Reporting and audit logs

Robust reporting capabilities enable teams to analyze trends, monitor usage patterns, and justify budget decisions with confidence. Audit logs provide an additional layer of accountability by capturing who accessed or modified asset records, when changes occurred, and what actions were taken. 

These features are particularly valuable during internal audits, compliance reviews, and lifecycle planning, where accurate documentation is non-negotiable.

Best practices for hardware inventory management

Hardware inventory management is most effective when supported by consistent processes and thoughtful implementation. Beyond the software, disciplined practices ensure data accuracy, streamline operations, and reduce overhead. 

Here are the key best practices to follow:

Standardize asset check-in and check-out workflows

A clear and consistent check-in/check-out process facilitates the efficient movement of equipment across teams and departments. Every device issuance, return, or reassignment should be logged in real-time, including the relevant user, location, timestamp, and other pertinent data. 

The goal is to minimize confusion, reduce idle inventory, and improve accountability across the organization. Automating this process through the inventory system also ensures that assets are always traceable and properly assigned.

Use automated scanning to reduce manual errors

Barcode or RFID-based scanning significantly reduces manual data entry, which is often a significant source of errors and inconsistencies. During asset intake, audits, or reallocations, scanning ensures that asset IDs are accurately captured, eliminating the need for manual data entry or transcription. 

This practice also speeds up the process, especially in high-volume environments, and reduces the likelihood of lost or misidentified equipment.

Maintain up-to-date records for fast identification

Keeping hardware records accurate and up-to-date is crucial for efficient operations. Whether an audit is underway, a repair is required, or a device is being reassigned, teams must be able to locate and verify the asset quickly and accurately. 

This requires regularly syncing inventory data, verifying physical matches, and updating status fields such as location, user, condition, and warranty. Real-time recordkeeping prevents delays and supports faster decision-making when it matters most.

Schedule periodic audits and verifications

Regular physical audits are essential even with automated tools in place. Scheduled verifications help reconcile digital records with actual equipment on the ground. 

These checks should be performed quarterly or biannually, depending on the scale of operations. Utilizing mobile scanning tools during audits can significantly reduce the process time while enhancing accuracy and compliance.

Key benefits of hardware inventory management software

Hardware inventory management software plays a crucial role in optimizing the way organizations track, manage, and control their IT assets. It offers the following key benefits:

Dynamic discovery

Automatically capture and update asset details in real-time with native auto discovery tools, including a probe that scans all assets and an agent that collects real-time information.

Periodic discovery

Schedule automatic scans across your network to periodically update asset information and meaningfully manage them by capturing asset dependencies. 

Auto-update 

Gain a real-time view of your infrastructure with an auto-updating CMDB that can discover and manage infrastructure spanning both cloud and on-premises environments.

Incident management 

Log and track incidents right from the cloud environment to your service desk. Easily prioritize incidents as they arrive and assign them to the appropriate team members. Enhance communication with stakeholders and keep everyone informed.

Problem management

Simple automation makes it easier to handle problems as they arise. You can easily close tickets for associated incidents, change their status, or communicate about them as needed. Problem management tools also facilitate the execution of root cause analysis and help prevent new incidents by providing workarounds and solutions.

Service level agreement

Configure multiple service level agreements (SLAs) according to your team’s needs so you can proactively set expectations about response and resolution times with your users. Automation can escalate tickets when appropriate and track performance against SLAs.

Industry use cases for hardware inventory management

Almost every company requires hardware and server inventory software, though some may have unique use cases tailored to their specific needs. For example, your business might have industry-specific requirements that it must consider. Small and midsize businesses (SMBs) also look for certain functionality. 

Here’s how the best hardware inventory software can help various companies efficiently manage their hardware assets:

Healthcare

Healthcare organizations and pharmaceutical companies can utilize hardware inventory software to connect systems, integrate IT and non-IT silos, and establish a single source of truth within a hospital, clinical practice, or other healthcare setting.

This technology also allows healthcare organizations to proactively manage their IT with advanced SLAs, which in turn enables them to guarantee support to critical clinical processes.

Finance

Financial services firms can utilize hardware inventory software, along with other capabilities found in a modern IT services management (ITSM) solution, to deploy ITIL-aligned processes without the need for a lengthy implementation cycle.

This accelerates time to value, enabling changes to be implemented quickly and new processes to be rolled out without the need for developers or consultants. The best hardware inventory software is also compliant with SOC 2, GDPR, and ISO frameworks.

SMB

SMBs can utilize the hardware inventory software integrated into their ITSM platform to help their small IT teams adopt ITAM best practices, thereby enhancing effectiveness and increasing ROI.

For example, managers, supervisors, and field service agents within an SMB can use asset management features to gain greater visibility into key metrics such as service orders, request status, scheduled maintenance, and asset utilization.

Tips for successful implementation and integration

When investing in hardware inventory software, it's essential to ensure you're maximizing its value and leveraging all its capabilities. The following best practices help you ensure a successful implementation and integration:

Understand what you have: Before selecting and deploying any kind of ITAM solution or server inventory software, it’s advisable to have a general idea of what kinds of computers, servers, routers, network devices, and other types of hardware exist in your environment.

Log as much data as possible: The more data you have on each of your hardware assets, the better you will be able to manage them, understand their relationships with one another, and maintain them over the entire lifecycle. This process can take some time initially, but it’s worth it.

Track maintenance: Entering this information is essential to maximizing the benefits of your hardware inventory management system. Over the long run, this data will help you better understand IT asset health and even aid with predictive maintenance.

Consider tagging your assets: Hardware moves around more often than you might think. When investing in hardware inventory software, it’s crucial to maximize its value and fully utilize all its features.

How to evaluate hardware inventory management systems

Various hardware inventory management systems are available in the market today. Deciding which one to use can seem tricky. Here are a few questions that help you pick the best hardware inventory software for your needs:

1. How does the scanning work?

Look at the technology used in the scanning probes and determine how frequently the tool scans your assets. Ideally, the ITAM discovery tool shouldn’t disrupt your day-to-day operations during a scan. It should also let you schedule scans during off-hours to minimize user disruption. 

2. What kinds of hardware can the discovery tool find?

What devices can your tool detect (laptops, mobiles, printers, etc.)? Does it provide modern inventory management that allows you to manage and track all your on-premise and cloud assets? For instance, if you're a large business with multiple locations, your tool should provide consistent functionality across all office spaces. 

3. Does the inventory software integrate with your other tools?

If your hardware inventory software is part of an IT asset management software that you’ve already purchased, it should integrate well with the other tools in that suite. If it doesn’t, you may want to confirm that your asset discovery tool integrates with the different applications you already use. 

4. Does the inventory software have a robust reporting feature?

Although your IT team often uses the hardware inventory management system, it's essential to provide clear and insightful inventory reports to upper management. Your software should be able to create computer inventory reports in a format that all stakeholders can understand and find helpful, providing them with a clear overview of how things work at a glance.

Best 9 hardware inventory management systems of 2024

1. Freshservice

Freshservice offers modern inventory management for all your IT and non-IT assets, providing a comprehensive view of all hardware devices across your company. It allows you to manage and track all your on-premises and cloud assets, enabling you to make informed decisions about asset purchase, utilization, and governance.

Key features

• A centralized hub for all IT and non-IT assets

• Mobile app for inventory management on the go

• Integrated asset procurement

• Asset lifecycle management 

• Financial management tools

Pricing

Plans begin at $29/agent/month (billed monthly)

Why customers rave about Freshservice

• Intuitive user interface 

“Our support team was able to adapt to the system seamlessly, and even new hires have found it incredibly straightforward. This has significantly reduced training time, allowing us to focus on what truly matters - delivering top-notch customer support,” says a G2 reviewer.

• Powerful automations

• Integration with other popular tools and platforms

• Exceptional customer support

2. ServiceNow

Key features

• Track and manage all hardware assets throughout their entire lifecycle

• Automation streamlines day-to-day asset management tasks

Pros and cons

• End-to-end life-cycle management 

• Low-code or no-code capabilities make it easy to get started

• Integrating with third-party systems can be challenging and may require additional software development resources

Pricing

Custom quotes available upon request

3. SysAid

Key features

• Built-in asset management solution that is integrated with the service desk

• Asset discovery and monitoring tools 

• Asset data can be automatically imported into a CMDB.

Pros and cons

• Useful asset management dashboard

• Surprisingly expensive. “Each way we have turned with SysAid, a fee or upsale has been lurking. Our budget ticketing tool quickly ballooned into a full-price system,” says a TrustRadius reviewer.

• Limited integration with third-party applications

Pricing

Quote available upon request

4. ManageEngine

Key features

• Unified agent for asset discovery

• Management and monitoring of hardware and software assets across the lifecycle

• Software license management

Pros and cons

• Easy asset discovery and software license compliance

• Setup and installation aren’t very intuitive.

Pricing

Annual subscriptions start at $955 for 250 IT assets. Personalized quote available upon request.

5. BMC Helix

Key features

• Part of a broad suite of ITSM tools

• The IT asset management dashboard shows discovered assets, compares them to CMDB-registered assets, and displays asset discovery trends

Pros and cons

• Support for ITIL out of the box

• The user interface isn’t as modern as the competition

Pricing

Pricing information available upon request

6. Ivanti

Key features

• Consolidates IT asset data and provides total visibility of all assets 

• Tracks, configures, optimizes, and strategically manages your IT assets throughout their lifecycle

• Configurable design defines and follows your workflows or implements out-of-the-box processes

Pros and cons

• Customizable workflows

• Central asset management from within a single platform

“Round the clock support from Ivanti is available only with the premium plan. It also doesn't have cloud based service, while many of its competitors have a really good cloud-based service,” says a G2 reviewer.

Pricing

Quote available upon request

7. TOPdesk

Key features

• Complete asset management solution with an integrated CMDB

• Customizable templates, along with the ability to design an unlimited number of asset cards

Pros and cons

• Strong asset management capabilities

• Includes incident management and change management

• The user interface could be more modern

Pricing

Choose from three plans, with optional add-ons

Quote available upon request

8. Jira

Key features

• Asset management integrated with a full-service management solution

• Tracks and manages a vast array of assets

Pros and cons

• Integrates well with other Atlassian products and third-party applications

“The learning curve for the end user is not as easy as other IT solutions. In addition to this, it requires a lot of preparation of the technical team in ITIL to take better advantage of the tool,” says one G2 reviewer.

Pricing

Paid plans begin at ~$22.05/agent (monthly billing)

9. HaloITSM

Key features

• Asset management integrated with a full ITIL-aligned IT service management solution

• CMDB and configuration management tools track assets and visualize dependencies between configuration items

Pros and cons

• User-friendly with an attractive interface

• Strong customer support

• Some features and settings are difficult to find

Pricing

Plans begin at $109/agent/month (annual billing)

How to choose the right hardware inventory software for your needs

Selecting the right hardware inventory software requires aligning the tool with your organization's structure, workflows, and long-term goals. 

Here’s how to get started:

Start with a checklist of core requirements

Begin by defining what you need the software to do today and what it should support as your organization evolves. Essential criteria often include automated asset discovery, support for barcodes or RFID, customizable reporting, user role management, real-time dashboards, and cloud access. 

Prioritize features based on your existing pain points, whether it’s audit readiness, remote asset visibility, or reducing check-in/check-out friction. Build a checklist and assign a weight to each item based on operational urgency. This makes vendor evaluation more objective and focused on business impact rather than marketing claims.

Factor in business size and IT complexity

Smaller businesses may need a lightweight tool that’s quick to deploy and easy to maintain. Larger enterprises or regulated environments often require deeper configurability, policy enforcement, and advanced analytics. If your IT environment includes remote teams, hybrid infrastructure, or rapid provisioning cycles, look for software that can handle those complexities without slowing you down.

Consider budget and long-term scalability

Licensing models, maintenance costs, and support fees vary widely across platforms. Cloud-based options often offer lower upfront costs and flexible pricing tiers, while on-premise systems may involve higher initial investments but offer tighter control.

Beyond cost, evaluate how easily the platform can scale with your asset volume, user base, and process maturity. It should enable smooth expansion without necessitating a complete overhaul when your organization grows or changes.

Assess integration with existing tools

The software should integrate with tools such as your ITSM platform, CMDB, identity provider, or procurement system. This ensures data consistency and prevents the creation of silos that lead to duplicated effort or conflicting records. Ask vendors for examples of integrations they support out of the box, and whether APIs or connectors are available for custom systems.

How inventory integrates with ITSM/ITAM systems

When integrated with ITSM platforms and ITAM frameworks, hardware inventory software brings real-time asset visibility directly into service workflows:

• By linking inventory data with service desks, support teams can instantly view device history, ownership, and condition when responding to tickets. This shortens resolution times and improves accuracy.

• In change management, inventory integration ensures that updates or hardware swaps are appropriately tracked and aligned with compliance policies. It also reduces the risk of unauthorized changes by tying requests to actual assets in use.

• When connected to a CMDB, inventory tools automatically keep configuration items updated. This eliminates manual entry and improves the reliability of service impact assessments and root cause analysis.

Use Freshservice for hardware and server inventory management

Hardware inventory management is easier with the right software. Freshservice regularly scans your environment for assets and adds them to your CMDB in real-time, categorizing them for easy tracking and management. With an accurate and up-to-date computer hardware inventory list in a central location, you can plan changes and automatically manage your entire IT asset life-cycle. 

The following Freshservice features enable you to optimize your IT costs and extend asset life:

Hardware inventory scanning

Periodically scan the Windows desktops/servers in your network to collect inventory data and store the details in a CMDB. Scan regularly and configure assets to meet real-time needs without manual intervention.

Asset tracking and IT change planning

Easily track changes to your IT asset inventory. Plan changes, releases, and workarounds accordingly. Quickly update configurations and detailed information, like the physical location of each hardware asset and its warranty status.

Managing the hardware cycle

Track IT hardware through a central asset management system, even if items exist in multiple different locations. Automate your entire IT asset lifecycle.

Asset discovery

IT asset discovery is easier with hardware inventory management software. Each time a CI is added, the hardware inventory tool scans and adds it to the CMDB in real-time. Assets are captured and categorized using a Discovery Probe with a firewall. The Discovery Agent is unaffected by any window setting, requires no user authentication, and scans all machines—even those not connected to servers.