Tool profile
Reftab: cost, fit and limits
Reftab is a cloud asset tracking and software license management service made by Reftab LLC that tracks hardware with barcodes and QR codes, offers a free plan for 50 assets and syncs with MDM and identity tools on higher tiers.
What to know first
Reftab sells hardware tracking in tiers priced by asset count and billed annually, plus a Software Management product charged per tracked user. A free forever plan covers 50 assets with no time limit and no credit card. The pricing page names no AI feature, so the case for Reftab is published prices, a free entry and integrations with Intune, Kandji, Jamf, Okta and Microsoft Entra.
Reftab at a glance
| Maker | Reftab LLC, United States |
|---|---|
| Free plan | Yes |
| Entry price | Free up to 50 assets; Starter from $31.25 per month billed annually |
| API access | No |
| Category | Best AI Asset Tracking Software in 2026, rank 4 of 13 |
| Website | reftab.com |
Who Reftab is best for
Schools and small IT teams
The free plan holds 50 assets with mobile apps and QR codes, and paid tiers start low enough for a school district to model its cost per device.
IT teams that already run an MDM
Business syncs with Intune, Kandji and Jamf, so devices enrolled in the MDM can appear in the register without retyping serial numbers.
Companies auditing SaaS licenses
Software Management discovers SaaS through browser extensions and Okta, Adobe and Microsoft Entra integrations, and bills per tracked user. That suits finance and IT teams reconciling paid seats against who actually logs in.
Reftab plans and pricing
| Plan | Price | What it includes |
|---|---|---|
| Free forever | $0 | Up to 50 assets with no time limit, unlimited locations, categories and custom fields, reports with export, mobile apps, barcodes and QR codes. |
| Starter (Hardware) | $31.25 per month billed annually, 250-asset tier shown | Unlimited platform users, SSO and two-factor authentication, kit bundles, barcode designer, low-quantity and expiration alerts, advanced report builder. |
| Pro (Hardware) | $62.50 per month billed annually, 250-asset tier shown | Adds signature capture, consumable tracking, reservations, a user booking portal, workflow automation and custom access roles. |
| Business (Hardware) | $125.00 per month billed annually, 250-asset tier shown | Adds MDM integrations, identity and ticketing integrations, depreciation, work orders and audit logs. The tier suits teams that must track depreciation or open repair tickets. |
| Software Management | $0.75 per month per tracked user, billed annually | SaaS discovery, browser extensions, Okta, Adobe and Microsoft Entra integrations, license management and SCIM user provisioning. |
Checked November 2026.
What Reftab does
- Reservations and booking
- Pro adds reservations and a user booking portal, which suits shared equipment such as cameras, loaner laptops or lab devices. A booking portal lets users reserve items themselves, with a timeline of who has what.
- Signature capture
- Staff can capture a signature on check-out, producing a record that a borrower accepted a device. The signature becomes part of the item history, which helps when a device goes missing.
- Consumable tracking
- Pro tracks consumables with low-quantity and expiration alerts appearing from Starter, which fits cables and batteries as well as laptops. Accessories and licenses do not count toward billable assets.
- MDM and ticketing links
- Business connects to Intune, Kandji and Jamf, plus identity and ticketing tools such as Jira and Zendesk, and chat tools such as Slack and Microsoft Teams are listed too.
How Reftab handles your data
Reftab's privacy policy states that all data processing takes place in the United States and that hosting providers are named without locations. It says the company retains collected information until the customer removes it. The policy does not mention AI or model training, and it names no certification, so SOC 2 and ISO 27001 are not claimed on the pages we read. Payment is by credit card or ACH, and non-profit and education discounts are available by emailing the vendor.
Where Reftab falls short in practice
- No AI feature named. The pricing page lists no assistant or generation feature, so a team that wants natural-language search needs another product. A team wanting natural-language questions about inventory would have to export data to another tool.
- Per-user software pricing. Software Management bills $0.75 per tracked user each month, so the cost rises with headcount instead of with devices. A company with thousands of staff could see this line rival the hardware bill, so model both together.
- Tier prices shown for one size. The prices on the page are for a 250-asset tier, so a larger fleet needs the calculator or a quote to see its real cost.
Works with
Alternatives to Reftab
Reftab: common questions
Is Reftab free?
A free forever plan covers up to 50 assets with no time limit and no credit card. It includes unlimited locations, categories and custom fields, advanced reports with export, mobile apps, barcodes and QR codes. Paid hardware plans also come with a 14-day free trial, per the FAQ.
How much does Reftab cost per month?
Hardware tiers shown for 250 assets are Starter at $31.25, Pro at $62.50 and Business at $125.00 a month, billed annually. Higher asset tiers cost more, and accessories and licenses do not count toward billable assets. Software Management is $0.75 per tracked user per month.
Does Reftab sync with Intune or Jamf?
Yes, on the Business hardware tier. The page lists MDM integrations with Intune, Kandji and Jamf, alongside identity and ticketing integrations, depreciation, work orders and audit logs. Starter and Pro do not list MDM sync, so check the tier before relying on automatic imports.
What does Reftab Software Management do?
It discovers SaaS apps through browser extensions and integrations with Okta, Adobe and Microsoft Entra, and tracks licenses. It also supports SCIM user provisioning. It is billed at $0.75 per tracked user per month, annually, separately from hardware tracking. It is a separate subscription from hardware.
Where does Reftab store data?
The privacy policy says all data processing activities take place in the United States. Hosting providers are named without locations. Data is kept until the customer removes it. The policy does not mention AI, so whether any feature uses model training is not stated.