[3 min read]
Manual asset tracking spreadsheets are slow, tedious, and prone to human error. As an MSP managing hundreds or thousands of client assets, manual asset tracking is slowing you down.
In this article, we’ll discuss:
Why automated asset tracking software is superior to spreadsheets
3 key benefits of automated asset tracking infrastructure
How automation fuels better client conversations
Do you still spend hours each week updating an asset tracking spreadsheet? You’re not alone. Many MSPs rely on manual tools and spreadsheets to keep track of their devices. But this outdated method takes way too much time and leads to costly mistakes.
It’s time for an upgrade.
Automation is the new standard for MSPS that manage assets for their clients. While asset tracking in Excel seems easy and safe, it really isn’t. Manual processes are prone to human error and waste significant resources. Instead, an automated asset management software can boost your team’s efficiency. Let’s explore why it’s time to leave your asset tracking spreadsheet behind and switch to automated asset tracking software.
Tracking assets manually in spreadsheets can cause several serious issues. It’s hard to keep information updated, especially if you’re managing hundreds or thousands of assets. Staff have to sift through large files, which makes finding data difficult. That’s when mistakes happen. Items get overlooked or even lost, often as a result of human error. And that’s without getting into co-workers messing with your formulas or changing your formatting — talk about headaches!
When a laptop breaks or a server needs updating, manually searching through a spreadsheet takes time. Information may be outdated or incorrect, causing even more delays and frustration.
Automating asset tracking software saves time and reduces mistakes. Automation tools organize data clearly, making assets easy to find. MSPs can see details like warranty dates, backups, and device status without endless scrolling.
Matt Moog, Senior Systems Engineer at River Run, explains how they used automation to improve backup monitoring:
“We had people spending about eight hours a week checking backups, and obviously that’s been reduced to nothing,” he said. “[Now] they can actually do their jobs instead of checking backups. Because it was the technical service leaders on the team or it was our automation guy who would do that, I’d rather the automation guy be figuring out how to automate things than manually reviewing backups every day.”
Transitioning away from computer asset tracking spreadsheets to an automated system is a must. This new process offers your business valuable features like integrations, consoles, and reporting:
Integrations connect your asset tracking system with other tools your business uses. These can include backup monitoring or ticketing systems. Integrated systems mean less switching between applications and no more duplication of effort. For example, an integrated system can automatically alert your team that a device is reaching a scheduled replacement date and create a ticket to solve the issue — you won’t need to manually check Excel spreadsheets daily and hope someone notices the action item.
2. Centralized consoles provide easy access
Automated IT asset management tools have centralized, easy-to-use consoles. A console dashboard gives you single-pane data visibility, so you always know the status of every device. From purchase dates and warranty expiration to software updates and expiring licenses, you can see what stage each device is in at a glance. Instead of digging through an asset tracking spreadsheet, a console shows all necessary data in one place. This saves your team hours each week by increasing data visibility.
3. Reports help you stay organized
Don’t put your clients to sleep at your next QBR. Good reporting makes client meetings more engaging (maybe even… fun?).
Better conversations lead to better client relationships. Automated systems generate reports for client meetings with one click. These reports can show device health, warranty statuses, and even backup histories. This process is far more reliable and faster than using an asset tracking spreadsheet, where data can be overlooked or outdated. Plus, these easy-to-read reports let you communicate gaps and vulnerabilities to your clients. This makes it easier to plan next steps, track progress, and prove your value as a technology partner.
Manual asset tracking isn’t just tediously slow — it limits your ability to engage with clients. With automated systems, you spend less time sorting through spreadsheets. That gives you more time to work directly with your clients.
Ann Westerheim, Founder of Ekaru, shares how automated asset management improved client relationships:
“We’ve probably translated into being able to do more review meetings because we can save time and we can prep more efficiently. We can do them more often, and we’re constantly trying to work on our processes to make sure we’re covering everything the client thinks we’re covering,” she said.
“We’re catching some of the digital risk of systems that are going to fail and trying to be more proactive. I think we probably translated our time savings into being or doing more of them, which ultimately helps the customers. If we can do them more often, things just don’t go out of kilter.”
Stop wasting your valuable time on manual processes — let automation handle your asset tracking. Your business (and your clients) will thank you for it.
If you’re ready to leave your asset tracking spreadsheet behind, you can book a demo and try our automated asset tracking solution for yourself.
