Why SMBs Without an IT Department Need IT Asset Management
Today, even small and medium-sized businesses (SMBs) with 10 to 200 employees own significant IT assets: laptops, desktops, printers, servers, software licenses, phones, network equipment... Without a dedicated IT department, managing all of this quickly becomes overwhelming.
The consequences are real and costly:
- No visibility on hardware in circulation: who uses what? What condition is each device in?
- Untracked software licenses: risk of non-compliance, potential fines during audits
- Untracked incidents: help requests come via email, phone, or word of mouth — impossible to prioritize or measure
- Lost or forgotten equipment: unused devices gathering dust instead of being reassigned
- No history: when an employee leaves, nobody knows what equipment was assigned to them
- Unexpected renewals: no tracking of warranties or lifecycle management
If you recognize yourself in these situations, you're not alone. Most SMBs don't have a dedicated IT department and manage their IT "as they go", often with Excel spreadsheets that quickly become outdated.
What is GLPI and Why It's the Ideal Solution for SMBs
GLPI (Gestionnaire Libre de Parc Informatique) is an open source IT asset management and helpdesk software. Used by thousands of organizations worldwide — from SMBs to large government agencies — it offers a comprehensive set of features:
Complete IT Asset Inventory
GLPI allows you to centralize all your hardware in a single, accessible database:
- Computers (laptops, desktops, Mac, PC, Linux)
- Monitors, keyboards, mice and peripherals
- Printers and scanners
- Network equipment (switches, routers, WiFi access points)
- Phones (desk and mobile)
- Servers (physical and virtual)
- Any other type of asset you want to track
Each asset has a detailed record: serial number, purchase date, supplier, warranty, location, assigned user, intervention history.
Software License Management
One of GLPI's strongest features is license management:
- License tracking by vendor (Microsoft, Adobe, etc.)
- Purchased vs. installed license count
- Expiration dates and renewal alerts
- Software compliance: know at a glance if you're in compliance
This is a major advantage during software audits — you can prove you respect your license agreements.
Helpdesk and Ticket Management
GLPI includes a complete ticketing system:
- Users submit requests via a simple web portal
- Each request is tracked, prioritized, and assigned
- Real-time progress tracking
- Complete intervention history
- Configurable SLAs (Service Level Agreements)
- Statistics and reports on resolution times
No more lost requests in emails. Every issue is recorded, tracked, and resolved in a structured manner.
The Problem: Deploying GLPI Requires Technical Skills
GLPI is a powerful tool, but its installation and maintenance can be an obstacle for SMBs without a technical team:
- You need a server with Linux, Apache, PHP, and MySQL/MariaDB
- Initial configuration requires system administration knowledge
- Updates must be applied regularly for security
- Backups must be managed to prevent data loss
- HTTPS certificates must be configured and renewed
- Server security (firewall, fail2ban, updates) requires monitoring
For an SMB without IT staff, this represents an investment in time and skills that is often not available.
The Solution: InstantApp Deploys GLPI for You in 15 Minutes
This is exactly the problem we created InstantApp to solve. Our platform lets you deploy a complete, secure, ready-to-use GLPI instance in 15 minutes, without any technical skills.
How It Works
- Create an account on instantapp.locordi.com
- Choose GLPI from the available applications
- Name your instance and choose your region (Europe, America, Asia)
- That's it. In 15 minutes, your GLPI is online with a dedicated subdomain and automatic HTTPS
What's Included
| Feature | Detail |
|---|---|
| Dedicated server | Isolated instance on AWS Lightsail |
| Automatic HTTPS | Let's Encrypt certificate, auto-renewed |
| Backups | Regular snapshots of your instance |
| Security | UFW firewall, fail2ban, automatic updates |
| Custom domain | Use your own domain name |
| Support | Technical assistance available |
Affordable for All SMBs
Starting at 29€/month, you get a complete, hosted, secured, and maintained GLPI instance. That's much cheaper than an IT contractor or a part-time system administrator.
Practical Guide: Getting Started with GLPI for Your SMB
Step 1: Configure Your Organization
- Create your structure (sites, buildings, departments)
- Add locations (offices, rooms, floors)
- Set up user profiles (administrator, technician, standard user)
Step 2: Inventory Your Existing Assets
- Manually: enter each device with its information
- Automatically: use the GLPI inventory agent that auto-detects all devices on your network
Step 3: Set Up the Helpdesk
- Configure ticket categories (hardware, software, network, access)
- Define priorities and SLAs
- Share the portal link with your colleagues
Step 4: Add Your Licenses and Contracts
- Enter your software licenses with expiration dates
- Add maintenance and warranty contracts
- Set up alerts for upcoming renewals
Concrete Benefits for SMBs Without an IT Department
- Time savings — Everything centralized and accessible from any browser
- Cost reduction — Avoid duplicate purchases, non-compliance fines, and unnecessary renewals
- Better responsiveness — Structured ticket management for faster resolution
- Compliance and audits — Documented proof of your assets and licenses
- Business continuity — Automatic backups and managed security
- Scalability — GLPI grows with your business, from 10 to 500 devices
FAQ: Common Questions About GLPI for SMBs
Is GLPI really free?
Yes, GLPI is open source and free. With InstantApp, you only pay for hosting, security, and maintenance.
Do I need technical skills to use GLPI?
No. GLPI's interface is intuitive and web-based. With InstantApp, installation and maintenance are fully managed for you.
How long does it take to deploy?
15 minutes. Create an account, choose GLPI, and your instance is ready.
Can I import data from Excel?
Yes, GLPI supports CSV import for assets, users, and locations.
Is my data secure?
Absolutely. Each instance is isolated on a dedicated server, protected by firewall, fail2ban, HTTPS encryption, and automatic backups. Data is stored in Europe by default.
Conclusion
If your business still manages IT assets with Excel spreadsheets or memory, it's time to switch to a professional, accessible, and affordable solution.
GLPI + InstantApp is the perfect combination for SMBs without IT departments:
- 15-minute deployment with no technical skills needed
- Complete management of assets, licenses, and helpdesk
- 29€/month all-inclusive
- Open source: no vendor lock-in, your data belongs to you
👉 Try InstantApp now and deploy your GLPI in just a few clicks.
