IT asset management
Stackroom vs Freshservice
Freshservice is a well-regarded IT service management platform whose asset module sits alongside ticketing, change and incident. Stackroom is a purpose-built asset system with no service desk attached.
Stackroom vs Freshservice: which should you choose?
Freshservice is the better choice if you need a service desk and want the CMDB in the same place as your tickets. Stackroom is the better choice if you already have a helpdesk, or if your register covers field equipment and tools where bookings, condition and audits matter more than incident management.
Side by side
Stackroom vs Freshservice: pricing, limits and features
Grouped so you can jump to the part you care about. Our figures come from our billing API, so they match the invoice.
Pricing & plans
Free plan
- Stackroom
- Free forever — 250 assets, 500 people, unlimited users, no card
- Freshservice
- None — free trial only (14 days, full feature access)
Paid plans start at
- Stackroom
- $35/mo for Starter — published, self-serve
- Freshservice
- Per-agent pricing runs from the high teens to around a hundred per agent per month billed annually, before any asset units.
How the bill scales
- Stackroom
- Capability and capacity — never headcount, never how much you track
- Freshservice
- Two meters at once: a per-agent subscription, plus asset units consumed by what you manage. Each plan bundles 100 ITAM asset units and further units are bought on top.
Limits
Asset limits
- Stackroom
- 250 free, up to 10,000 on Premium, custom on Enterprise
- Freshservice
- 100 ITAM asset units included per plan; more are purchasable at additional cost
Users & seats
- Stackroom
- Unlimited on every plan, including Free — seats are never the meter
- Freshservice
- Priced per agent; end users raising tickets are not agents
Locations & sites
- Stackroom
- 1 on Free, unlimited on every paid plan
- Freshservice
- Not published as a licensing dimension
What each tool covers
Beyond IT equipment
- Stackroom
- Any asset type
- Freshservice
- IT-oriented
Custody & accountability
Signed handover & return, with PDF
- Stackroom
- Yes
- Freshservice
- Assignment
Asset clearance certificate for leavers
- Stackroom
- Yes
- Freshservice
- No
Signed webhooks with retries
- Stackroom
- 41 events, HMAC-signed, retried
- Freshservice
- Not stated on their pricing page
Audits & compliance
Cycle-count audits with sign-off
- Stackroom
- Yes
- Freshservice
- Basic
Maintenance & service
AMC / CMC service contracts
- Stackroom
- Yes
- Freshservice
- Contracts module
Finance & lifecycle
Depreciation (SLM / WDV) & book value
- Stackroom
- Yes
- Freshservice
- Yes
Tracking & tagging
Bookings & reservations
- Stackroom
- Yes
- Freshservice
- No
Geo scan map & per-asset trail
- Stackroom
- Yes
- Freshservice
- No
Platform, API & AI
IT service desk & ticketing
- Stackroom
- No
- Freshservice
- Its strength
CMDB & relationship modelling
- Stackroom
- Hierarchy only
- Freshservice
- Its strength
REST API
- Stackroom
- Pro and up — documented, published spec
- Freshservice
- Not stated on their pricing page
Built-in AI assistant
- Stackroom
- Stackroom AI — Starter and up
- Freshservice
- Not stated on their pricing page
| Capability | Stackroom | Freshservice |
|---|---|---|
| Pricing & plans | ||
| Free plan | Free forever — 250 assets, 500 people, unlimited users, no card | None — free trial only (14 days, full feature access) |
| Paid plans start at | $35/mo for Starter — published, self-serve | Per-agent pricing runs from the high teens to around a hundred per agent per month billed annually, before any asset units. |
| How the bill scales | Capability and capacity — never headcount, never how much you track | Two meters at once: a per-agent subscription, plus asset units consumed by what you manage. Each plan bundles 100 ITAM asset units and further units are bought on top. |
| Limits | ||
| Asset limits | 250 free, up to 10,000 on Premium, custom on Enterprise | 100 ITAM asset units included per plan; more are purchasable at additional cost |
| Users & seats | Unlimited on every plan, including Free — seats are never the meter | Priced per agent; end users raising tickets are not agents |
| Locations & sites | 1 on Free, unlimited on every paid plan | Not published as a licensing dimension |
| What each tool covers | ||
| Beyond IT equipment | Any asset type | IT-oriented |
| Custody & accountability | ||
| Signed handover & return, with PDF | Yes | Assignment |
| Asset clearance certificate for leavers | Yes | No |
| Signed webhooks with retries | 41 events, HMAC-signed, retried | Not stated on their pricing page |
| Audits & compliance | ||
| Cycle-count audits with sign-off | Yes | Basic |
| Maintenance & service | ||
| AMC / CMC service contracts | Yes | Contracts module |
| Finance & lifecycle | ||
| Depreciation (SLM / WDV) & book value | Yes | Yes |
| Tracking & tagging | ||
| Bookings & reservations | Yes | No |
| Geo scan map & per-asset trail | Yes | No |
| Platform, API & AI | ||
| IT service desk & ticketing | No | Its strength |
| CMDB & relationship modelling | Hierarchy only | Its strength |
| REST API | Pro and up — documented, published spec | Not stated on their pricing page |
| Built-in AI assistant | Stackroom AI — Starter and up | Not stated on their pricing page |
Honest take: Freshservice leads on ITSM breadth and having assets in the same system as tickets. Stackroom leads on depth of asset workflow and on equipment that is not IT.
Freshservice capabilities verified September 2026 · plan facts read from their pricing page , September 2026. Spotted something out of date? Tell us.
Plan gating
Which tier unlocks what
What you have to be paying for before each capability is available.
- CSV / XLSX importStarter and up
- Barcode & QR scanningStarter and up
- Bookings & reservationsStarter and up
- Maintenance & serviceStarter and up
- Cycle-count auditsGrowth and up
- Report libraryGrowth and up
- Custom fieldsGrowth and up
- Stackroom AIFree and up
- REST APIGrowth and up
- Signed webhooksGrowth and up
- Custom rolesGrowth and up
- Google / Microsoft SSOFree and up
- Asset management is present across tiers, but capability upgrades cost extra asset-unit spend
- Enterprise capabilities are quote-only
If you need the service desk anyway, the asset module arriving with it is close to free and that is a real argument. If you do not, you are buying a service desk to get an asset register.
The difference
What Stackroom and Freshservice are each built to do
An asset module is not the same as an asset system
Freshservice's assets exist to support ITSM. A configuration item is something a ticket can be raised against, a change can affect, and an incident can reference. That is a coherent and useful model, and if your asset questions are asked in the context of a ticket, having them in one system is genuinely valuable.
It is a different model from an asset system whose centre of gravity is the physical object. Stackroom's asset record is built around a lifecycle — acquired, tagged, issued, returned, serviced, counted, retired — and the workflows follow that lifecycle rather than the ticket.
The practical difference shows up in questions like: can two departments reserve this for the same week; what condition was it in when it came back; who signed for it; when was it last physically seen, as opposed to last logged in.
The agent-seat problem
ITSM platforms price on agents, which makes sense for a ticket queue: agents are the people doing the work. It fits awkwardly when the people who need to touch the asset register are not agents.
A warehouse supervisor issuing a drill, a team lead scanning gear onto a van, a lab technician booking an instrument — none of them should need a service desk seat, and giving them one is expensive. The usual workaround is that they do not get access, and the asset data is entered later by someone who was not there.
Stackroom includes unlimited users on every plan precisely because the people who create good asset data are rarely the people a per-agent licence is designed for.
Where Freshservice clearly wins
If you need a service desk, need it now, and want assets attached to tickets, Freshservice is the stronger answer and adding a second tool would be a mistake. Incident, change and problem management, an approval engine, a service catalogue and an asset module in one platform is a coherent package and priced as one.
Its CMDB relationship modelling is also deeper than ours. If you care about which service depends on which server depends on which database, that is CMDB work and Stackroom's location-and-department hierarchy is not a substitute.
The common arrangement
Teams that run both keep Freshservice for the service desk and IT configuration items, and use Stackroom for physical equipment across the wider organisation — the things facilities, labs, AV and operations teams issue and share.
Where the two need to agree, the REST API and webhooks handle it: a custody change in Stackroom can notify whatever else needs to know, and assets can be created or updated from an external source.
Why teams switch
What we hear from teams leaving Freshservice
Non-agents could not use it
Per-agent pricing means the people physically handling equipment often have no access, so the register is updated second-hand or not at all.
The register had to cover more than IT
An ITSM asset module is shaped around configuration items. Tools, instruments and shared field equipment need bookings, condition and inspection instead.
Counting was not a workflow
A CMDB is reconciled, not counted. Teams that owe someone a physical inventory need a scoped, signed cycle count.
The other side
When Freshservice is the better choice
We would rather you picked the right tool than picked ours.
- You need an IT service desk and do not have one — the asset module coming with it is a strong argument.
- Your asset questions are mostly asked inside tickets, changes and incidents.
- You need real CMDB relationship modelling between services, applications and infrastructure.
- Your estate is IT and the people who touch it are already agents.
Switching
Moving from Freshservice
- 1
Export from Freshservice
Take a full CSV or XLSX export of your asset list, including serial numbers, categories, locations and any custom fields you rely on. Export your people list separately if Freshservice keeps one.
- 2
Map the columns once
The importer previews your file and lets you map each column to a Stackroom field. Categories, locations and departments are created from the values in your file, so you do not build the hierarchy by hand first.
- 3
Import people, then assets
Loading people first means custody assignments resolve to a real person on the asset import rather than needing a second pass.
- 4
Check a sample, then go
Spot-check twenty records against the old system before you invite the team. Re-importing is safe — matching on an existing code updates rather than duplicates.
Nothing is deleted from Freshservice by importing into Stackroom, so you can run both in parallel for a week while people get used to the change.
FAQ
Questions, answered
Does Stackroom have a service desk?
No. Stackroom has maintenance tickets for equipment — a fault, a status, a cost, a service history — but no ITSM ticketing, incident or change management. If you need a service desk, keep Freshservice.
Can we use both?
Yes, and many do. Freshservice for the service desk and IT configuration items, Stackroom for physical equipment across the wider organisation, joined by the REST API where they need to agree.
Do our warehouse staff need a licence?
Not in Stackroom — every plan includes unlimited users. That is usually the decisive difference for organisations where non-IT staff handle equipment daily.
Does Stackroom have a CMDB?
Not in the ITSM sense. There are hierarchical locations, departments, categories and asset relationships, but no service-dependency modelling. For that, Freshservice is the right tool.
Can we import our data from Freshservice?
Yes. Export your inventory to CSV and import it into Stackroom. Categories, locations and custom fields map across, and our team will help with the awkward parts of a larger migration.
How long does switching actually take?
Most teams import in the morning and run a real checkout the same afternoon. There is no implementation project and no professional services fee. The longest part is usually relabelling, and that can be done gradually.
Do we have to relabel everything?
No. If your existing labels carry a code you already track, import that code and keep using them. New QR labels can be printed on standard address stock as and when you need them.
Is Freshservice free?
No. Freshservice has no free plan, only a free trial — 14 days, full feature access. Stackroom has a permanent free plan with unlimited users and no card required.
How is Freshservice priced compared with Stackroom?
Two meters at once: a per-agent subscription, plus asset units consumed by what you manage. Each plan bundles 100 ITAM asset units and further units are bought on top. Stackroom prices on capability and capacity instead: users are unlimited on every plan, and tracking more equipment never moves the bill on its own.
What are the Freshservice asset and user limits?
Assets: 100 ITAM asset units included per plan; more are purchasable at additional cost. Users: Priced per agent; end users raising tickets are not agents. Locations: Not published as a licensing dimension. Every Stackroom limit is published on our pricing page and served from our billing API, so it matches your invoice.
Other comparisons
Looking at something else?
Outgrowing Freshservice?
Import your data, print a sheet of labels, and run a real checkout the same day.