Free equipment management software

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Worth the Headache?

We all love free stuff, there’s no denying it. Whatever is on offer we’ll step right up and join the queue to get our hands on it whether we need it or not. It’s free and we don’t have to pay for it. Things get even better when it’s something we were wishing for, saving us our hard-earned cash.

Businesses can fall into the same category, trying to save money at any cost that a little something free won’t hurt in the slightest. This is especially prominent in maintenance departments, where their roles and data are seen as secondary to the main business. Up until now they’ve been using paper and basic spreadsheets to record equipment information to do their job, but it has become difficult to keep it all up-to-date and accurate. It became apparent that an equipment management system was now a necessity and not just a desire. However with the company not willing to divulge part of the budget to combat this the best option was simple, a free equipment management system. An obvious step up from spreadsheets that would be easy for the team to utilise.

Many businesses see free software as the way to go as it incurs no expenditure. But is free really worth the headache?

Here are a few reasons why your free equipment management solution might not be all it’s cracked up to be:


This piece of free equipment management software has probably been designed as a one-size fits all outfit. What you see is exactly what you get and that’s all you have to work with. While this may work as your team are getting started, what happens when you need an extra data field perhaps? Or when you’re unable to record and store the unique asset that’s worth a good chunk of change? A free equipment management software system generally means these custom edits are out of your reach. You just have to work with what you’ve got, compromising your information.

Unsecure Data

The digital world is extremely focussed on data security right now. With companies being hacked for private client information, GDPR, cyber security and other digital protections are of vital importance all round. This means the equipment management software you introduce into your company needs to meet these standards. It needs to be trustworthy and protect both the company and its customers. Free software solutions have the potential to breach security regulations unintentionally, simply by being out of date. Data may be unencrypted leaving you open to malicious activity, putting vital information at risk.

No Customer Service

Generally, a free software solution has been created by a developer in their spare time. Meaning they have most likely moved on to another project by now and the software you have stands alone. There is nobody to help you with the new system should you have a problem, you’ve got to figure out the issue all by yourself or find a way to circumvent it. Essentially you’re flying solo.

While a free equipment management software solution may help you organise and restructure your equipment management process in the short-term, long-term is a different story. Businesses are living entities and are constantly growing and evolving in both their needs and sustainability. An equipment management software solution that is paid for and maintained is a system that can grow with you and support you at every turn.

Invest in a paid for equipment management software solution and receive:

Customisation? Developers are continually working on the system to make it better for all their customers. You always have the best up-to-date solution possible.

Data Security? Information is always secure, encrypted and in-line with current government regulations.

Customer Service? There will always be an entire support desk team one call away. They are ready and waiting to answer any query you may have about the software.

Pro-Cloud is the equipment management software solution that can help you make the leap from paper and spreadsheets and continue to guide you as and when you need through your equipment management journey.

For more information about our solution please call us on 0800 652 0488 or email

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