For operations leads managing physical assets, equipment, or IT infrastructure, staying organized is critical. An asset management system (AMS) helps businesses track assets, streamline workflows, and optimize day-to-day operations. In this guide, we’ll define what an AMS is, explore common use cases, outline key benefits, and walk through the features and implementation steps that matter most. You’ll also see how Sortly’s cloud-based asset management software simplifies asset tracking across teams and locations.
What is an asset management system?
An asset management system is a software platform designed to help businesses track, manage, and optimize their asset inventory throughout its lifecycle. These systems centralize asset data—such as location, condition, value, and usage—making it easier to reduce downtime, automate manual tasks, and improve decision-making.
AMS tools are used to manage:
- Physical assets like tools, equipment, vehicles, and laptops
- Digital assets, including software licenses and IT hardware
- Consumables and inventory items used in day-to-day operations
By replacing spreadsheets with a scalable tracking system, businesses gain real-time visibility into what they own, where it’s located, and how it’s being used.
Types of asset management systems and their use cases
Different asset management tools support different operational needs. Common types include:
- IT Asset Management (ITAM): Tracks digital assets, software licenses, and hardware across procurement, upgrades, and depreciation.
- Enterprise Asset Management (EAM): Supports large-scale operations with complex workflows, work orders, and lifecycle management.
- Cloud-based AMS: Offers mobile access, real-time updates, and flexible integrations. Ideal for teams managing assets across multiple locations. Sortly falls into this category.
Benefits of using asset management software
Implementing an asset management software solution can deliver measurable improvements across your organization:
- Operational efficiency: Automate asset tracking and reduce time spent locating items or updating spreadsheets
- Loss prevention: Track assets by location and user to reduce misplacement and theft
- Maintenance oversight: Set notifications for warranty expirations and service schedules to avoid downtime
- Improved accountability: Assign permissions and clarify ownership across teams and stakeholders
- Scalability: A cloud-based AMS grows with your business, supporting more assets, users, and locations without added complexity
Asset management software can also streamline audits that would, without automation, take exponentially longer.
Key features to look for in an asset management platform
When evaluating asset management software, prioritize features that support your workflows and optimize functionality. Below are five essential capabilities to consider, with examples of how Sortly delivers on each.
1. Barcode and QR code scanning
Manual tracking is error-prone and inefficient. Barcode scanning automates check-in/check-out processes, updates asset information instantly, and reduces administrative overhead.
Sortly includes a built-in scanner that works on any mobile device—no extra hardware required. You can generate and print labels, scan items in the field, and update asset data in real time.
2. Inventory folders by location
Organizing assets by location, department, or category helps teams find what they need faster. Without a clear folder structure, assets can be misfiled or overlooked. While asset tracking spreadsheets can include a column for location, it can quickly become unwieldy if you have more than a few locations and doesn’t allow you to visualize where the assets are.
Sortly’s customizable folder system lets you organize managed assets in a way that mirrors your business. Whether you’re tracking laptops across offices or tools across job sites, you can build a structure that supports your workflows.
3. Maintenance reminders and notifications
Missing a warranty deadline or service interval can lead to costly repairs. Automated notifications help you stay proactive, avoid downtime, and ensure equipment and tools are always safe and ready to use.
Sortly allows you to set date-based alerts for inspections, servicing, or warranty milestones. You can choose who gets notified and how—ensuring nothing slips through the cracks.
4. Inventory photos
Visual records add clarity to your asset inventory. Having photos of your assets within your asset tracking system helps confirm condition and statuses, helps differentiate between similar items, , and reduces disputes when assets change hands.
Sortly makes it easy to upload and view photos for each asset—you can do it right from the mobile app on your phone. Your team can document conditions during check-in/check-out, improving transparency and accountability.
5. Real-time asset tracking
Outdated or separate asset data gives you an incomplete picture, leading to poor decisions about purchasing, maintenance, and equipment assignments. Real-time tracking ensures your team always has the latest information—whether they’re in the office or on a mobile app.
Sortly’s cloud-based platform syncs across all users and devices, so updates made in the field are instantly reflected across your system. This keeps everyone aligned and reduces the risk of duplicate or conflicting records.
Implementing an asset management solution
Rolling out an AMS doesn’t have to be complicated. Here’s a simplified framework to guide your implementation:
Phase 1: Evaluate asset management tools
Identify your must-have features, asset types, and team requirements. Consider how your current system—whether spreadsheets or software—falls short. Look for platforms that offer automation, mobile access, and integrations with tools like Microsoft or your existing procurement systems.
Phase 2: Conduct a pilot and observe outcomes
Test the system with a subset of assets and users. Evaluate ease of use, data accuracy, and team adoption. A successful pilot should demonstrate time savings, improved visibility, and fewer tracking errors.
Phase 3: Make continuous improvements
Refine your folder structure, permissions, and alert settings based on feedback. With Sortly, for example, you can easily reorganize folders or update asset details without disrupting your workflows.
Simplify your asset lifecycle management with Sortly
Choosing the right asset management platform can transform how your business tracks and manages assets. From reducing manual work to improving accountability, the right system helps you operate more efficiently and scale with confidence.
Sortly is an easy, cloud-based, asset management solution that lets you organize, track, and manage your inventory from any device. Our intuitive mobile app enables teams to track assets on the job, including tools, equipment, and IT hardware. Accurate asset tracking with Sortly helps you reduce downtime, extend asset lifecycle, and serve your customers with confidence.
With Sortly, you’ll always know who used what asset and when—especially important for high-value assets that often change hands and locations. You can use the built-in barcode generator to print and affix labels to physical inventory so your team can check assets in and out just by scanning. Your team can also track asset condition every time they check an item back in, thanks to our quick inventory photo capabilities. It’s a simple, scalable solution for tracking the things that keep your business running.
Start your two-week free trial of Sortly today.
