Cheqroom alternatives

Cheqroom alternatives for teams that have outgrown the loan desk

Cheqroom handles the loan itself very well. People usually start looking when the bill is counting administrators, or when what happens after a return (repairs, the annual count, book value) means a separately priced add-on or a higher plan.

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What is the best alternative to Cheqroom?

Stackroom is the closest swap for teams that like Cheqroom's checkout but want repairs, AMC and warranty cover and counts on the same record without paying per admin, with unlimited users. EZOfficeInventory suits larger estates with someone to configure it, and prices on item count instead. Reftab fits IT teams lending laptops at a flat hardware price.

Last reviewed 24 September 2026

Why teams start looking

Where Cheqroom starts to pinch

The bill counts administrators

Cheqroom prices per administrator seat, with a three-seat minimum. Items and ordinary users are unlimited, which is generous, but anyone who needs to manage the system rather than borrow from it is a line on the invoice.

The usual result is one or two people doing every issue and every return, and a queue at the counter whenever one of them is off.

Self-service costs extra

Cheqroom's pricing page lists the booking portal, RFID and consumables as paid add-ons on its Core and Business plans, included from Enterprise, and work orders as a separately priced add-on on every plan. Teams that bought it for checkout find that letting borrowers book for themselves means an add-on or a bigger plan while still paying per admin.

The aftermath is an add-on

Cheqroom records the condition an item came back in, and it can now turn that into a repair with costs and a history, and show book value. The catch is packaging: maintenance and work orders are a separately priced add-on, with the technicians who do the work priced on top of admins, and depreciation starts on the Business plan. Its pages describe warranty tracking but not AMC or CMC service contracts.

Teams that skip the add-on tend to grow a spreadsheet alongside the tool that was supposed to replace spreadsheets.

Counts need the Business plan

Cheqroom's audits and spotchecks start on its Business plan. On Core, when finance or an insurer wants a scoped count with a result for every item, the work happens outside the system or the plan goes up, per admin.

When staying on Cheqroom is the right call

Checkout and reservations are the whole job, and your borrowers already know Cheqroom's booking flow. Moving for its own sake costs more goodwill than it saves.
Your load-outs depend on saved kits — a named bundle issued in one pick. Stackroom does not model a kit as a reusable object.
Only three people will ever administer the system. At the seat minimum, per-admin pricing may well be cheaper than a team plan, so do the sum with your own numbers.
You run a university media or AV loan desk, or a production store, and students and crew are happy with how they book. Cheqroom is strong in both settings, and contentment is not a problem to be solved.

The shortlist

Alternatives to Cheqroom worth evaluating

Ordered by how well each fits someone leaving Cheqroom. Not all of these are us, and the one that is is labelled.

1.
Stackroom
That is us
It keeps the part of Cheqroom people like — reserve, issue to a named person with a handover signature, take back with condition and a return signature — and puts the aftermath on the same record. Anyone holding an item can report a fault, which opens a maintenance ticket and stops the item being issued until it is fixed. Warranty and AMC cover sits alongside, counts run from a phone, and every plan has unlimited users, so nobody rations admin seats.
Pick it if
You like Cheqroom's checkout and want servicing, cover, counts and depreciation without paying per administrator.
Watch out for
No saved kits and no RFID, and the booking calendar is solid rather than Cheqroom-polished. If borrowers judge a tool by its booking screen, trial it with them before deciding.
Stackroom vs Cheqroom See pricing
2.
EZOfficeInventory
Equipment tracking & checkout
It swaps Cheqroom's admin-seat meter for an item-count slider, with unlimited users and locations, and it goes further than Cheqroom into configuration, with purchase orders included from its second tier rather than sold as an add-on.
Pick it if
Your estate is large, your approvals are more involved than a checkout tool can express, and someone's job includes owning the setup.
Watch out for
Audits, custom fields and RFID start at its second tier and offline mode is Enterprise only, so price the tier you would actually need. The bill also now grows with every item you register.
Stackroom vs EZOfficeInventory
3.
Timly
Equipment tracking & checkout
Timly has unlimited users on every tier, which removes the admin-seat question outright, and it treats IT kit, tools, machines and vehicles as one QR-tagged register rather than a loan desk.
Pick it if
Your Cheqroom catalogue has quietly expanded into machinery or vehicles, and you operate mainly in German-speaking Europe.
Watch out for
Digital signature at handover is a paid add-on from its second tier, so the signed checkout Cheqroom includes from its Business plan has to be bought back. There is no free plan to test with.
Stackroom vs Timly
4.
Reftab
Equipment tracking & checkout
If what you lend is mostly laptops, phones and monitors, Reftab's hardware plan is a flat monthly price with unlimited users, and loan agreements are central to it.
Pick it if
You are an IT team whose Cheqroom use is really device loans and offboarding.
Watch out for
It is shaped around assigned IT hardware. Cameras, AV and field gear reserved by the day are exactly where it strains, and its maintenance and audit tools are lighter than a servicing-heavy team will want.
Stackroom vs Reftab
5.
itemit
Equipment tracking & checkout
itemit offers QR, barcode and RFID tagging with a very short path from sign-up to a tagged asset — relevant if RFID was the reason you were eyeing Cheqroom's RFID add-on or Enterprise plan.
Pick it if
Your real need is knowing where things are, and you want RFID without a large checkout platform wrapped round it.
Watch out for
It is a tracking app, not a loan desk: there is no request-and-approve step and reservations are not its focus. The entry tier also caps you at three users, with per-user charges beyond.
Stackroom vs itemit

How to choose

Three questions that separate this shortlist

Is the problem the seat count, or what happens after the return?

If it is purely seats, anything with unlimited users removes it — Stackroom, Timly, EZOfficeInventory, Reftab's hardware plan — and you can choose on feel. If the pain is repairs, AMC renewals and counts kept in a spreadsheet, favour tools that hold maintenance and cover on the asset record, which narrows it to Stackroom and EZOfficeInventory.

Are you a university loan desk, a production team, or IT?

A university AV or media desk lends to students who book ahead, so it needs availability and overlap checks, a way for students to request without queueing, and a record of damage at return. Stackroom and EZOfficeInventory both do bookings, and in Stackroom a damaged return becomes a repair that blocks the next loan. A production team that lives on one-pick kits may be better staying with Cheqroom. An IT team lending laptops fits Reftab, and itemit suits finding things more than lending them.

Would you pay more to keep saved kits or RFID?

Stackroom has no first-class kit and reads only QR codes and barcodes through a phone camera. Cheqroom sells RFID as an add-on and includes it from Enterprise, and it comes from the second tier of both EZOfficeInventory and itemit. If either is non-negotiable, it decides the shortlist before price does.

Migration

Moving your data out of Cheqroom

Cheqroom's model is items, grouped into kits, lent through reservations and check-outs. Before you cancel, export the full item list with serial numbers, categories, locations and custom fields, and separately export whatever check-out and reservation history your plan lets you pull. That history will not replay into another tool's custody log, so archive it where HR or finance can reach it if a dispute comes up.

In Stackroom, the item list maps onto categories, hierarchical locations, custom fields and tags, and your borrowers become people — records that are not charged as seats. Import people by CSV first, then assets. For anything out on loan on switch-over day, the cleanest route is to check it out afresh as it is next handled, so each item starts with a signature rather than an inherited name.

Kits are the awkward part, because there is no saved-bundle object to import them into. Decide whether each kit is really one asset (a camera body with its fixed lens) or several things that happen to travel together, and use a tag or folder for the latter. If your labels carry a code you already track, bring it in as the asset tag or barcode and keep them; relabel only what has no usable code.

See the Migration Center

FAQ

Cheqroom alternatives — common questions

Is there a free alternative to Cheqroom?

Cheqroom publishes no free plan. Stackroom has a free plan with unlimited users that is meant for real use rather than a demo, and Reftab has a free-forever plan capped at 50 assets, though it is shaped for IT hardware. Either lets you test checkout with your own borrowers before spending anything.

Why does Cheqroom cost more as we add admins but not items?

Because administrators are what it meters, with a three-seat minimum, while items and ordinary users are unlimited. That suits a small team with a big catalogue. It bites when you want more people issuing and receiving, because each one who needs admin rights becomes another seat on the bill.

Which alternative handles Cheqroom-style kits?

Stackroom does not store a kit as a named, reusable bundle, so if one-pick load-outs are central to your day, test that workflow specifically in any tool you trial. Kit behaviour differs more between checkout tools than feature lists suggest, and it is the thing most often missed in an evaluation.

Can we track repairs and service contracts after leaving Cheqroom?

In Stackroom, yes. Maintenance tickets carry status, priority, estimated and actual cost and an expected-back date, and an item in maintenance cannot be issued. Manufacturer, extended, AMC and CMC cover sits on the asset with policy number, claim contact, cost and renewal history, and alerts fire before and at expiry.

Do borrowers need their own accounts in Stackroom?

No. The people you issue to are records, separate from the members who log in, and neither is charged per seat. Students who should book or request items themselves can be given a login, since users are unlimited on every plan. Anyone can also scan a label to open the item's public page without logging in, with your organisation deciding whether the holder and location are shown on it.

How does WebCheckout fit into a Cheqroom comparison for a university?

WebCheckout is a long-established checkout system built for higher education, and many university media and AV loan desks use it. We have not published a verified comparison of it, so it is not on the shortlist and we will not describe its features or pricing. Whichever two or three you trial, put the same tests to each: a student booking from a phone, an overdue loan being chased, and a damaged item coming back.

Trying an alternative to Cheqroom?

Import your data, print a sheet of labels, and run a real checkout the same day. The free tier has unlimited users.