Compare software, tags, terminals, implementation and ongoing maintenance on the same scope. A perpetual license grants continued use of the delivered version; it does not automatically include hardware, servers, integration development or future upgrades.

When procurement receives a software-only quote and a larger turnkey quote, first reconcile device quantities, label specifications and included service. Asset count helps choose a quota, but cannot determine the entire project budget or deployment model.

Which costs belong in the worksheet?

Record quantity, unit price, quote date and responsibility before adding costs. This is a procurement template, not a market-average estimate.

Cost	Scope to record	Conditions to verify
Software	Tier, term, asset and SKU quotas, accounts	Initial versus renewal price; AI, interfaces and custom work
Tags and consumables	Standard/anti-metal tags, spares, ribbons	Physical testing, attachment, replacement and quotation date
Terminals and printing	Exact model, RFID module, quantity, printing function	Label printing is not necessarily EPC encoding; verify compatibility
Implementation	Cleanup, binding, attachment, migration, training, acceptance	Standard delivery versus extra on-site services
Maintenance	Server, backups, security updates, support, upgrades	Operator, schedule, recovery tests and third-party charges

Do not subtract a software license from another supplier's device-and-service bundle and call the difference savings. Existing servers still require maintenance time, backup storage and security updates. Avoiding a new dedicated role does not make those costs zero.

What are the AssetaGuard software terms?

The following uses the 2026-10-17 commercial terms. Count asset records and material SKU types, then check accounts and capabilities. Stock units are not SKU types.

All four cloud plans are 50% off for the first year of the first purchase: Entry CNY 279, Standard CNY 479, Professional CNY 979 and Flagship CNY 1479. Renewals are CNY 558 / 958 / 1958 / 2958 per year, respectively; eligibility is manually verified. On-Premise remains CNY 9999 one-time.

Plan	License price	Quotas and accounts	Capability and interface conditions
Cloud Entry	CNY 558/year; manually verified first purchase first year 279; renewal 558	500 shared assets + SKU types; up to 5 accounts	Excludes AI, equipment inspection, precise asset slots and external rentals; no customer external REST / MCP
Cloud Standard	CNY 958/year	1,000 shared; unlimited users	Includes the four advanced capabilities; no customer external REST / MCP
Cloud Professional	CNY 1958/year	3,000 assets and 3,000 SKU types independently; unlimited users	Includes the four advanced capabilities; no customer external REST / MCP
Cloud Flagship	CNY 2958/year	5,000 assets and 5,000 SKU types independently; unlimited users	Includes the four advanced capabilities; no customer external REST / MCP
On-Premise	CNY 9999 one-time	Unlimited assets, SKU types and users	Perpetual use of the delivered version; authorized interfaces and custom implementation quoted separately

Entry retains RFID inventory, internal borrowing, routine repairs, basic locations and material warehousing. See the pricing terms for complete conditions. AI and voice also depend on permissions, the delivery environment and third-party services; license inclusion does not establish that all service consumption is covered.

What is the five-year software subtotal for 2,000 assets?

Assume 2,000 asset records, material SKU types within the plan's quota, five years of use and unchanged annual prices. Professional has enough asset capacity. These are conditional software/support calculations, not full project quotes or payback guarantees.

Option	Five-year software / selected support subtotal	Costs still to add
Cloud Professional edition	CNY 979 + 1,958 × 4 = CNY 8,811 (50% off in year one)	Tags, terminals, preparation, field services and inventory organization
On-Premise without optional support or major upgrades	CNY 9999 for the delivered version	Servers, backups, security maintenance, third-party services and extra implementation
On-Premise with five annual support packages, as an example	CNY 9999 + 1500 × 5 = CNY 17499	The local costs above; contract-defined support term and upgrade entitlements

Optional annual support is CNY 1500/year. Without it, the delivered version remains usable. A major upgrade without the support package costs CNY 2500 per upgrade; special modifications are scoped separately. Record whether upgrades are needed, when support begins and what it includes. Do not assume yearly support purchases automatically.

Standard local delivery includes one production instance on one customer server, one standard remote deployment, one administrator training and six months of standard warranty after acceptance. The CNY 9999 license excludes the server, source code, hardware and third-party services. Docker simplifies installation; backups, recovery and maintenance remain responsibilities.

These subtotals do not establish that a perpetual license is always cheaper over five years. Local deployment can also address data control, authorized customer interfaces and delivery requirements. Both options must first meet the same business needs.

How should TCO and payback be calculated?

Use actual payments and observed work rather than unsupported industry percentages:

Five-year TCO = initial software/license + initial hardware and implementation
                + yearly renewal, support, servers, backup and maintenance
                + actual tag replacement, upgrades and changes

Evidence-based benefit = observed time difference for the same pilot scope
                         multiplied by actual labor cost
                         + other documented cost changes

Time measurements should include preparation, attachment, reading, discrepancy review, submission and readback. Comparing only RFID reading with an entire manual workflow overstates savings. Record rooms, asset types, dates, people and measurement method. Leave loss reduction and ROI out until evidence exists.

Does inexpensive software remove implementation costs?

No. Check master-data quality, EPC binding, tag suitability, training and the first discrepancy review. Standard remote deployment does not mean on-site label attachment, full data cleanup or third-party ERP integration is included.

Start with a defined physical and business pilot. Obtain device models, tag quantities and the service list before fixing the budget. An undated hardware ceiling without quantities is not a valid upper bound for every office.

Use the AssetaGuard software trial to verify workflows: 14 days, 100 assets and up to 5 accounts. Hardware, implementation and maintenance are scoped separately.