5 Best Equipment Tracking Software for 2025

TL;DR

• In this article, we’ll talk about our favourite equipment tracking software for the year.

• These software tools help you monitor your organizational assets and equipment throughout their operational lifecycle.

• Workwize is an equipment tracking and IT lifecycle management software built for IT hardware and peripherals. It enables you to track your IT assets throughout their lifecycle, while also facilitating the procurement, management, retrieval, and disposal of them.

• Small and mid-sized SMBs should opt for either Freshservice or AssetExplorer; ServiceNow is a suitable upgrade over these options.

• If equipment keeps your company alive, go with Maximo. It’s unrivalled for its breadth and scope.

So you just handed out a new laptop to a remote employee. But then it goes missing. No updates, no tracking, no paper trail. Look closer. The problem? You're still using a spreadsheet or Airtable to track equipment.

It is situations like these where you need a dashboard, a tool that tells you exactly which equipment needs attention, where it’s located, and how it’s performing, before the alert pings. 

With an equipment tracking system, you avoid these costly mistakes and keep your operations running smoothly.

Why Should You Care About Tracking Your Equipment?

The short answer is that organizations that know the location and condition of their equipment gain a competitive edge. When you can’t locate or monitor your assets in real time, spare parts pile up, maintenance happens too late (or too early), and downtime creeps up where you least expect it. 

According to McKinsey, 99% of companies have initiated maintenance transformations in the past five years, and 84% already utilize predictive-maintenance tools to keep critical equipment in optimal condition.

Along with instant tracking, smart sensors and AI are also becoming increasingly important.

• AI and predictive algorithms reduce equipment replacement needs by 3% to 5% and shrink routine maintenance costs by 10 to 40%, freeing up budget for innovation.

• With the number of connected IoT devices set to hit 41.6 billion by this year, organizations that master tracking now will succeed in the next wave of data-driven operations 

The bottom line is, if you depend on physical assets, you must track and manage your assets the proper way to be efficient, compliant, and cost-effective.

Now, let’s dive into the software that enables detailed tracking of your equipment. 

Here are our top picks:

5 Best Equipment Tracking Software

Workwize

Workwize is a user-friendly equipment tracking platform that’s built for today’s distributed teams. It lets you keep tabs on every IT asset—laptops, monitors, phones, and more—no matter where employees are working. It provides you with full visibility into what gear has been ordered, shipped, assigned, or needs replacement, all in one place. This real-time oversight results in fewer lost devices, smoother onboarding and offboarding processes, and improved budget control.

With suppliers and warehouses across 100+ countries, it supports shipping and tracking at scale, making it ideal for growing or remote-first companies. It also connects with HRIS tools and MDMs, so equipment status stays in sync with employee changes.

What can Workwize do?

• Procurement: Buy or lease IT and office gear through a global supplier network, using a self-service portal that enforces department-level budgets, so employees can get what they need without delays or approvals clogging the process.

• Deployment: Ship pre-configured, MDM-ready devices straight from regional warehouses to wherever your team is, whether that’s at home or in the office.

• Management: Stay on top of every asset in a single, automated dashboard. From renewals and repairs to replacements, everything is easy to track and manage.

• Retrieval: Simplify offboarding with automated return workflows—just a few clicks to trigger courier pickups or send return kits, no follow-ups needed.

• Disposal: Retire old equipment the right way with secure data wiping, certified recycling, or resale—helping you meet compliance and sustainability goals.

Ratings and reviews

• Capterra: 4.4/5

TLDR; 

Workwize is an excellent equipment ordering, management, and tracking platform for full-scale visibility into the entire lifecycle of IT hardware. Workwize is ideal if you want to keep track of IT equipment moving around your global workforce.

ServiceNow 

Via ServiceNow

ServiceNow. Among many things, it’s also an enterprise-grade ITAM that lets you track your IT assets throughout their entire lifecycle. 

For IT teams and MSPs, it tracks and manages hardware, software, and cloud assets from a single, centralized system. The platform automates the entire asset lifecycle, from procurement and deployment to maintenance and eventual retirement.

ServiceNow also integrates ITAM with other core IT functions, such as IT Service Management and the CMDB. This means that when an employee requests a new laptop, for instance, the system automatically checks inventory, approves the request, and updates the asset record without your help.

What can ServiceNow do?

• Automated asset lifecycle management: Tracks all IT assets from procurement to disposal with automated workflows.

• Geo-tag equipment: Provision for GPS-based tracking offers visualizations of equipment locations

• Centralized asset repository: Brings together all hardware, software, and cloud asset information into a unified view

• Contract and renewal management: Manages contracts and renewal timelines with automated workflows and actionable insights.

Ratings and reviews

• G2: 4.4/5 (100+ reviews)

• Capterra: 4.5/5 (300+ reviews)

TLDR; 

ServiceNow is ideal for large organizations that require a highly customizable ITAM solution that seamlessly integrates with their existing ITSM processes. However, the cost and feature set would be overkill for smaller MSPs.

Read More: Top 13 IT Asset Discovery Tools in 2025

Freshservice

Via Freshworks

Freshservice offers a modern and intuitive ITAM solution designed for IT teams and MSPs seeking a user-friendly platform with powerful features.

As a cloud-based ITSM tool, it provides a detailed view of your entire IT infrastructure, encompassing hardware, software, and SaaS applications. Freshservice is designed to be easy to set up and customize, allowing you to get up and running without a steep learning curve.

As you’d expect, Freshservice lets you discover and manage all your assets from a single dashboard, with client-specific workflows and configurations. The built-in AI features also help to simplify operations and offer useful insights into asset usage and performance.

What can Freshservice do?

• Advanced auto-discovery: Discovers and manages all assets across on-premise, cloud, and hybrid environments.

• Unified lifecycle management: Automates and tracks IT assets from the point of procurement to retirement

• Integrated purchase order management: Tracks purchases, manages vendors, and simplifies the fulfillment process from within the platform.

• 360-degree CMDB: Visualizes service connections and asset dependencies to understand business impact and prevent disruptions.

Ratings and reviews

• G2: 4.6/5 (1,200+ reviews)

• Capterra: 4.5/5 (600+ reviews)

TLDR; 

Freshservice gets the balance between functionality and ease of use; this makes it a great option for mid-sized IT teams and MSPs.

IBM Maximo

Via IBM Maximo

Maximo is an industrial-grade Enterprise Asset Management (EAM) platform designed for heavy industries such as manufacturing, energy, and transportation, where asset failure can be catastrophic. 

It is designed to manage the complete lifecycle of complex physical assets, ranging from vehicle fleets and production machinery to linear assets such as rail lines and pipelines.

Maximo is designed for organizations where IT assets are critical infrastructure, like server racks, data centers, networking hardware, and even specialized medical or research equipment. 

Maximo also uses AI and operational data to forecast equipment failure, manage maintenance schedules, and optimize the total cost of ownership for high-value assets.

What can IBM Maximo do?

• Unified asset repository: Manages a vast spectrum of IT, OT, and enterprise assets within a single, centralized system.

• Predictive maintenance with AI: Uses sensor data and analytics to forecast failures and automate work orders, minimizing unplanned downtime.

• Integrated work management: Connects assets to work orders, service histories, and technician dispatch for a complete, auditable record of all maintenance activities.

• Spare parts management: Optimizes inventory for important components and parts across multiple storerooms to confirm availability for repairs.

Ratings and reviews

• G2: 4.4/5 (500+ reviews)

• Capterra: 4.2/5 (80+ reviews)

TLDR; 

Maximo is designed for organizations where IT and operational technology are the top priorities. It's probably overkill for tracking your standard corporate IT. Consider Maximo if you own and manage high-value infrastructure.

ManageEngine AssetExplorer

Via ManageEngine

As a dedicated ITAM solution, ManageEngine AssetExplorer provides real-time visibility into your hardware and software inventory. Its main function is to establish a single source of truth by finding and cataloging every equipment connected to your network, from servers and laptops to virtual machines and network devices.

In other words, AssetExplorer transfers tactical control of your IT estate. It automates the inventory process so that data is always current. AssetExplorer also prepares the data needed to track asset ownership, manage the complete lifecycle of your company equipment, and integrate hardware information directly with help desk processes. 

What can AssetExplorer do?

• Pervasive network discovery: Uses agentless and agent-based scans to find and catalog every hardware asset.

• End-to-end procurement cycle: Manages the entire PO process and links purchase data directly to the asset record from day one.

• Group equipment together: Creates focused asset groups, like Static or Dynamic groups, based on asset properties and for ease of management.

• Actionable CMDB: Builds a map of asset relationships so you can immediately see the downstream impact of a server or switch failure.

Ratings and reviews

• G2: 4.3/5 (10+ reviews)

• Capterra: 4.5/5 (10+ reviews)

TLDR; 

AssetExplorer hands over full control of your IT landscape. It’s a powerful option for teams focused on achieving audit readiness and optimizing spend through inventory management.

Also read: Top 5 ManageEngine Asset Explorer Alternatives for Better IT Asset Management

Final Thoughts

When equipment goes missing or fails at the wrong time, the cost isn’t just technical—it’s operational. The best equipment tracking software helps you avoid that risk by giving you full visibility into your assets, from purchase to disposal.

Whether you’re a growing company managing IT hardware across remote teams or a large enterprise with mission-critical infrastructure, there’s a tool that fits your needs:

• Choose Workwize for seamless lifecycle management across global teams.

• Try Freshservice or AssetExplorer for reliable, mid-market control.

• Go with ServiceNow for enterprise-wide service integration.

• Opt for Maximo if your business runs on heavy equipment and uptime is non-negotiable.

The sooner you stop guessing where your equipment is, the faster you can focus on what really matters, keeping your people productive and your operations resilient.

People Also Ask

What is the best equipment tracking software?

Workwize is the best equipment tracking software to keep track of IT hardware throughout its lifecycle. We may be biased, but we suggest Workwize for its intuitive interface, ease of use, and real-time tracking throughout the hardware lifecycle.

How does equipment tracking increase security? 

Knowing which equipment and network devices are on your network, and where they’re located, keeps you safer in times of crisis. When you can pinpoint a faulty machine within seconds, fixes happen faster. 

What tagging methods work best for servers and racks

Physical tags, such as barcodes or RFID labels, offer an immediate, visual identifier that you can scan during audits or maintenance rounds. Many organizations pair those with software-based agents that report each server’s status back to a central console. 

Can equipment tracking integrate with existing ITSM and monitoring tools?

Yes, most modern tracking platforms offer APIs or pre-built connectors for popular IT service management (ITSM) systems, such as ServiceNow, Jira Service Management, and BMC Remedy. That integration syncs your CMDB  with real-time location and health data, so incident tickets automatically include precise asset context.