Free Fixed Asset Management Program vs. Advanced Solutions

Managing a company’s fixed assets is typically the responsibility of the accounting department and is often associated with manually writing down lists of fixed assets on paper, then transferring this data to software like MS Excel spreadsheets. While such a simple solution may work for small businesses, for larger enterprises this approach can be insufficient and, above all, too time-consuming. Moreover, these practices prevent quick access to up-to-date information about owned assets, their usage, and technical condition. To improve asset management processes, companies increasingly seek dedicated IT systems for asset recording. A free fixed asset and equipment management program may not fully meet the needs of efficient and secure asset management. Below, we explain why investing in professional software is worthwhile and list 7 key features to consider when choosing a system for your company or organization.

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Free Fixed Asset Depreciation Software vs. Data Security

The development of modern technologies brings constant new threats and increases the potential for attacks. Therefore, it is important to consider data security features included in any software solution. Professional software guarantees an adequate level of protection, whereas free fixed asset programs may have unknown security vulnerabilities immediately after installation. When storing sensitive company asset data and confidential documentation in a database, the software provider should ensure proper safeguards. While not all professional software is inherently secure, they generally offer a much higher level of protection to prevent various cyberattacks.

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Free Fixed Asset Program vs. Comprehensive Asset Management

Secondly, consider the comprehensiveness of the fixed asset management solution to ensure that asset utilization is as efficient as possible. Dedicated IT systems fulfill this role and cannot be adequately replaced by simple fixed asset modules or free solutions. Managing fixed assets in one professional software platform allows full process control and facilitates decision-making regarding equipment usage. It is particularly important that the system features a unified, central asset database serving as the most reliable and always up-to-date source of information on company assets.

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Free Fixed Asset Management Software vs. Compliance with Current Legal Regulations

To ensure proper management of fixed assets and equipment, it is necessary to continuously monitor legal regulations and comply with their requirements. Documentation is especially important for accounting and financial purposes. For example, the National Accounting Standard No. 11 “Fixed Assets” dated April 3, 2017, describes in detail the OT document, which is the primary accounting document authorizing the entry of a fixed asset into accounting books. The correctness of this document depends largely on the capabilities provided by the software used. Our fixed asset management system is constantly monitored and improved by a team of specialists. Can free software solutions guarantee compliance with standards and proper oversight? Unfortunately, we cannot provide a definitive yes.

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Free Fixed Asset Program vs. Reliable Professional Software

It is also important to consider the reliability of IT systems. Free fixed asset software is usually an “off-the-shelf” solution that cannot offer the full range of functionalities required. Professional fixed asset management software allows generation of almost any detailed report needed by management.

A reliable fixed asset IT system should meet critical user requirements such as: unambiguous and comprehensive asset recording, fast and error-free inventory, stable operation in the designated environment, and—most importantly—improved process efficiency.

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Fixed Asset Software vs. Advanced Technologies

To fulfill its purpose, fixed asset software should be based on modern technologies, including AI systems. Automated identification technologies significantly improve asset inventory processes. This requires the use of barcode labels or RFID chips. Besides applying suitable labels to assets, other marking techniques such as engraving or laser etching may be used. We advise clients on the most appropriate tagging method, which usually depends on the type and nature of the assets. Only after assessing the client’s needs can we implement a solution that guarantees automatic, unambiguous, and durable identification.

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Free Fixed Asset Software vs. Updates and System Modifications

Besides initial implementation, it is crucial to consider post-deployment aspects. Fixed asset software, like other IT systems, requires periodic updates (software updates), for example, due to changes in law. Free fixed asset software downloaded from the internet usually does not provide free updates, and updates often become available only after purchasing a package. Updates are typically aimed at adding security features or improving system functionality. To ensure system reliability, recommended updates should always be installed.

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Free Fixed Asset Program vs. Technical Support – Helpdesk

Before delivering any software for use, we provide user training. However, situations arise when clients need additional assistance. Technical support is essential for the daily use of any professional IT system because users have varying levels of computer skills. Our clients benefit from a helpdesk (IT Support) that accepts user requests, offers guidance, and fixes errors. Support is provided through phone, email, or remote connection via Teams. Our helpdesk team responds promptly to any issues, ensuring efficient problem resolution and maintaining a high service standard.

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