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AssetSonar It Cost Management

IT Cost Management

Connect Every IT Cost to the Asset Behind It

AssetSonar connects hardware purchase, depreciation, maintenance, license, SaaS, contract, and renewal costs to the assets and records behind them, so IT can reduce waste and help Finance trace each figure to its supporting record.
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Disconnected IT Costs Create Expensive Blind Spots

When costs are disconnected from asset, license, service, and renewal records, teams spend more time consolidating information than acting on it.

Scattered Data Requires Reconciliation

Procurement exports, finance spreadsheets, and asset records rarely align. IT must reconcile and verify the numbers before quarter-end, audit prep, or a budget review.

Hidden Waste Drives Overspending

Unused seats, duplicate tools, idle devices, and rushed replacements stay hidden until a renewal happens or another unnecessary purchase has already been approved.

Unreliable Cost Data Delays Decisions

Outdated purchase costs and depreciation figures make reports harder to trust, delaying audit preparation, device refreshes, and IT budget approvals.

The AssetSonar Advantage

AssetSonar connects asset, procurement, license, usage, contract, maintenance, and depreciation records, enabling IT to trace technology costs and act on avoidable spend. This gives IT and Finance a connected operational view of financial details for each asset, software license, contract, or maintenance event.

When a purchase order is completed, its cost details carry over to the assets or licenses received, reducing duplicate entry and keeping financial information current.

IT can review acquisition, maintenance, and recurring software costs without manually reconciling the data. Finance can trace the source of each cost and generate reports from the information recorded in AssetSonar, reducing the need for spreadsheet reconciliation before audits, renewals, and budget reviews.

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AssetSonar report showing hardware, software, and total IT spend by employee.

See AssetSonar Connect IT Costs to Every Record

Turn Accurate IT Records Into Measurable Cost Control

$28K

Saved Through Procurement Planning

30%

Potential SaaS Spend Savings

$5K/month

Saved in Hardware Costs

Track IT Cost From Purchase Through Reporting

ASSET COST & DEPRECIATION

Track What Every Asset Costs and Is Worth

Record purchase date, cost price, vendor, salvage value, warranty, contracts, and service costs against each asset. Run straight-line and declining-balance depreciation models, with monthly calculations and Year-to-Date or Life-to-Date reporting. Combine asset age and book value with warranty, service history, performance, and lifecycle status to support refresh planning and reduce last-minute replacement decisions.

Explore IT Asset Depreciation

AssetSonar Chromebook record showing cost, age, depreciation methods, and depreciated value.
AssetSonar CDW integration syncing purchase order data to create asset and software license records.

PROCUREMENT COSTS & PLANNING

Connect Every Purchase to the Assets Received

Build purchase orders with quantities, unit prices, automatic line totals, multiple tax rates, payment terms, payment status, and tiered approvals for high-value orders. Receive items against purchase orders and keep asset records and costs up to date. Create software license records with seat and cost data, import CDW orders, or connect through the open API.

Learn More About IT Procurement

SOFTWARE SPEND

Turn Unused Seats Into Measurable Savings

Find inactive, unused, and unassigned software seats, including licenses that have not been used for 90 days. Remove software access or reduce the number of license seats in License Optimizer. AssetSonar calculates Realized Savings by multiplying reclaimed seats by the cost per seat. Monthly renewal views show upcoming costs, while payment history keeps spending traceable for audits.

Optimize Software Licenses

AssetSonar License Optimizer showing unused seats, inactive users, costs, and potential savings

Put Every IT Cost on the Record

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CUSTOMER STORY

How Audacy Used IT Data to Make Faster Decisions

Audacy centralized asset visibility across more than 200 stations and reduced reporting time from hours or days to minutes. As the company continues onboarding its software inventory, usage reports are beginning to support better license allocation and purchasing decisions.
  • Centralized asset visibility across 200+ stations
  • Reduced reporting time from hours to minutes
  • Began using software reports to guide license decisions

Read the Customer Story

200+

stations supported with centralized asset visibility

47

markets managed across Audacy’s IT environment

Minutes

to find asset data instead of hours or days

We are now able to accurately figure out the cost of all our assets. We can now determine how much each employee’s technology is costing us and eventually, we’ll be able to calculate the technology costs for every department. — Tricia, Stellar IT Team

Bring Purchase, License, and Usage Cost Data Together

Connect AssetSonar with procurement, SaaS, identity, device management, and warranty tools to keep purchase, license, asset, and contract data up to date. Use exports, the REST API, and Web Request actions to share cost data with finance systems and reduce manual reconciliation.

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Frequently Asked Questions

AssetSonar tracks hardware purchase prices, taxes, depreciation, salvage value, warranties, contracts, and service costs. Software records can include license costs, seat counts, payments, usage, and renewal dates. These costs remain connected to the relevant asset, license, purchase order, or maintenance record.
When users receive items against a purchase order and choose to update the catalog, AssetSonar can carry recorded cost details into the resulting asset or license records. Hardware purchases update asset records and cost prices, while software purchases create license records with seat and cost data. Teams can also import CDW orders or connect other procurement systems through the REST API.

Yes. Purchase orders include tiered approvals for high-value orders, alongside quantities, unit prices, automatic line totals, multiple tax rates, payment terms, and payment status. Once an order clears approval and items are received, the same record updates the asset or license it created, so approval history, cost, and ownership stay on one trail instead of splitting across a separate approval tool, email thread, or spreadsheet during audit prep or a budget review.

AssetSonar supports straight-line and declining-balance depreciation. It uses details such as purchase date, cost price, and salvage value to perform monthly calculations. Reports show Year-to-Date and Life-to-Date depreciation, asset age, and depreciated value for audits and refresh planning.

Yes. AssetSonar records service and maintenance costs against assets and retains contract values and dates. Software records can include license costs, payment history, and renewals. Monthly renewal views organize known upcoming costs so that IT can review spending before the next billing period begins.

AssetSonar provides built-in reports on Depreciation, Hardware, Service, and Technology Spend per Member. Teams can create custom reports for purchase costs by vendor, category, or department; software allocation and usage; and maintenance costs by asset. Reports can be filtered, saved, scheduled, and exported based on user permissions.
Yes. AssetSonar can import CDW purchase details and connect with other systems through its REST API. Teams can use exports to move cost data into finance workflows. Configured Web Request actions can also send information to connected applications through AssetSonar’s Workflow Automation.
No. AssetSonar provides IT asset cost tracking and optimization through ITAM. It manages costs tied to hardware, software, SaaS, procurement, contracts, maintenance, depreciation, and renewals. It complements dedicated ITFM, TBM, and FinOps platforms rather than replacing their budgeting, forecasting, cost-allocation, chargeback, or cloud financial management capabilities. AssetSonar data can be exported or shared with financial systems through its REST API.

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Make Every IT Cost Fully Traceable

Every purchase, depreciation entry, and renewal stays tied to a record, so IT and Finance walk into the next audit or budget review with numbers they trust.
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