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.
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 connected operational foundation as your IT maturity evolves.
See How SmartSuite Modernizes IT Asset Visibility
Experience a connected asset system where hardware, software, licenses, ownership, and lifecycle status are always accurate and accessible.
The Connected Value of SmartSuite IT Asset Management
Quantifiable improvements achieved when organizations centralize IT asset inventory, lifecycle status, and ownership data in SmartSuite.
Source: Gartner IT Asset Management Benchmark, 2023 — centralized asset platforms improved inventory accuracy by 30–35%.
Improved Asset Inventory Accuracy
A single structured system reduces spreadsheet drift and improves confidence in what assets exist, where they are, and who owns them.
Source: MetricStream Benchmark Report, 2024 — multi-framework control reuse reduced manual workload by 20–30%.
Reduction in Asset Waste and Redundant Spend
Better visibility into unused devices, duplicate software, and lifecycle state reduces unnecessary purchases.
Source: McKinsey IT Operations Planning Study, 2022 — lifecycle governance improved planning efficiency by ~32%.
Faster Refresh and Renewal Planning
Lifecycle tracking and renewal alerts reduce last-minute procurement and unplanned downtime from aging assets.
Source: BCG IT-Finance Operating Model Study, 2023 — shared asset governance improved alignment by 30–36%.
Better Alignment Between IT and Finance/Procurement
Shared asset visibility improves coordination across purchasing, budgeting, depreciation, and operational 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 structured workflows.
Log maintenance, repairs, and exceptions tied to the asset record.
Use AI Assist to generate asset summaries, renewal briefs, or refresh planning insights.
Eliminate spreadsheets and ad hoc tracking across IT, Finance, and Procurement.
Governance & Reporting (secondary emphasis)
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 structured 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 Assist & 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.
Build structured, relational data models using tables, fields, and records that ensure consistency and scalability across workflows.
Design and tailor workflows visually with structured data models, clear progression, and intuitive interfaces for every step.
Streamline work with triggers, conditions, and multi-step actions that eliminate manual effort and orchestrate end-to-end processes.
Embed intelligence into workflows with AI that analyzes data, supports decisions, and automates complex steps securely.
Platform
Enable contextual collaboration with comments, file sharing, notifications, and external access—all governed by SmartSuite permissions.
Visualize and analyze data using dashboards, charts, and real-time reports that update instantly across your workspace.
Connect SmartSuite to your ecosystem using native integrations, iPaaS connectors, APIs, and webhooks for seamless data flow.
Protect data with role-based access, authentication controls, audit history, and enterprise-grade governance that scales organization-wide.
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.
Control visibility by user, role, or team.
SSO, 2FA, and IP restrictions built-in.
Track every change for 3+ years.
SOC 2, GDPR, and enterprise governance ready.
Work Seamlessly — Anytime, Anywhere, on Any Device
Stay connected and productive wherever you are. SmartSuite works flawlessly 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.
Executive Leadership
IT, Finance & Procurement Leadership
Operational Roles
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
Whether you’re a growing team or a global enterprise, SmartSuite’s pricing adapts to how your business works.
Choose platform-wide access with user-based pricing or tailor licenses to your organization’s scale and structure with our solution-based model.
User-Based Pricing
provides access to the entire SmartSuite platform under one per-user license, perfect for connected workflows across teams and departments.
Solution-Based Pricing
is purpose-built for enterprises with thousands to tens of thousands of users, offering the flexibility to license only the specific SmartSuite Solutions needed for scale, compliance, and control.
User-Based Pricing: Simplify Access Across Every Team
Our Team, Pro, and Enterprise plans make it easy to scale access across your organization. Each licensed user
can access all SmartSuite solutions — with predictable pricing that grows as you do.
- One per-user license for all SmartSuite solutions.
- Ideal for organizations connecting workflows across departments.
- Seamlessly scalable across teams and business functions.
- Available in Team, Pro, and Enterprise plan tiers.
unified access.
- SmartSuite AI
- Min 3 Billable Users
- Unlimited Solutions
- 5,000 Records per Solution
- 50GB of File Storage
- 30 Days Recycle Bin
- SmartSuite AI
- Min 5 Billable Users
- Unlimited Solutions
- 100,000 Records per Solution
- 100GB of File Storage
- 45 Days Recycle Bin
- Folders
- Gmail and Outlook Integrations
- Advanced Permissions
- SmartSuite AI
- Min 10 Billable Users
- Unlimited Solutions
- 400,000 Records per Solution
- 500GB of File Storage
- 60 Days Recycle Bin
- SSO
- SCIM User Provisioning
- SCIM-Synced User Groups
- Audit Logs
- IP Address Restrictions
- Data Loss Prevention (DPL)
- European Data Residency
- Premium Support
Solution-Based Pricing: Purpose-Built for Enterprise Scale
For global organizations and regulated industries requiring complex governance or large-scale rollouts, SmartSuite offers a Solution-Based pricing model. This model 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
Compare Our Pricing Models
Frequently Asked Questions
Answers to common questions about SmartSuite’s pricing models, plan options, and onboarding programs.
SmartSuite offers four plan types: Team, Pro, Enterprise, and Signature.
- Team, Pro, and Enterprise Plans use a per-user pricing model with feature and usage limits designed to scale as your organization grows.
- Signature Plan provides per-solution pricing for enterprises that need to license specific SmartSuite Solutions — such as GRC, ITSM, or Procurement — for large user populations with advanced governance and support requirements.
You can start by filling out the partner program registration form here.
By signing up to the Service Provider Partner Program you agree to our terms and conditions.
There is no cost. However, there are additional eligibility requirements to join.
First, you must be a customer of SmartSuite to be eligible to participate in the Service Provider Partner program. We believe it is important for all of our partners to be active SmartSuite users (minimum 5 active account members). It’s difficult to recommend a SaaS product that you do not see value in using yourself!
Additionally, you must have 15+ employees and $1.5M in annual revenue to join our network of solution partners.
You will be able to work leads through your sales process to a closed-won or closed-lost state.
You will be able to work leads through your sales process to a closed-won or closed-lost state.
Flexible Pricing for Asset Programs of Any Size
Choose per-user or per-solution pricing that scales across IT, Finance, and procurement operations.
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Getting Started with SmartSuite
Learn the SmartSuite layout: workspace, Solutions, Views, Records. See how to navigate, search, filter, and create items to get productive fast.
Understand the Homepage layout: sidebar, header, search, and activity. Pin favorites, review assignments, and launch Solutions with one click. Make it your daily command center.
See your data from every angle. Learn Grid, Kanban, Calendar, and more. Switch views, sort and filter, group records, and save personal or shared views for repeatable workflows.
Explore SmartSuite field types: text, number, date, select, user, files, links, formulas, lookups, and more. Learn when to use each to capture, calculate, relate, and display data clearly.
Your command center: one Dashboard to track goals, tasks, and dependencies. Mix charts with lists, watch trends over time, and click through to fix issues immediately.
Automations do the busywork. Set a trigger, choose actions—notify people, update fields, create records, send webhooks—and let SmartSuite run it whenever conditions are met.
Set permissions once, scale safely. Use solution roles, table permissions, and saved views with filters to expose only relevant records to each team or stakeholder group.
Prompt-driven automations. Provide instructions with placeholders for record fields; AI uses that context to produce exactly what you need, then the automation stores or sends it.
Use Formula fields to calculate values from other fields. Combine math, logic, and text to automate totals, statuses, scores, and dynamic results across records. Quickly.
Use Power Search to instantly find records across fields and Solutions. Combine keywords, filters, and operators to pinpoint exactly what you need in seconds.
Stay informed with SmartSuite notifications. Get real-time alerts for updates, assignments, comments, and changes so you never miss important activity.
Star items you use most to access them fast. Keep important Solutions, Views, and records pinned for quick access and a more focused daily workflow.
Resources to Improve IT Asset Visibility and Lifecycle Control
Explore templates, best practices, and guides for ITAM, lifecycle governance, refresh planning, and license tracking.