Surplus Software | Pricing & Implementation

Surplus asset management solutions serve as a powerful tool to support your surplus warehouse, whether physical or virtual. The right surplus asset management software solution can provide many benefits to your organization, including time savings and an improved triple bottom line (TBL).

As a surplus warehouse manager, you understand the true value an automated surplus software solution can provide to you and your warehouse staff. Automating basic warehouse processes – like transferring assets to surplus and various methods of sale – enhance workflow management from start to finish, and can help to encourage engagement with your surplus operation.

But that’s a pretty simple concept, right? Once you’ve narrowed down your surplus software solution search to your top two or three contenders, the more difficult undertaking becomes proving the value you already understand to stakeholders and decision makers within your organization.

At this point, it may start to feel like you’ve hit a roadblock. In addition to information about the features and benefits of your prospective surplus software, upper management will also, of course, ask: how much?

So, what’s it cost?

Believe it or not, we get that question a lot! And the answer is: it depends. Surplus Management Software (SMS) from AssetWorks is a configurable, scalable solution. So, we designed a scalable pricing structure to match.

What exactly is included in the cost of surplus software? Like with any solution, surplus management software pricing structures differ from vendor to vendor. In this post, we’ll explore the three big factors that have an impact on the price of Surplus Management Software (SMS) from AssetWorks.

  • Users

  • Software modules

  • Services


When it comes to pricing, users play a significant role in the SMS pricing structure. Below are some of the questions we ask prospective customers right off the bat:

  • How many people will be logging in and using the software?
  • Of that number, how many will be administrators, with maximum capabilities and controls?
  • How many users are members of the surplus staff/department?
  • How many users will be low-level users? (For example, department users simply logging into the system to send surplus property to your warehouse)

We promise to never nickel-and-dime you on user access

Purchase of Surplus Management Software (SMS) from AssetWorks includes a low-level user site license, which is built into the software cost.

That means you’ll pay a single fee, which covers every SMS department user in the system. As a result, your organization can add new users as you grow, but without the additional expense.

Software modules

As we mentioned, SMS from AssetWorks is a completely modular surplus software solution. If there’s one thing we know about university surplus operations, it’s that no two are the same. So why pay for features that you won’t use – or worse, won’t need?

For universities, it all starts with our base application, which includes surplus asset detail, surplus transfers, contacts, users, administrative controls, and reports. From there, make it your own! Add on more modules with additional functionality, meant to help enhance your surplus software system.

The list continues to grow, but as of right now, available modules for university surplus operations include:

  • Counter sales module
  • Web surplus module
  • Live auction module
  • Lotting module
  • Third party online auction interface module (GovDeals, AssetNation and more)
  • Accounting ledger module
  • Point of sale module NEW

Federal surplus

Our state and federal surplus customers are an exception to the modules outlined above. To meet government regulation, our Federal Surplus (SASP) Software is one package. It comes equipped with every feature your state agency needs, so that you can help eligible agencies get the equipment and resources they need.

Features include:

  • Integrated Form 123 processing
  • GSA Lot Transfer, receiving and donation tracking
  • Over/Short, Form 3040, Ad Hoc, and Standard Reports


In addition to the modules outlined above, customers have options for other additions, or customizations—and there are plenty of options to choose from:

  • Enterprise Resource Planning (ERP) interface: This interface offers the ability to import fixed assets from your organization’s ERP system.
  • Customized reports: We’ll help you build custom reports, like a Reimbursement Report to utilize for departmental or agency reimbursements.
  • Single sign-on (SSO) interface: If your organization is already utilizing SSO to access other applications, we’ll interface with it! That way, users won’t have to worry about memorizing yet another set of login credentials.
  • Active directory interface: This interface communicates with your organization’s other internal applications to simplify the process of managing your users. That way, when a user leaves your organization and their login credentials are deactivated, that information will be automatically communicated to your surplus system.
  • Workflow customization: Have some workflows that are unique to your surplus warehouse? No problem. We’ll work with you to set up customized workflows to help your warehouse improve daily warehouse functions, like implementing unique trigger emails, based on triggers defined by you.

Since these additions aren’t standard, they do require a little extra work and a lot of TLC from the AssetWorks Development Team. For that reason, the above customizations may include an additional cost.


In addition to the software system itself, professional services for implementation are also included in the software price. Here’s what that entails:

  • Database setup
    At the point of the Project Kick-Off, the AssetWorks Project Manager and Customer Success Manager will establish a Project Plan. They’ll hold weekly or bi-weekly meetings to refine their understanding of your processes, build out your software, and configure it to meet the criteria specified by you.
  • Data migration
    During the data migration process, all necessary data is converted to the new system. This refers not just to asset data, but all data that will need to be converted to the new system. This might include validated tables, as well as all contact and user information, organizational details, and customer accounts.
  • Customer support
    Throughout the implementation process, you’ll have access to a test site (around here, we call it the Sandbox) where new functionality can be tested as it is built and released every two weeks. You’ll also have access to a designated Customer Success Manager, who will work with you throughout the implementation period. But don’t worry – you’ll get to keep them even after you’re fully implemented!

How long will implementation take?

Your workflow processes and software needs are unique to your organization. As a result, no two versions of our SMS database are exactly alike.

The AssetWorks implementation process was crafted with that in mind, with a timeline based on your needs. In short, the implementation timeline varies. But on average, the entire process takes anywhere between three to six months.


At AssetWorks, we’re committed to providing innovative, practical solutions to help our customers, and the people they serve, thrive. And we could never do that without the input of – you guessed it – our customers. SMS has been continuously updated and refined through our conversations with universities and states just like yours.

For any organization, committing to invest in a surplus software solution is a big deal, so we know how important it is that you find the right fit. Hopefully, the information we’ve provided in this blog post will help ensure that you make the right choice for you, and your team!


Whether you’re tracking one facility or multiple distribution centers, AssetWorks Surplus Management Software (SMS) is a scalable solution, designed to help your surplus warehouse automate and streamline processes, making it easier to achieve both environmental and fiscal sustainability goals.


2018-09-07T10:13:09-04:00Tags: |

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