If you’re a growing small business, the right asset inventory management software can centralize your asset data, reduce admin chaos and help you streamline inventory tracking.
As your team grows, spreadsheets become harder to maintain and easier to neglect. When updates are manual and ownership isn’t clear, laptops go missing, software licenses auto-renew without approval and you find yourself buying equipment you already own.
In this guide, we’ll break down what asset inventory management software is and how the right tool can help your small business gain clarity and cut costs.
We’ll also compare the top SMB-friendly options and show you how to repurpose software you might already be using, such as your CRM.
Key takeaways from asset inventory management software
Asset inventory management software (AIM) helps SMBs move beyond spreadsheets by centralizing asset data, ownership and lifecycle status in one reliable system.
Maintenance reminders, renewal notifications and audit trails reduce downtime, prevent duplicate purchases and make audits easier.
If you already have a CRM (or want one tool for multiple workflows), use asset and inventory management software features in a flexible system like Pipedrive.
Pipedrive can be repurposed into a simple asset-tracking system that supports lifecycle management, reminders and shared access – try it free for 14 days.
What is asset inventory management (AIM) software?
Asset inventory management (AIM) software is a digital system that helps businesses track and organize their physical and digital resources throughout their lifecycle.
AIM software essentially creates a single source of truth for all your company’s assets. It helps you track everything your company owns from the moment you acquire it until you retire it.
Note: For small businesses, the terms “asset” and “inventory” often get used interchangeably, but there’s a slight distinction.
Inventory management typically refers to tracking the products you intend to sell, like stock on a shelf waiting for a customer order. Asset inventory management focuses on the tools you use to run your business, such as office equipment, machines, software licenses and facilities.
AIM software is tailored to tracking the status, value and maintenance of long-term assets, rather than the flow of goods through the supply chain.
Instead of scattered Excel sheets, you get an accessible system where you can see what assets you have, where they are, how they’re configured and their history.
How AIM software can help your small business
The right asset inventory management software transforms chaos into clarity, saving you time and money while managing operational risks.
Small business owners often think they aren’t “big enough” for dedicated software. But if you’ve ever lost an expensive piece of equipment or paid for a subscription nobody uses, you already know the cost of manual admin.
Asset management inventory software solves those specific SMB pain points by helping you:
Centralize your asset database. Instead of scattered emails, keep all asset data in one secure location. Your whole team will know where to look for warranty info or user manuals.
Save time and minimize errors. Automate the tedious parts of tracking. Barcode scanning and automated data entry eliminate manual errors in spreadsheets.
Keep track of maintenance. Stop waiting for things to break before fixing them. Software can schedule and track maintenance with notifications, helping assets last longer and reducing costly downtime.
Optimize budget planning. Use reporting features to spot trends in asset utilization. For example, you can redistribute underused laptops instead of buying new assets, helping you optimize your spend.
Improve record-keeping. Create a clear paper trail of every update. Knowing who made changes when is vital for audits, insurance claims and internal accountability.
Implementing an asset tracking system brings organization and peace of mind. For small and mid-sized businesses, this translates into longer asset lifespans, fewer losses and more efficient workflows.
6 AIM software solutions for small businesses
Small businesses have a range of asset inventory management software options – the best AIM tool is the one your team will actually use.
If you’re an SMB, you’re usually balancing three forces: time, budget and adoption. Some tools are perfect if you need a lightweight “single source of truth”. Others are better when you need barcode scanning, service workflows or automated device discovery.
Here’s a comparison of six top asset inventory management software options for SMBs:
Asset inventory management software | Summary |
1. Pipedrive | Key features: Customizable pipelines and fields for assets, workflow automation, mobile app, integrations via API/Marketplace Best for: Teams that already use a CRM, looking for a user-friendly solution for asset tracking Pricing: Starts at $14 per user/month, 14-day free trial available |
2. Asset Tiger | Key features: Cloud-based tool with mobile app, barcode scanning and QR code support, alerts and maintenance scheduling Best for: Cost-conscious small businesses needing basic asset tracking (free for small asset counts) Pricing: Free for up to 250 assets, paid plans from $20/month for more assets |
3. Asset Panda | Key features: Configurable fields, mobile app with built-in barcode/QR scanning, custom workflows & notifications, open API Best for: Growing businesses seeking robust mobile-first asset tracking software Pricing: Starts at $50 per user/month, 7-day free trial available |
4. Snipe-IT | Key features: Open-source option, license tracking, check-in/out, warranties/renewals Best for: Tech-focused SMBs looking for an IT asset management solution Pricing: Free (self-host on-premises), cloud hosting from $39/month |
5. Freshservice | Key features: Automated asset discovery, ability to link assets to support tickets, license and contract management Best for: Small to mid-sized companies seeking integrated IT helpdesk + asset management Pricing: Starts at $19/agent/month, 14-day free trial available |
6. Lansweeper | Key features: Agentless network scanning of all devices, fast device/software inventory with detailed data, asset relationship mapping in a configuration management database (CMDB) Best for: IT-heavy companies seeking automated network inventory Pricing: Free for up to 100 assets, premium plans starting from $239/month |
Let’s take a closer look at each tool, starting with simpler, low-lift options and moving toward more specialized platforms for bigger or more IT-heavy teams.
1. Pipedrive
Pipedrive is the easiest way for SMBs to build an asset management system without adding another tool to their tech stack.
If your asset tracking lives in Excel today, your real problem isn’t missing features. It’s fragmentation. Pipedrive can help by centralizing asset data, ownership and lifecycle status.
In practice, this means creating a custom pipeline where each “deal” represents an individual asset, such as a laptop or software license. With Pipedrive, you can track your asset from “Procurement” to “Retired” just as easily as you track a deal from “Lead” to “Closed”.
Inside each deal, you can store invoices and contracts as attachments, set renewal reminders and assign IT assets to team members using “Person” fields.
For SMBs without a dedicated IT or operations management system, Pipedrive is a practical, user-friendly asset-tracking hub that people actually keep up to date
Example: A digital marketing agency uses Pipedrive to track employee laptops. It creates a “Hardware” pipeline where each “Deal” is a computer. When a laptop needs service, it moves the asset to a “Repair” stage, which automatically triggers an email to the IT support vendor.
If you already use Pipedrive as a sales CRM, this approach can feel like a “free upgrade” to your operational maturity.
2. Asset Tiger
Asset Tiger is a low-cost step up from spreadsheets when you need basic asset tracking and simple audit readiness.
Asset Tiger is best when your biggest problem is lack of structure, not lack of advanced features. It gives you a cloud-based asset list with the essentials: locations, assignments, maintenance reminders and barcode/QR support.
This asset management software helps SMBs reduce avoidable spend by making assets easier to find. It also makes basic audits less painful by allowing you to export a clean inventory report instead of reconciling multiple sheets.
Example: A small private school uses AssetTiger’s free tier to track library laptops and AV equipment. It uses barcode labels to quickly audit the classrooms at the end of each semester.
If you’re budget-sensitive and want a dedicated tool that’s still simple, Asset Tiger is a clean starter option. As your business scales, you can move up to advanced plans.
3. Asset Panda
Asset Panda is a strong fit for SMBs that need mobile-first scanning and multi-location control to prevent losses in the field.
Its standout feature is its configurability, which is useful if your asset categories aren’t “standard” (e.g., tools, vehicles, rented equipment, special devices). You can customize fields, workflows and notifications so the system matches your process.
The mobile app is particularly strong, allowing field workers to scan a QR code on a generator or vehicle to update its status instantly.
Example: A local construction firm uses Asset Panda to track power tools. Workers scan tools with their phones when they arrive at a job site, ensuring nothing gets left behind at the end of the day.
If your main problem is “assets disappear because nobody updates the sheet”, Asset Panda solves it with mobile-driven accountability.
4. Snipe-IT
Snipe-IT is ideal for small IT teams that need structured tracking of devices and software licenses without enterprise pricing.
Snipe-IT shines when you’re managing laptops, monitors, phones and licenses and facing offboarding chaos, missing equipment or licenses renewing quietly.
The platform is open source, which means if you have the technical know-how to host it yourself, it’s free. It also supports barcode scanning to quickly check items in and out.
Example: A mid-sized SaaS company moves from Excel to Snipe-IT to track laptops, monitors and license renewals. During offboarding, IT checks the employee profile and immediately sees assigned assets, reducing “missing hardware” problems.
If your asset tracking is mostly IT-related and you care about accountability, Snipe-IT is a practical “ITAM-first” pick.
5. Freshservice
Freshservice works best when your asset tracking issues are actually support issues – tickets, downtime and repeated break-fix issues.
With Freshservice, you can link assets directly to service requests or tickets. When an employee complains about a slow laptop, your IT team instantly sees the device’s specs, age and previous work order history.
Freshservice helps SMBs reduce downtime and prioritize replacements with evidence. You stop guessing which device is a problem because the ticket history tells the story.
Example: A growing SaaS company uses Freshservice to handle IT support. When a developer submits a ticket for a broken monitor, the IT manager can see the monitor’s warranty status immediately within the ticket view.
For companies that need to integrate asset tracking closely with an IT ticket system, Freshservice is a strong choice.
6. Lansweeper
Lansweeper is the best option when your biggest challenge is discovering which assets are actually connected to your network.
If your SMB has grown into “shadow IT”, unknown devices and software sprawl, manual asset lists are hard to maintain. Lansweeper scans your network and pulls asset data directly from the devices, saving you from manual data entry.
Lansweeper’s features are especially valuable for IT managers trying to answer basic questions about the number of devices, outdated software and hardware approaching end-of-life.
Example: A managed service provider (MSP) installs Lansweeper on a client’s network to instantly generate a full inventory report, identifying old servers that need to be replaced.
If you need automated discovery more than lifecycle workflows, Lansweeper is a strong fit.
How to set up Pipedrive for asset inventory management
If you’re already using Pipedrive for sales, you can transform it into a powerful asset tracker with custom pipelines and fields to mirror your equipment’s lifecycle.
Here’s how to configure Pipedrive CRM for asset and inventory management software duties in five easy steps.
1. Create an “asset” pipeline
Set up a dedicated custom pipeline to track where every asset stands in its lifecycle at a glance.
Think of your asset’s lifecycle as a journey. Instead of sales stages, create custom stages that reflect the status of your equipment or digital assets.
Once the pipeline is live, anyone with access can open it and instantly understand asset availability and risk. For example, if too many assets are sitting in “Maintenance”, that’s a signal to budget for replacements or renegotiate support contracts.
2. Define custom fields for asset details
Use custom fields to standardize how your team captures asset data, reduce errors and speed up decisions.
Spreadsheets fail because each row means something different to each person. In Pipedrive, custom fields let you turn each asset deal into a complete asset profile.
For example, you can create fields to track Asset ID, serial number, purchase date, renewal date and location.
Make sure to use the right field types. Date fields enable reminders, dropdowns enforce consistency and person fields make ownership clear.
Once your fields are in place, you can filter, search and report on assets by warranty date, owner or location without manually scanning rows or comments.
3. Import your existing asset data
If you’re migrating from spreadsheets, you can save hours and prevent errors with Pipedrive’s import feature.
Before importing, clean up your spreadsheet so each row represents a single asset and each column maps cleanly to a Pipedrive field.
For example, map the “Asset Name” column to “Deal Title” in Pipedrive and “Current user” column to a “Person name” to link assets to team members.
After the import, your pipeline will populate with asset cards sorted by lifecycle stage. From there, updates become much easier to maintain than keeping a master spreadsheet in sync.
4. Attach documents to asset records
Upload files directly to the asset record to create a full paper trail tied to the asset’s lifecycle.
In Pipedrive, you can attach files directly to a deal. It can be helpful to attach purchase invoices, warranty PDFs, insurance documents, setup guides, photos of the asset’s condition or vendor contracts.
These files stay accessible to anyone with permission to view the deal, making cross-team collaboration and handovers much smoother.
5. Set up workflow automations and reminders
Instead of relying on manual tracking, use Pipedrive’s workflow automation feature to stay ahead of asset-related tasks.
For example, you can send an internal email or create a task when an asset moves to the “Retired” stage, prompting procurement to plan a purchase order for the replacement.
These automations turn your asset pipeline into a proactive system instead of a passive list. Over time, they help SMBs reduce downtime, control spend and avoid reacting too late.
Pipedrive in action: Czech SaaS company Leadspicker switched from spreadsheets to Pipedrive to streamline its sales cycle. Thanks to Pipedrive’s workflow automations, it reduced the time spent on admin by 40%, resulting in a 100% revenue growth every year.
By following these steps, you can transform Pipedrive into an inventory and asset management software solution.
While it won’t have advanced functionality like scanning or auto-discovery, you’ll track what you have, where it is and important dates, all inside a tool your team is already familiar with.
Crush your manual admin with this sales automation guide
How to choose the right AIM software
Look beyond features and consider your team’s habits and technical maturity to select the right asset tracking and inventory management software.
Here are some tips and considerations to guide your decision:
Clarify your needs. Do you need to track software licenses or physical tools? If it’s purely IT management, Snipe-IT or Freshservice might be best. If you need general business equipment, Pipedrive or Asset Tiger offer more flexibility.
Consider your team’s technical ability. Tools like Snipe-IT and Freshservice often require some technical skills to set up and host. If you want user-friendly simplicity, look for options such as Pipedrive.
Budget realistically. Free tools like AssetTiger are great for starting out, but ensure they don’t lock your data away if you grow. Pipedrive offers a flat user fee, which can be more scalable if you already use it for sales.
Think about scalability. Will this system handle 50 assets? What about 5,000? Ensure the asset management platform can grow with you without becoming sluggish.
Check integration with existing systems. Does it talk to your accounting software or Microsoft 365? Integrations save you from double-entry data nightmares.
Prioritize ease of adoption. The best tool is the one your team actually uses. If the mobile app is clunky or the dashboard is confusing, your team will go back to spreadsheets.
If you want the simplest path off spreadsheets, start with a lightweight system you’ll maintain, then upgrade when your asset volume or IT needs demand it.
Final thoughts
SMBs win at asset management by building a simple system that stays current – not by buying the most complex asset inventory management software.
While specialized tools exist for every niche, don’t underestimate the power of the tools you already have. By repurposing a flexible CRM like Pipedrive, you can achieve enterprise-level visibility without the enterprise-level price tag.
Ready to get your assets under control? Customize your own asset pipeline today with Pipedrive and iterate as you grow. Try it free for 14 days.
