IT Asset Return Management
When employees leave, their company laptops, phones, and equipment need to come back. IT asset return management ensures this happens—automatically, trackably, and completely.
The Cost of Poor IT Asset Returns
Most companies hemorrhage equipment during offboarding:
| Metric | Typical Company | With Return Management |
|---|---|---|
| Return rate | 60-80% | 95-99% |
| Days to recover | 30-90 | 7-14 |
| Lost devices/year | 8-15% of departures | <2% |
| Cost per loss | $1,200-2,500 | $0 |
For a 500-person company with 15% annual turnover:
- 75 departures/year
- 12 unreturned devices at 16% loss rate
- $18,000+ in lost equipment annually
That's before considering data security risks.
What IT Asset Return Management Software Does
Automated Offboarding Triggers
When HR marks an employee as departing:
- System identifies all assigned assets
- Return instructions sent automatically
- Shipping labels generated (remote employees)
- Deadlines set with escalation paths
- IT notified of pending returns
Asset Assignment Tracking
Know exactly what each employee has:
- Laptops and workstations
- Monitors and peripherals
- Mobile devices
- Access cards and keys
- Software licenses
- Chargers and accessories
Return Process Management
Track every step of retrieval:
- Return request sent
- Employee acknowledged
- Shipping label used
- Package in transit
- Device received
- Inspection completed
- Asset cleared for reuse
Escalation Workflows
When employees don't respond:
- Day 3: Reminder email
- Day 7: Manager notification
- Day 14: HR escalation
- Day 21: Final notice with consequences
- Day 30: Collections/legal (if applicable)
Top IT Asset Return Management Solutions
Deel IT
Best for: Companies with remote/global employees
Purpose-built for distributed workforces with retrieval logistics.
Features:
- Global device retrieval
- Shipping coordination
- MDM integration
- HR system sync
- Automated workflows
Pricing: Per-employee pricing, contact for quote
BlueTally
Best for: Mid-sized companies wanting simplicity
Clean, focused solution for IT asset lifecycle including returns.
Features:
- SCIM integration (auto-detect departures)
- Equipment kits management
- Digital signature for assignments
- Offboarding dashboard
- Return tracking
Pricing: Starting around $3/asset/month
Snipe-IT (with workflows)
Best for: Budget-conscious IT teams
Open-source asset management with return tracking capabilities.
Features:
- Free core platform
- Asset assignment tracking
- Check-in/check-out
- Audit trail
- API for integrations
Pricing: Free (self-hosted) or $4/user/month (cloud)
ServiceNow ITAM
Best for: Enterprise with existing ServiceNow
Part of the broader ServiceNow platform for large enterprises.
Features:
- Complete lifecycle management
- Workflow automation
- Integration with ServiceNow HR
- Advanced reporting
- Enterprise scale
Pricing: Enterprise pricing
Implementation Steps
Phase 1: Asset Audit
Before automating returns, know what you have:
- Inventory all IT equipment
- Assign to current employees
- Identify untracked assets
- Document serial numbers
Phase 2: System Configuration
Set up your return management:
- Define asset categories
- Create assignment workflows
- Configure return processes
- Set escalation rules
- Integrate with HR system
Phase 3: HR Integration
Connect to your HR system for automatic triggers:
| HR Event | IT Asset Action |
|---|---|
| Termination entered | Return process initiated |
| Last day confirmed | Shipping label sent |
| Employee departed | Access revoked |
| Manager changed | Assets reassigned |
Phase 4: Remote Return Logistics
For distributed teams, set up shipping:
- Pre-paid return labels
- Packaging instructions
- Tracking integration
- Receipt confirmation
- Inspection workflow
Best Practices for IT Asset Returns
1. Track Everything from Day 1
Asset return starts at assignment:
- Digital signature for all equipment receipt
- Photo documentation of assigned items
- Serial numbers recorded in system
- Clear responsibility acknowledgment
2. Start Early
Don't wait until the last day:
- Initiate return process at resignation
- Send instructions immediately
- Allow time for shipping (remote)
- Follow up before departure date
3. Make It Easy
Remove friction from returns:
- Pre-paid shipping labels
- Clear packaging instructions
- Multiple return options
- Quick confirmation of receipt
4. Have Consequences
Employees need motivation to comply:
- Hold final paycheck (where legal)
- Withhold references
- Charge for unreturned equipment
- Document for legal action
5. Inspect Promptly
Quick inspection enables:
- Timely damage claims
- Faster asset redeployment
- Accurate inventory
- Dispute resolution
GPS Tracking for High-Value IT Assets
For expensive equipment, GPS tracking adds a layer of protection:
Use Cases
| Scenario | GPS Value |
|---|---|
| Employee ghosts | Locate equipment for recovery |
| "Lost in shipping" | Verify actual location |
| Delayed return | Check if device left employee location |
| Theft claim | Prove equipment location |
Implementation
- Add AirTags to laptop bags or equipment cases
- Track location through AirPinpoint
- Integrate with IT asset management
- Use for high-value items ($1,000+)
Metrics to Track
| Metric | Target | Why It Matters |
|---|---|---|
| Return rate | >95% | Direct cost savings |
| Days to return | <14 | Faster asset reuse |
| First-contact response | >80% | Process efficiency |
| Complete returns | >90% | All accessories included |
| Asset condition | >85% good | Redeployment ready |
ROI Calculation
For a 500-person company (15% turnover):
| Current State | With Return Management |
|---|---|
| 75 departures/year | 75 departures/year |
| 12 unreturned ($18,000) | 1 unreturned ($1,500) |
| 20 incomplete returns ($4,000) | 5 incomplete ($1,000) |
| 40 hours chasing ($2,000) | 5 hours ($250) |
| Total Loss: $24,000 | Total Loss: $2,750 |
Annual Savings: $21,250 Software Cost: $3,000-8,000/year ROI: 2.5-7x
Getting Started
- Audit current assets: Know what's assigned to whom
- Document current process: How do returns work today?
- Calculate losses: What's the cost of status quo?
- Select software: Match to your company size
- Integrate with HR: Automate departure triggers
- Add GPS for high-value: Track expensive equipment
- Train IT team: New workflows and tools
- Measure results: Track return rates and recovery
IT asset return management isn't glamorous, but it directly impacts the bottom line. Every laptop recovered is $1,500 saved—and a security risk eliminated.
Our Solution
