Tool profile
xAssets: cost, fit and limits
xAssets is an asset management platform made by xAssets, founded in the United Kingdom in 2001, that tracks fixed assets and IT assets with depreciation, barcoding, procurement, maintenance and construction in progress for mid-size and large organizations.
What to know first
xAssets is closer to a facilities and operations register than to a pure accounting tool. The pricing page prints a per-user table where each user covers 1,000 fixed assets, plus a free instance with no time limit. The page describes no AI for fixed assets, and the free tier switches off depreciation, so accountants should trial the paid Express edition. The same vendor also sells an IT asset line, which can confuse a search.
xAssets at a glance
| Maker | xAssets, United Kingdom |
|---|---|
| Free plan | Yes |
| Entry price | $39 per user per month |
| API access | No |
| Category | Best AI Fixed Asset Management Software in 2026, rank 3 of 10 |
| Website | xassets.com |
Who xAssets is best for
Organizations that scan and service equipment
Barcoding, spares, service and maintenance sit in the same product as depreciation, so the person tagging a machine and the accountant depreciating it use one record.
Teams that want printed per-user pricing
Fixed Asset Express is $39 or £29 per user per month, each user covering 1,000 assets, so a buyer can compute 5,000 assets at $1,872 a year before talking to sales.
Public-sector and defense-adjacent buyers
The history page lists a US Air Force DoD certification for SIPRNET and NIPRNET and UK Ministry of Defence deployments, which signals experience with locked-down environments.
xAssets plans and pricing
| Plan | Price | What it includes |
|---|---|---|
| Free instance | $0, no time limit | One user and up to 1,000 fixed assets; depreciation, CIP, procurement, barcoding, planned maintenance, configuration and workflow are not supported. |
| Express | $39 per user per month | Each paid user covers 1,000 assets; five users are $156 monthly or $1,872 yearly, and fifty users $1,911 monthly or $22,932 yearly. |
| Professional | Quote only | Priced per named user with a two-user minimum; fixed asset licenses come in blocks of 2,000 assets and the edition is cloud hosted. |
| Enterprise | Quote only | Base of two users with named, concurrent and light users; blocks of 10,000 assets, cloud or on-premises, and a software asset module included. |
Checked November 2026.
What xAssets does
- Lifecycle register
- The product page describes full lifecycle management with asset accounting and depreciation, procurement, spares, service, maintenance and capital in progress. A single record serves operations staff who tag and service equipment and the finance team that depreciates it, which avoids a second asset list.
- Barcoding and inventory
- Barcoded labels and scanning support inventory accuracy, though the free instance excludes barcoding, so physical audits need a paid edition. Physical counts can be reconciled against the register, which supports inventory sign-off, but only paid editions include the barcoding module.
- Integration builder
- The vendor describes mapping and cleansing data from files, databases, applications and web services into one database, with named connectors such as Intune, Entra, Azure, SCCM and JIRA.
- Scale claim
- A 2023 history entry says xAssets tested 2.5 million fixed assets and 250,000 IT assets in one database, which matters for utilities and school districts.
How xAssets handles your data
The pricing page says Express and Professional are cloud hosted and Enterprise can be cloud hosted or on-premises, but it does not describe the hosting infrastructure. The about page lists Single Sign-On support added in 2020 and a DoD certification in 2018. The vendor's policy was not checked for AI data use, model training, retention or hosting regions, because the privacy policy page could not be opened. Ask for those points in writing, especially if the AI-powered JIRA integration from 2025 is in scope.
Where xAssets falls short in practice
- Accounting depth is not the headline. The pages stress tracking and maintenance, while book and tax depreciation detail is described briefly. A controller who needs multiple tax books should ask for a worked example.
- Free tier cannot test depreciation. The free instance leaves out depreciation, CIP, barcoding and workflow, so it proves little about the accounting side. A real test needs a paid Express user.
- AI is not described for assets. The page documents no AI feature for fixed assets. AI appears only in a 2025 JIRA Service Management integration, which belongs to the IT side of the product.
Works with
Alternatives to xAssets
xAssets: common questions
How many fixed assets does one paid user cover?
On the Express edition each paid user covers 1,000 fixed assets, so 5 users cover 5,000 assets at $156 a month. Professional licenses come in blocks of 2,000 assets, and Enterprise in blocks of 10,000. Plan for growth, because the user count scales with the register.
Does the free xAssets plan include depreciation?
No. The free fixed asset instance allows one user and 1,000 assets but does not support depreciation, CIP, procurement, barcoding, planned maintenance, configuration or workflow. Use the evaluation mode, which has no module restrictions, to test accounting features. The free tier therefore suits only a basic register check, not an accounting comparison.
Can xAssets run on our own servers?
Yes, but only on the Enterprise edition, which is available cloud hosted or on-premises. Express and Professional are cloud hosted. The pricing page does not say which cloud provider or region hosts the service, so ask before committing. Pick Enterprise only if hosting policy requires it, because it is also the tier priced by quote.
Where is xAssets based?
The company was founded in the UK in 2001 and its about page describes a UK-based development team with offices in the USA and UK. Phone numbers are listed for both countries, but no headquarters street address appeared on the pages we read.
Is xAssets the same as an IT asset tool?
The vendor sells both. Its pricing separates IT Asset Management, priced by endpoints, from Fixed Asset Management, priced by assets. Confirm that your quote is for the Fixed Asset line, since endpoint and asset counts are different units. Ask the sales team to state the unit in the quote, since an endpoint license cannot be repurposed for fixed assets.