How to evaluate IT asset management software vendors: 11 questions to ask

Choosing the wrong IT asset management software can be an expensive mistake. It’s not the price of the tool that hurts most, but the time and effort you lost in preparing data and building processes. In the worst case you might end up redoing that within a year.

If you’re comparing ITAM software vendors, these are 11 questions worth asking any of them, including us.

1. What does onboarding actually look like?

Ask vendors to tell you what getting started really looks like. What will your team need to do in practice? What data needs to be prepared? Will there be someone helping you through the process, or do you need to rely on online documentation?

It’s also worth asking how long onboarding typically takes. If it feels too complex and there is little or no support from the vendor, that’s usually a red flag.

Note: onboarding often shows what working with the company will feel like later, if that is handled well, you should be fine also in the future.

2. Can the software handle both owned and leased assets?

Most ITAM tools do a solid job when it comes to owned computers and phones. However, managing leased devices in the same system often comes with limitations or missing features.

If leasing is a big part of how you operate, don’t overlook this angle. Even small gaps can turn into extra manual work. You may end up maintaining spreadsheets or managing leasing data outside the ITAM system. This is something that should be always avoided.

To make sure that the software can do the task, ask what specific features they offer for leased assets. For example, can you track lease terms, costs, and end dates easily? Another important thing to ask is integration with your leasing provider. Without it, you will need to update information manually, which adds extra work for your IT team.

3. What integrations do you have and do you offer an open API?

Most vendors will say they integrate with everything you ask. Even if that would be true, it is always good to check if your UEM platform, ITSM system, leasing providers, and directory service are listed as plug-and-play integrations. You can also just ask how long they typically take to set up. If a simple integration takes weeks, they might not have it ready yet.

It’s also important to ask about their API. A well-documented API gives you flexibility to connect new tools or build custom workflows without relying only on the vendor’s integrations.

4. What automations can be created?

After you asked about the integrations, it is also good to check what kind of automations are possible. Automation is where IT asset management software does the bigger lifting compared to excels.

Ask what kinds of workflows you can actually build. It is also worth checking whether automations can be customized without technical skills or if they require developer support. If automation feels limited or overly complex to set up, that often means your team will end up doing repetitive tasks manually. That is exactly what a good ITAM system should help you avoid.

5. How do you handle data security and compliance?

Security should be a top priority when talking about IT asset management software. You will have sensitive company and employee data imported to the system. Security breaches can cause big harm for your company and unfortunately these are more common nowadays.

Ask whether they are ISO 27001 certified, where your data is stored and processed, and how they handle GDPR requirements. It is also worth asking what features the software has to help with internal audits and compliance.

6. How does pricing work, and are there any extra fees?

Pricing models in this software category vary a lot, and small differences can have a big impact over time. Some vendors charge per user and others charge per device.
If you choose software where pricing is user-based, it can limit how widely the tool is adopted across the company.

As ITAM management processes typically include people across the organisation, you should be careful with this. Device-based pricing often scales better when your needs grow and you want to involve other teams and employees.

Ask about potential extra costs, such as onboarding, integrations, premium support, or additional features. The better you understand the pricing, the easier it is to compare vendors and avoid being overcharged.

7. Can you manage the full asset lifecycle?

IT asset management is not just about knowing what devices you have. The selected ITAM software should cover everything from procurement to tracking, maintenance, and eventually end-of-life. Many tools handle parts of the lifecycle well, but do not cover the full lifecycle. Gaps in the lifecycle mean more manual work and in the worst case need for another software/spreadsheet.

Ask how each stage is handled. Can you order devices through the platform or connect it to your procurement process? Does it track devices beyond initial setup, including reassignment? What happens at the end of life? Are recycling or disposal workflows included, or handled outside the system?

8. What kind of reporting do you get?

Start by asking to see what kind of reporting the software has. Is it possible to build custom reports? What kind of data filtering is available? A simple test is to ask for a specific use case, such as listing all leased devices expiring in the next 90 days for a certain department.

Bad or limited reporting often means data exports and manual excel work. As before mentioned, this is something that should be avoided with all cost.

9. What kind of support is available?

Even with the best and easiest-to-use IT asset management software, there will be times when you need help. So you should always ask whether support is included in the base price or offered as an add-on. Will you have a named contact or will you be working through a general support?

Also ask about typical response times. Fast support can make a big difference when something breaks or when you need support on a new use case.

10. Can we speak with a current customer?

Speaking with an existing customer, especially one in a similar size, gives you a more realistic picture of what to expect. You can ask about things like onboarding, day-to-day usage, support, and any challenges they have faced.

These conversations often reveal details that do not come up in demos or sales discussions.

11. What future plans do they have?

As ITAM software should not be replaced every two to three years, it is important to understand what the long-term relationship looks like. Ask how the vendor supports you as your needs evolve. Do they regularly release updates and improvements? Is there a clear roadmap?

You want a partner that continues to invest in the product and helps you get more value over time, not just a tool that stays the same after implementation.

What makes a vendor good?

The goal is not to find a perfect answer to everything. It is to understand better what kind of solution and vendor you are selecting. Understanding the limits is an important part of doing the right choice for your company.

If you want to see how IDR answers these questions, book a demo and we will go through each one with.