Round-up
The best equipment tracking software in 2026
Equipment tracking is a narrower problem than asset management: gear that moves between people, teams and offices, where the question is who has it and whether it came back. These are the tools built for that.
What is the best equipment tracking software?
The best equipment tracking software is the one whose pricing does not push you into an incomplete register and whose app the people handling equipment will actually use. For tools and portable equipment, look at Stackroom, GoCodes, ShareMyToolbox and Timly; for media and AV, Cheqroom and Stackroom.
How this list was made
Our rules for this page
- Scoped to tools built for equipment that moves — not maintenance platforms, not IT discovery, not warehouse inventory.
- Every entry names a limitation. Several of these tools beat us at something specific, and the entry says so.
- Pricing is described as a model, never quoted as a figure.
- We only list tools we have written a full comparison against.
Competitor details verified September 2026. Tell us if something is out of date.
8 tools
The shortlist
Stackroom
That is usBest for: Mixed estates where equipment is issued to named people — signed custody, clearance certificates for leavers, inspections, AMC and CMC cover, and phone-based audits. Unlimited users on every plan.
The limitation: No RFID, no job cost allocation, no purchase orders, and not a CMMS.
What Stackroom doesCheqroom
Equipment tracking & checkoutBest for: Media and education checkout, with a particularly polished booking experience and saved kit grouping.
The limitation: Per-user pricing, light maintenance and basic audits.
Stackroom vs CheqroomStackroom
That is usBest for: Organisations wanting equipment procurement, shipping and retrieval handled as a service alongside the register.
The limitation: No bookings, user-tiered pricing, and tags come from one supplier.
What Stackroom doesStackroom
That is usBest for: Construction teams that want the simplest possible tool accountability, built around direct team-to-team transfers.
The limitation: No inspections, no reservations, no audits, and tools only.
What Stackroom doesTimly
Equipment tracking & checkoutBest for: European deployments covering IT, machinery, tools and vehicles in one register, with dedicated fleet support.
The limitation: No self-serve free tier, and custody is assignment rather than a signed chain.
Stackroom vs Timlyitemit
Equipment tracking & checkoutBest for: Simple tagging with RFID support and a very short path from signing up to a tagged asset.
The limitation: Limited bookings, light maintenance and basic audits.
Stackroom vs itemitStackroom
That is usBest for: Large contractors needing warehouse operations, procurement and job cost allocation in one enterprise platform.
The limitation: An implementation project with a budget line, not something you start on a Friday.
What Stackroom doesReftab
Equipment tracking & checkoutBest for: Small IT teams wanting straightforward hardware checkout and loan agreements at a low price.
The limitation: IT-oriented, user-tiered, and thin on maintenance, audits and location history.
Stackroom vs ReftabFAQ
Common questions
What is equipment tracking software?
Software that gives each item an identity — usually a QR or barcode label — and records where it is, who holds it, and what condition it is in. The distinguishing feature against general asset management is custody: the assumption that equipment changes hands regularly rather than sitting with one owner.
What is the best equipment tracking software for construction?
It depends on scale. A single stores cupboard is well served by GoCodes or ShareMyToolbox. A multi-site contractor with statutory inspection obligations needs inspections, reservations and audits, which is where Stackroom fits. A large contractor needing job cost allocation and warehouse operations wants ToolWatch.
Can I track equipment with a spreadsheet?
For a small, stable set of items, yes, and it costs nothing. It stops working when equipment changes hands often — a spreadsheet has no way to record that someone accepted responsibility, and it is out of date the moment it is printed.
How do I stop tools going missing?
Register the cheap items too, give every item a named holder rather than a location, capture a signature at handover, and check equipment back in on site rather than at the warehouse. Most losses are documentation failures at a specific moment, not theft.
Do these tools work offline?
The good ones do, and it matters more than it sounds — basements, plant rooms and rural sites are exactly where scanning is most needed. Check specifically that scans and handovers queue on the device rather than requiring a connection.
Go deeper
Individual comparisons
Try it rather than read about it
The free tier has unlimited users and is meant for real use. Import your data and run an actual checkout before you decide.