Modernizing IT Asset Management (ITAM)
SmartSuite gives IT and Finance a shared system to track hardware, software, and licenses with complete lifecycle visibility. Centralize ownership, location, status, and cost context so teams can reduce waste, support audits, and make smarter decisions across procurement, deployment, and refresh cycles.
One Platform for Connected IT Asset Visibility
SmartSuite centralizes IT asset inventory, ownership, lifecycle status, and renewals in one connected workspace. IT, Finance, and Procurement teams share a single source of truth—improving operational visibility, reducing redundant spend, and enabling confident lifecycle decisions.
Asset Inventory
Maintain accurate hardware, software, and license records with ownership.
Lifecycle Tracking
Track assignments, refresh cycles, and retirements across the asset lifecycle.
Renewal Visibility
Monitor warranties, renewals, and key dates with automated reminders.
Spend Insight
Identify waste and optimize purchasing with real-time dashboards.
Capabilities in the IT Asset Management Suite
SmartSuite provides the core capabilities IT and Finance teams need to manage assets reliably—covering inventory accuracy, lifecycle control, renewals, and operational visibility.
Gain control over IT assets with complete visibility and lifecycle governance.
Centralize hardware, software, licenses, ownership, and lifecycle status in one connected workspace. SmartSuite links IT assets to vendors, purchases, and changes—providing accurate inventories, reduced waste, and confident asset decisions across the organization.
Track devices with ownership, status, location, lifecycle stage, and key identifiers to maintain a reliable system of record.
Maintain software and license records with assignments, renewal dates, and usage visibility to reduce redundancy and missed renewals.
Assign assets to users, teams, or locations and maintain full history of transfers, check-outs, and returns.
Manage procurement → deployment → maintenance → refresh → retirement with standardized stages, workflows, and accountability.
Link assets to vendors, purchase details, warranties, and contracts so IT and Finance share the same cost and supplier visibility.
Track warranties, expirations, renewal windows, and notice periods with automated reminders and owner assignments.
Log repairs, issues, and exceptions tied to each asset record to improve asset health and lifecycle planning.
Centralize IT Asset Inventory Across the Organization
Maintain an accurate, structured inventory of hardware, software, and licenses in one place.
Highlights:
- Unified asset records across devices, software, and licenses
- Standard fields for status, category, and lifecycle stage
- Role-based views for IT, Finance, and Procurement
Track Ownership, Location, and Lifecycle Status
Ensure every asset has clear accountability from purchase through retirement.
Highlights:
- Assigned owner, department, and location tracking
- Lifecycle workflows for provisioning, reassignment, and retirement
- Audit-ready history of updates and changes
Manage Renewals, Warranties, and Key Dates
Avoid missed renewals and last-minute surprises with proactive lifecycle planning.
Highlights:
- Renewal windows, notice periods, and warranty tracking
- Automated reminders and escalation workflows
- Dashboards for upcoming renewals and end-of-life items
Improve Procurement Visibility and Vendor Governance
Link assets to vendors, purchasing records, and basic license allocations for better control.
Highlights:
- Vendor association and purchase metadata in asset records
- Basic license allocation tracking and renewals
- Spend visibility for budget and procurement planning
Connect Assets to Service and Operations Workflows
When ready, link assets to incidents, changes, and maintenance events for deeper operational insight.
Highlights:
- Asset linkage to incidents and service requests
- Change impact visibility through connected records
- Maintenance and repair history tied to the asset lifecycle
Built For Modern IT Asset Teams
SmartSuite brings enterprise-grade IT asset visibility with consumer-grade usability. Start with the asset tracking you need today—then expand into lifecycle governance and cross-team visibility as your program grows.
Adopt a Single Capability
Begin with Hardware Inventory, Software & License Tracking, or Asset Lifecycle Status—prove value quickly and expand from there.
Roll Out a Full Category
Enable IT Asset Management end-to-end—tracking ownership, location, lifecycle, renewals, and vendor associations in one structured system.
Connect Across IT Operations and Service Workflows
Link assets to incidents, changes, and releases for better impact visibility—creating a linked operational foundation as your IT maturity evolves.
Explore Further
Learn more about IT asset visibility, lifecycle governance, renewals, and cost control best practices.
Frequently Asked Questions
Answers to common questions about how SmartSuite supports asset visibility, lifecycle control, and renewals.
Yes—SmartSuite provides structured asset records with lifecycle workflows and dashboards.
Yes—track devices, software entries, and license ownership with renewals and key dates.
Yes—role-based views support IT, Finance, and Procurement stakeholders in one system.
Renewal and warranty dates can trigger alerts, tasks, and escalations automatically.
Yes—track procurement, deployment, assignment, repair, refresh, and retirement.
See How SmartSuite Modernizes IT Asset Visibility
Experience a linked asset system where hardware, software, licenses, ownership, and lifecycle status are always accurate and accessible.
What the research shows
Independent research on what incomplete IT asset visibility costs teams today, and what changes when the work lives in one system.
Source: Flexera, 2026 State of ITAM Report: 36% of surveyed organizations reported complete IT visibility in 2026, down from 43% in 2025 (https://www.flexera.com/blog/it-asset-management/state-of-itam-2026/).
Organizations reporting complete visibility into their IT estate in 2026
A single structured system of record helps teams see which assets exist, where they are, and who owns them.
Source: Zylo, 2026 SaaS Management Index as cited on Zylo's blog: the average company has 305 applications, and 46% of those licenses go unused in a typical 30-day period (https://zylo.com/blog/how-zylo-automates-software-license-tracking).
Share of SaaS licenses unused in a typical 30-day period
Visibility into unused devices, duplicate software, and lifecycle state gives teams the information to question unnecessary purchases.
Source: Zylo, 5 Best Practices for Effective SaaS Renewal Management (updated 2026): the average organization in Zylo's data experiences 211 SaaS renewals annually, nearly one per business day (https://zylo.com/blog/saas-renewal-best-practices).
SaaS renewals the average organization handles each year
Lifecycle tracking and renewal alerts give procurement and IT a calendar of what is coming due and when to act.
Source: Flexera, 2026 State of ITAM Report: 78% of surveyed organizations now have a FinOps team, and ITAM and FinOps responsibilities increasingly overlap (https://www.flexera.com/blog/it-asset-management/state-of-itam-2026/).
Organizations that now have a FinOps team alongside ITAM
Shared asset visibility gives purchasing, finance, and IT one record to coordinate budgeting, depreciation, and ownership.
Key Benefits of the IT Asset Management Suite
SmartSuite helps IT, Finance, and Procurement maintain a clean, accurate view of IT assets—while improving lifecycle control and reducing operational friction.
Asset Visibility, Ownership & Lifecycle Control
Track hardware, software, and licenses with consistent records and ownership.
Maintain assigned users, departments, physical locations, and asset status.
Track procurement → deployment → active use → repair → retirement with complete history.
Link assets to vendors, contracts, purchase dates, costs, and renewal terms.
IT sees operational detail, Finance sees spend and renewals, Procurement sees vendor and purchasing activity.
Reduce duplicate records and stale data with a single system of record.
Operational Efficiency & Planning
Plan refresh cycles and avoid surprises with lifecycle milestones and alerts.
Track license ownership, allocation, renewal dates, and basic compliance posture.
Standardize provisioning, reassignments, and returns through workflows.
Log maintenance, repairs, and exceptions tied to the asset record.
Use the AI Assistant to generate asset summaries, renewal briefs, or refresh planning insights.
Eliminate spreadsheets and ad hoc tracking across IT, Finance, and Procurement.
Governance & Reporting
Maintain changes, ownership updates, and lifecycle transitions with full traceability.
Track renewal windows, notice periods, and warranties with automated reminders.
Ensure that asset records stay reliable across service, procurement, and operations workflows.
Support multi-site IT organizations with consistent records and governance.
Adjust fields, views, and workflows as requirements evolve—without engineering support.
Provide accurate asset data to support audits, reviews, and internal controls.
Improve Asset Accuracy, Reduce Waste, and Strengthen Control
SmartSuite replaces spreadsheet-driven tracking with inventories, lifecycle workflows, and dashboards that support smarter asset decisions.
How the SmartSuite Platform Powers IT Asset Management
SmartSuite connects asset records, lifecycle workflows, renewals, and stakeholder reporting—creating a reliable system of record for IT, Finance, and Procurement.
Customize asset fields, lifecycle stages, dashboards, and workflows without engineering.
Automate renewal reminders, lifecycle transitions, ownership updates, and escalations.
Generate asset summaries, renewal briefs, or lifecycle planning recommendations instantly.
Connect assets → vendors → purchases → renewals → requests → changes when needed.
Track inventory accuracy, lifecycle distribution, renewals, and asset health in real time.
Control access to financial and operational asset data with role-based permissions and audit trails.
Connect Assets to People, Vendors, and Lifecycle Workflows
SmartSuite links assets to owners, locations, vendors, and lifecycle stages so teams have complete context.
Automate Renewal and Lifecycle Governance
Automations reduce missed renewals and ensure lifecycle actions occur on time with accountability.
Gain Real-Time Visibility Into Asset Health and Spend
Dashboards provide visibility into asset status, renewals, and lifecycle distribution across the organization.
AI Assistant & Governance Strengthen Asset Control
AI accelerates summaries and planning while governance controls ensure accuracy and traceability.
The SmartSuite Platform:
Powered by Eight Interconnected Frameworks
The SmartSuite Platform consists of eight interconnected frameworks that provide a foundation for designing, automating, analyzing, and governing connected workflows.
Platform
Security and Governance, Built for Enterprise Scale
SmartSuite provides fine-grained, role-based permissions that protect data without slowing innovation. Define access down to the record, field, or workflow level, enforce compliance with SSO, 2FA, and IP restrictions, and maintain a complete audit trail of every action. With SmartSuite, governance and agility work together — innovation moves fast, and your security moves with it.
Work Anytime, Anywhere, on Any Device
Stay connected and productive wherever you are. SmartSuite works across web, tablet, and mobile, so your team can manage projects, collaborate, and automate workflows in real time — whether in the office, remote, or on the go.
The Platform That Connects Assets, Vendors, and Lifecycle Workflows
SmartSuite links assets to owners, locations, purchases, renewals, and lifecycle stages—creating full visibility and cleaner governance.
Role-Based Capabilities for IT Asset Management
SmartSuite empowers IT Operations, Finance, and Procurement teams with a shared system for asset visibility, lifecycle tracking, renewals, and reporting.
Chief Financial Officer
Oversees financial strategy, performance, and risk across the organization.
- Benefit Statement:
SmartSuite gives CFOs unified financial visibility across budgets, spend, forecasts, and approvals — enabling faster, more confident decisions.
- Benefit Source:
Dashboards, analytics, linked workflows, and audit-ready reporting.
How they use the Finance Operations suite
Financial oversight
Reviews real-time views of budgets, spend, forecasts, and financial risks across the business.
Budget alignment
Ensures financial plans align with strategic initiatives, departmental needs, and operational priorities.
Reporting
Produces executive and board-level summaries with consistent, up-to-date financial data.
Chief Information Officer (CIO)
Drives enterprise IT strategy, ensuring technology investments support business goals, service reliability, and operational performance.
- Benefit Statement:
SmartSuite gives the CIO unified visibility into service performance, trends, and risk areas — enabling faster, more informed decisions that strengthen IT’s impact on the business.
- Benefit Source:
Centralized dashboards, real-time SLA monitoring, cross-workflow reporting, and configurable KPIs that tie IT performance to strategic outcomes.
How they use the IT Operations Management suite
Unified IT oversight
Monitors SLA performance, uptime, ticket volumes, and risk indicators in a single pane of glass.
Strategic alignment
Connects IT initiatives, service levels, and resource needs to organizational KPIs and outcomes.
Data-driven decisions
Uses analytics trends to prioritize investments and forecast operational needs.
End User / Employee
Receives assigned devices and participates in returns or replacements.
- Benefit Statement:
SmartSuite supports clear device assignment and return workflows when needed.
- Benefit Source:
Assignment workflows and lifecycle tracking.
How they use the suite
Assignment confirmation
Receives device and acknowledgement.
Return workflow
Completes return steps and confirmations.
Request support
Submits replacement requests if needed.
Finance Operations / FP&A Partner
Supports budget planning and cost allocation for IT spend.
- Benefit Statement:
SmartSuite helps finance teams model refresh cycles and renewal costs with accurate data.
- Benefit Source:
Cost fields, lifecycle metrics, dashboards.
How they use the IT Asset Management suite
Forecasting
Projects renewal and refresh spend.
Variance review
Compares planned vs. actual asset spending.
Reporting
Supports leadership with renewal exposure insights.
IT Asset Manager / IT Operations Manager
Maintains asset inventory accuracy, lifecycle processes, and renewals.
- Benefit Statement:
SmartSuite centralizes asset records and automates lifecycle governance.
- Benefit Source:
Inventory records, lifecycle workflows, renewal alerts.
How they use the IT Asset Management suite
Inventory governance
Ensures records stay accurate and current.
Lifecycle control
Manages provisioning, reassignment, and retirement.
Renewal tracking
Monitors warranties and key dates.
Procurement Manager
Handles sourcing, POs, vendor coordination, and contract reviews tied to spend governance.
- Benefit Statement:
SmartSuite consolidates procurement workflows for better accuracy, compliance, and cross-team visibility.
- Benefit Source:
Approval workflows, linked vendor records, contract visibility, and dashboards.
How they use the IT Asset Management suite
PO routing
Manages purchase requests, approvals, and thresholds through automated workflows.
Vendor coordination
Tracks vendor details, contracts, and communications in one connected workspace.
Contract visibility
Reviews contract status, obligations, and renewal timelines alongside financial data.
Service Desk / IT Support Specialist
Supports users with device assignments and troubleshooting context.
- Benefit Statement:
SmartSuite provides quick access to asset details and assignment history.
- Benefit Source:
Asset records, owner/location fields, lifecycle history.
How they use the IT Asset Management suite
Asset lookup
Verifies device ownership and status.
Support context
Checks warranty and lifecycle stage.
Reassignment support
Updates records for transfers and returns.
Built for IT, Finance, and Procurement Stakeholders
Whether you manage devices, budgets, renewals, or procurement, SmartSuite provides role-based visibility into asset health, cost, and lifecycle decisions.
Flexible Pricing Designed for Every Organization
GRC and IT Service Delivery products are licensed on the Signature plan (per-solution pricing) only.
Signature Plan: Per-Solution Pricing for Enterprise Scale
For global organizations and regulated industries requiring complex governance or large-scale rollouts, SmartSuite offers the Signature plan (per-solution pricing). This plan allows enterprises to license specific SmartSuite Solutions — such as GRC, ITSM, or Procurement — for tens of thousands of users, tailored to their exact needs.
- Tailored Licensing — Structure licenses by department, region, or regulatory requirement.
- Purpose-Built for Scale — Designed for enterprises managing thousands of users.
- Customizable Agreements — Includes the ability to tailor terms and access levels to meet unique business needs.
- Enterprise Confidence — Built for large financial institutions, insurers, and global enterprises who require high-performance
and governance.
- Audit Management
- Issues Management
- Operational Resilience
- Business Impact Analysis (BIA)
- Incident Management
- Crisis Management
- Enterprise Risk Management
- Third-Party Risk
- Vendor Portal
- Cyber Threat Management
- RCSA (Risk & Control Self-Assessment)
- Issues Management
- Business Structure
- Contract Management
- Policy Management
- Regulatory Change Management
- SOC 2 Compliance
- CRI Profile Compliance
- Control Framework & Regulatory Libraries
- Compliance Assessments & Testing
- ESG & Sustainability Management
Frequently Asked Questions
Answers to common questions about SmartSuite’s pricing models, plan options, and onboarding programs.
SmartSuite has three per-seat plans and one per-solution plan. Team ($15 per seat per month billed annually, minimum 3 users) and Professional ($32 per seat per month billed annually, minimum 5) are self-serve. Enterprise is custom priced and adds SSO, SCIM, audit logs, data residency and a Customer Success Manager. Signature licenses specific solutions, such as GRC or ITSM, for large user populations and is priced per solution.
Signature is priced per solution rather than per user, so an organization can roll a solution out to hundreds or thousands of people without per-seat cost. It pairs the Enterprise platform with governance and support arrangements agreed for your deployment. Terms, minimums and support levels are set in your contract.
Yes, by plan. Team includes 5,000 records per Solution, 50 GB of attachment storage per Solution and 25,000 automation runs and API calls per month. Professional includes 100,000 records, 100 GB and 100,000 runs and calls. Enterprise includes 400,000 records, 500 GB and 500,000 runs and calls. Solutions are unlimited on every plan, and reaching a limit never stops your Solutions from working.
Every plan includes the Help Center, real-time chat, onboarding guides, daily office hours, live monthly training and certifications, bi-weekly getting-started workshops, SmartSuite Academy and the user community. Enterprise adds a named Customer Success Manager and Professional Services, and Premium Support is available as an Enterprise add-on.
Yes. Enterprise is custom priced, with payment by invoice available for plans that meet a minimum fee, and Signature prices a whole solution rather than each user. Both are shaped around your user population, security review and support requirements.
Contact sales or schedule a demo. A member of the team will walk through your requirements and put together an Enterprise or Signature proposal.
Flexible Pricing for Asset Programs of Any Size
Choose per-user or per-solution pricing that scales across IT, Finance, and procurement operations.
Featured Resources
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SmartSuite Resources
Everything you need to learn, build, connect, and grow with SmartSuite — from expert guidance and self-paced learning to community collaboration and continuous innovation.
Resources to Improve IT Asset Visibility and Lifecycle Control
Explore templates, best practices, and guides for ITAM, lifecycle governance, refresh planning, and license tracking.