The verdict in three sentences
A mid-sized company with 900 workstations across 12 sites that no longer knows who holds which device usually finds 8 to 12% of "ghost" hardware during a serious inventory: devices paid for, insured and under support contracts, but missing or idle. GLPI, free and open source, handles asset management well with EUR 5,000 to 15,000 of integration, while a custom application costs EUR 20,000 to 45,000. Custom is justified when the purchase, handover, return and disposal workflow is specific and non-IT users must use the tool.
What ghost hardware costs
A poorly inventoried estate costs three times: licences and maintenance contracts paid for nothing, hardware bought again while identical units sit in a cupboard, and security risk on unpatched devices. Across 900 workstations and about 1,400 assets in total (monitors, phones, tablets), the impact is rarely below EUR 60,000 per year.
| Loss item | Assumption, 900-seat company | Estimated annual impact |
|---|---|---|
| Ghost assets (10% of 1,400) | 140 assets | 140 assets to check |
| Software licences on idle devices | 90 devices × EUR 280 per year | EUR 25,200 |
| Useless support and insurance contracts | 140 assets × EUR 45 | EUR 6,300 |
| Avoidable repurchases (invisible stock) | 35 laptops × EUR 1,100 | EUR 38,500 |
| IT time spent locating hardware | 6 hours per week × EUR 55 | EUR 17,200 |
| Total, 2026 order of magnitude | about EUR 87,000 |
GLPI or custom application: the comparison
GLPI is excellent open-source software, widely used by public bodies and mid-sized companies in Europe. It is built for the IT team. The question is whether your processes and users fit its model.
| Criterion | GLPI + integration | Custom application |
|---|---|---|
| Initial cost | EUR 5,000 to 15,000 | EUR 20,000 to 45,000 |
| Annual cost | EUR 2,000 to 6,000 (hosting, support, updates) | EUR 4,000 to 8,000 |
| Automatic device discovery | Native GLPI agent | Connects to GLPI agent, Intune or OCS |
| QR tags and mobile scanning | Plugins, average usability | Native smartphone scan, photo, signature |
| Employee-signed handover and return | Possible with plugins | Dedicated flow, signed PDF, HR notification |
| Directory and procurement links | Native LDAP, limited procurement | Entra ID, procurement ERP, suppliers |
| Use by non-IT staff (HR, facilities) | Difficult | Simple interface, role-based rights |
| Time to go live | 4 to 8 weeks | 10 to 14 weeks |
The hybrid route is often best: keep GLPI as the technical system of record (automatic discovery, tickets) and add a lightweight custom app, EUR 18,000 to 30,000, for QR tags, signed handovers and procurement links. You combine the depth of open source with business-side adoption.
The features that make the difference
Three features explain most of the gain. First, QR tags stuck on every asset: a smartphone scan shows the holder, warranty and history. Second, the directory link: a leaver recorded in the HRIS automatically triggers a return request. Third, the procurement link: each order creates a record before delivery, closing the door on hardware that is never registered. A full physical inventory across 12 sites then takes 2 to 3 weeks instead of 2 months.
Mini case study
Nicolas, CIO of a 900-seat industrial company, estimates his losses at about EUR 87,000 per year. He chooses the hybrid route: existing GLPI kept, custom app at EUR 32,000 for QR, signed handovers and Entra ID and procurement links, plus EUR 6,000 per year of maintenance. The first inventory finds 118 ghost assets; he cancels 85 licences and avoids 30 laptop repurchases in the year. First-year gain: about EUR 63,000, for a total cost of EUR 38,000. The project pays back in 7 months.
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FAQ
Is GLPI enough for a 900-seat company?
For technical inventory and tickets, yes, with EUR 5,000 to 15,000 of integration. It becomes limiting when HR, facilities or managers must handle handovers and returns.
How much does a custom inventory app cost?
Between EUR 20,000 and 45,000 depending on integrations, and EUR 18,000 to 30,000 as an add-on to an existing GLPI. Maintenance costs EUR 4,000 to 8,000 per year.
How much hardware can we expect to recover?
Serious inventories in mid-sized companies usually find 8 to 12% ghost assets. On 1,400 assets, that means 110 to 170 items.
How much do QR tags cost?
Durable polyester tags cost EUR 0.15 to 0.40 each, under EUR 600 for the whole estate. Tagging happens during the first inventory.
How long until a first full inventory?
Budget 10 to 14 weeks of development, then 2 to 3 weeks of physical inventory across 12 sites with one contact per site.
Let's scope your project. Give us your number of workstations, sites and current tools (GLPI, Intune, ERP): we will price a solution between EUR 18,000 and 45,000 delivered in 10 to 14 weeks. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
