IT Asset Inventory Reconciliation
The IT asset register in most companies drifts from reality within months of being built: laptops get reassigned without the change being logged, software licenses get purchased outside procurement's normal channel, decommissioned servers stay listed as active, and devices connect to the network that were never entered into the system at all. Reconciling the register against what's actually deployed is a manual, multi-source exercise that usually only happens once a year for an audit, by which point the gap between the spreadsheet and reality has grown large enough that nobody fully trusts either one, and license compliance risk and security exposure both go unnoticed in the meantime.
STARTING PRICE
From €799
Complex tier · Multi-system orchestration, custom logic, and higher-volume or higher-risk processing.
Get a quote →Saves roughly 8-12 hrs/month plus catching license and security gaps that annual audits miss.
How the automation works
We pull live data from your device management platform, network discovery tools, identity provider, and procurement or license records, and reconcile them against your asset register continuously rather than once a year. Devices that show up on the network but aren't in the register get flagged as untracked, assets marked active in the register but silent on the network for a defined period get flagged as potentially decommissioned or lost, and software license counts are checked against actual installations to catch both compliance shortfalls and licenses paid for but unused. Discrepancies are grouped by likely cause (new unlogged purchase, incomplete offboarding, shadow IT) and routed to the right owner for confirmation, so the register stays close to real-time accurate instead of being rebuilt from scratch at audit time.
Process flow
- 01
Pull data from all source systems integration
Live data is gathered from device management (Jamf, Intune), network discovery tools, the identity provider, and license or procurement records.
- 02
Match assets across sources ai
Devices and licenses from each source are matched against the existing asset register using device identifiers, serial numbers, and assigned user data.
- 03
Classify discrepancies ai
Unmatched entries are classified by likely cause: untracked device, orphaned account, license under- or over-allocation, or asset gone silent past its expected lifecycle.
- 04
Route for confirmation output
Each flagged discrepancy is routed to the appropriate owner (IT, procurement, or the device's assigned user's manager) with the evidence attached for a quick confirm or correct action.
- 05
Update the register output
Confirmed changes update the asset register automatically, keeping it continuously reconciled rather than corrected only during periodic audits.
Inputs
- Device management and MDM records
- Network discovery scan data
- Identity provider account list
- Software license purchase and procurement records
Outputs
- Reconciled, continuously updated asset register
- Untracked device and shadow IT report
- License compliance and utilization report
- Discrepancy log with resolution status
Works with
Prefer a fully custom build instead of an off-the-shelf integration? We scope both options during your free consultation — most jobs like this one work fine on standard connectors, but higher-volume or non-standard systems sometimes need bespoke API work, reflected in the complex tier.
Where this goes wrong if you get it wrong
- License reconciliation has to account for how vendors actually count usage — named-user, concurrent-user, and device-based licensing all reconcile differently, and treating them the same way produces false compliance shortfalls or missed real ones.
- A device going silent on the network doesn't always mean it's decommissioned — remote or field staff, seasonal equipment, and devices on a different network segment can look identical to a genuinely lost or stolen asset without additional context from HR or location data.
- Matching devices across systems by hostname alone breaks when machines get renamed or re-imaged — reconciliation needs to key off hardware serial numbers or MDM device IDs that survive a rebuild, or the same physical device shows up as two separate 'assets.'
- This kind of reconciliation surfaces uncomfortable findings, like unauthorized shadow IT purchases or long-forgotten admin accounts, and needs a routing path that gets those to the right owner discreetly rather than broadcasting every discrepancy to a shared channel before it's been verified.
Frequently asked questions
How often does the reconciliation run?
Continuously in the background, with a live discrepancy dashboard, rather than as a one-time project you run before an audit.
Can this catch software we're paying for but not using?
Yes, license counts are checked against actual installation and usage data, which typically surfaces both under-licensing risk and unused seats worth cancelling.
What if a device is legitimately offline for a while, like a field laptop?
The classification logic factors in device type and assigned location or role before flagging something as decommissioned, and anything ambiguous is routed for human confirmation rather than auto-marked as lost.
Does this replace our MDM or asset management software?
No, it sits on top of the tools you already have (Jamf, Intune, ServiceNow) and reconciles what they report against each other and against reality, rather than replacing any of them.