Every laptop tracked. Every warranty managed.
Spare parts on hand for the day something dies.
Per-device monthly coverage for your whole fleet. Asset inventory, depot repair, refresh planning, end-of-life disposal. When a 3-year-old laptop fails, the replacement is in the user’s hands the same day, not three weeks from now.
Different from On-Site IT Support (one-time dispatch) and Vendor Management (paper RMA tracking). Standard tier included with Inventive Prime Enterprise.
A dead laptop shouldn’t mean a three-week procurement scramble.
Fleet hardware fails on a predictable curve. We get ahead of it so you stop firefighting and start budgeting.
Your fleet, our problem
Every laptop, monitor, switch, AP, and server is tagged, serial-tracked, warranty-tracked, and refresh-planned. One dashboard of every piece of hardware you own. No more spreadsheets.
Spare parts on hand
Premium tier keeps swap stock locally (laptops, common docks, keyboards, mice, monitors). When something dies, the user has a working replacement same-day. No purchase orders, no waiting on freight.
Refresh planning that doesn’t surprise the CFO
Quarterly fleet aging reports. We plan the refresh 6 months ahead so hardware capex is a line item on the budget, not an emergency PO at quarter-end.
End-of-life done right
Secure data destruction with certificate. R2-certified e-waste partner for compliance. Asset retirement records that match what the bookkeeper depreciated. Audit-clean every quarter.
Four pillars of fleet hardware care, one monthly subscription.
If it has a serial number and a depreciation schedule, it belongs in the program.
Asset inventory + tracking
Every device tagged with a serial number, owner, warranty status, purchase date, and refresh-target date. Live dashboard you can pull at any time. Reconciled quarterly against payroll and accounting depreciation schedule.
Depot repair and unit swap
Laptops, desktops, monitors back in 48 hours standard (Lite/Standard) or 4 hours with Premium swap stock. Servers and network gear coordinated against vendor SLAs (Cisco SmartNet, Dell ProSupport, Meraki RMA). Loaner units while yours is out.
Lifecycle and refresh roadmap
Quarterly fleet aging report. 6-month rolling refresh schedule with budget forecast. Spec recommendations tied to role (developer workstation vs. front-desk vs. warehouse rugged). No more “we need 14 laptops by Monday” emails.
Secure decommission and disposal
NIST 800-88 wipe or physical destruction. Certificate of data destruction per asset. R2-certified e-waste recycling. Asset retirement records matched against accounting. Resale/donation pathway for usable retired gear (proceeds back to you).
Hardware Maintenance is a fleet program. It is not on-site dispatch, paperwork-only warranty tracking, or general IT.
If you need something else, the right product is named below. Don’t buy this product for the wrong reason.
- • Server room down right now
- • One-time installs at a remote office
- • After-hours emergency dispatch
- • You need someone holding a screwdriver this hour
Use On-Site IT Support dispatch.
- • You only want RMA tickets filed
- • No physical fleet program
- • Your IT team handles the hardware work
- • You just need someone owning the vendor calls
Use Vendor Management instead.
- • Day-to-day helpdesk and password resets
- • OS imaging and software install
- • M365 admin, AD/Entra, identity work
- • Network admin and firewall config
Use Plans or Prime.
- • One-off spec/buy for new build-out
- • M&A hardware due-diligence
- • Greenfield office hardware planning
- • Capacity planning beyond refresh cycle
Use vCIO or IT Consulting.
Hardware Maintenance is a recurring fleet program for clients with 15+ devices who want the asset lifecycle owned end-to-end. If that doesn’t describe what you need, one of the products above will fit better and save you money.
Per-device monthly coverage.
Price scales with the fleet. All tiers include the asset inventory dashboard and quarterly fleet health report. Tiers scale by device types covered, swap SLA, and whether we keep spares on hand for you.
- Laptops, desktops, monitors, peripherals only
- Asset inventory and serial tracking
- 48-hour depot repair turnaround
- Loaner unit while yours is out
- Quarterly fleet health report
- Vendor warranty claim filing
- Annual refresh planning summary
- Everything in Lite, plus:
- Servers, switches, APs, firewalls covered
- 24-hour depot turnaround on critical assets
- Quarterly refresh planning meeting (not just report)
- Spec recommendations by role (dev, ops, front-office)
- Vendor SLA management (SmartNet, ProSupport, Meraki)
- Out-of-warranty repair coverage (parts + labor)
- End-of-life decommission with certificate
- Everything in Standard, plus:
- Local spare-stock for common units (laptops, docks, monitors)
- 4-hour swap SLA on covered devices
- Monthly fleet health meeting (not quarterly)
- Named hardware program manager
- Capacity planning beyond refresh cycle
- R2-certified e-waste pickup quarterly
- Resale/donation pathway for retired assets
Month-to-month, 60-day notice to cancel. 15-device minimum on all tiers. Inventive Prime Enterprise (20+ users) clients receive the Standard tier at no additional cost. Premium can be added at the per-device delta ($23/device/mo above included Standard). Pairs naturally with On-Site IT Support for one-time installs and Vendor Management for paper-only warranty work.
Built for Phoenix businesses with a fleet to keep alive.
Anywhere downtime costs money or every laptop is a billable workstation, Hardware Maintenance is the right call.
Three steps to a fleet that stops surprising you.
Most clients are fully tagged and on the dashboard inside two weeks. The fleet audit alone usually surfaces 10 to 20% of assets nobody knew were still on the network.
Fleet discovery audit
On-site walkthrough. Asset count, age profile, warranty status, refresh recommendation. Output: complete asset register and tier recommendation. No commitment, you keep the audit register either way.
Coverage onboarding
Tag and log every asset. Link serials to vendor portals. Populate the dashboard. Set up depot logistics and (for Premium) stage spare stock locally. Baseline fleet health snapshot.
Ongoing program
Active monitoring, depot repair as needed, monthly fleet health email, quarterly (or monthly for Premium) refresh planning meeting. Annual reconciliation against accounting depreciation schedule.
Common questions before signing.
How is this different from Vendor Management?
Vendor Management handles the paperwork side of vendor relationships, including warranty RMA filing across all your vendors. Hardware Maintenance is the physical fleet program: depot repair, spare parts on hand, refresh planning, end-of-life disposal. Vendor Management files the RMA. Hardware Maintenance hands the user a working laptop while the RMA is in flight. Most 50+ user shops want both.
How is this different from On-Site IT Support?
On-Site IT Support is pay-per-visit dispatch (hourly + dispatch fee) for one-time or emergency hands-on work. Hardware Maintenance is a recurring per-device subscription for ongoing fleet care. You can use both: Hardware Maintenance for the fleet program, On-Site dispatch for one-off installs at a new branch.
What devices count toward the tier price?
Lite covers laptops, desktops, monitors, and common peripherals (docks, headsets, keyboards, mice). Standard adds servers, switches, access points, firewalls, and storage appliances. Premium covers everything plus printers, MFPs, and any specialty hardware in scope at audit. A typical 25-user office has 30 to 45 devices in scope. We count yours during the free fleet audit.
What’s the swap SLA on Premium really?
4 business hours from ticket open to working replacement in the user’s hands, on covered laptops and desktops within metro Phoenix. Conditional on the device being on the covered list, the failure being a hardware failure (not user error or theft), and a comparable spare being staged locally. We stage the spare list with you at onboarding so there are no surprises.
Do you procure new hardware?
Yes, but it’s billed separately at our cost + 10% (no spec games, you see the invoice). Refresh planning is included in Standard and Premium, so when it’s time to buy, you already know what and when. Net-new procurement for a brand new office or M&A scenario is a vCIO or IT Consulting project, not Hardware Maintenance.
What if I have mostly old, out-of-warranty hardware?
Standard and Premium include out-of-warranty repair coverage (parts + labor) for assets under 7 years old. Anything older we evaluate at audit: usually the right call is a refresh, not endless repair. We’ll be straight with you about which assets are worth keeping under coverage and which should retire.
What happens to retired assets?
NIST 800-88-compliant data wipe or physical destruction per device. Certificate of data destruction issued per asset. Working units go to our R2-certified e-waste partner for resale (proceeds back to you, net of handling) or donation. Non-working units to R2 recycle. Asset retirement records signed off and matched to your accounting depreciation schedule.
Can I bundle this with Plans/Prime?
Yes. Prime Enterprise (20+ users) clients receive the Standard tier of Hardware Maintenance at no additional cost. Prime (1 to 19 users) clients can add any tier at standard pricing. Plan 2/6/8 clients can add any tier separately. Hardware Maintenance is its own product so the per-device math stays transparent on every invoice.
Free 2-hour fleet audit.
You’ll leave with a complete asset register.
No commitment. We walk the office, count and tag every device, and hand you a register with warranty status, age, and refresh recommendation. Whether you sign on or not, you keep the audit.
Standard tier included with Inventive Prime Enterprise. Pairs with Vendor Management (paper RMA work) and On-Site IT Support (one-time dispatch).