Can our district buy Edventory with a purchase order?

Yes. Send a purchase order for the plan that fits your size and you receive one annual invoice aligned to your fiscal year. Quotes, W-9s, and sole-source letters are provided on request.

Do we need to run an RFP to buy Edventory?

Usually not. Edventory's published plans run from free to $4,500 a year, which sits under the formal competitive-bid threshold most districts set in their purchasing policy. Check your policy; a quote and a sole-source letter cover the common documentation requirements.

Will Edventory sign our student data privacy agreement?

Yes. Edventory operates as a school official under FERPA, never sells data, and runs no ad-tech or trackers. We are happy to sign your state's student data privacy agreement.

Where is our data hosted and who can see it?

Edventory is hosted in the United States. Each district's data is isolated by district, encrypted in transit, backed up nightly with encrypted off-site copies, and accessible only to the district's own users and the founder for support.

Vendor packet

Everything your business office needs to buy Edventory without a project: how to purchase on a PO, why it usually needs no RFP, the documents procurement asks for, and how student data is handled. If something you need is missing, ask and it will be added here.

How to buy

Start free, no paperwork. The Free plan (up to 100 devices and 100 students) is a real plan, not a trial. Pilot with one school or one cart for as long as you need.
Request a quote for the tier that fits your size. You receive a written quote, a W-9, and a sole-source letter if you want one.
Send a purchase order. One annual invoice, aligned to your fiscal year. No per-student fees, no add-on modules, no implementation fee.
Multi-year option: a three-year agreement takes 50% off year one and locks your rate for the full term, still invoiced once a year.

Request a quote, W-9, or sole-source letter See pricing

Pricing is under most bid thresholds

Plans are flat annual district rates sized by device count or student enrollment, whichever is higher, and every module is included on every plan.

Plan	Size	Per year
Free	Up to 100 devices and 100 students	$0
School	Up to 500 devices and 500 students	$750
Standard	Up to 2,500 devices and 2,500 students	$1,500
District	Up to 10,000 devices and 10,000 students	$4,500

Most district purchasing policies set a formal competitive-bid threshold well above $4,500 a year, so a quote and a PO are typically all that is needed. Confirm the threshold in your own policy; if your district requires documentation for a single-vendor purchase, the sole-source letter below is written for that.

Sole-source letter

A signed copy on letterhead is available on request. The text, so you can check it against your requirements first:

To: [District name] Business Office Re: Sole-source justification, Edventory Edventory is developed, sold, and supported directly by Edventory, based in New Hampshire. There are no authorized resellers or distributors; the software is available only from the developer, so no competitive quotation for the identical product is possible. Edventory is a K-12 technology lifecycle and inventory platform that, in one product and one flat district price, combines: device inventory with automatic Google Workspace and MDM synchronization; Chromebook Auto Update Expiration (AUE) tracking and Apple model identification; multi-team help desks with public request forms and email-to-ticket; loaner pool and repair management; software license and renewal tracking; facilities and event requests; visitor check-in; staff onboarding and offboarding checklists; and a deterministic five-year technology budget forecast generated from the district's own inventory. The district evaluated this combination and found no single alternative product that provides these functions together at a flat, published annual price with a free tier for piloting. Pricing is published at https://edventory.com/pricing. Support is provided directly by the founder. Edventory operates as a school official under FERPA, does not sell data, and will sign the district's student data privacy agreement. Signed: Corey Canfield, Founder, Edventory Date: [date]

Edit the bracketed fields. If your district's form needs different wording, send the form and it will be completed for you.

Student data and privacy

FERPA: Edventory operates as a school official under the district's direct control (34 CFR § 99). Your data is yours.
No data sales, no ad-tech, no trackers. The marketing site uses first-party, cookieless page counts; the application uses one session cookie.
Student data privacy agreements: we will sign your state's SDPA or the district's own agreement.
Retention and deletion: data is kept while the district's account is active so you keep your asset history and audit trail; when a district is deleted, all of its data is permanently removed.
Subprocessors are listed in the Privacy Policy, each bound to use data solely to provide their service.

Security summary

Hosting	United States, on managed cloud infrastructure; each district's data is isolated by district in the application and every query is scoped to the district.
Encryption	TLS for all traffic. Passwords hashed with scrypt and a per-user salt. Stored integration credentials encrypted with AES-256.
Authentication	Per-user accounts with roles, optional two-factor authentication (TOTP) with hashed backup codes, Google sign-in, and immediate revocation of access when a role changes.
Backups	Nightly per-district backups, with encrypted (AES-256-GCM) off-site copies. Districts can also download their own snapshot on demand.
Audit trail	Every administrative action is logged per district with who, what, and when.
Access by Edventory staff	Founder-only, for support, and only within the district's account.
Status	Live uptime and incident history at edventory.com/status.

Need a security questionnaire completed (HECVAT, your state's form, or your own)? Send it through the contact form.

Vendor facts

Vendor	Edventory, New Hampshire, USA
Product	Edventory, K-12 technology lifecycle and inventory management (web application, no installation)
Contact	support@edventory.com
Billing	Annual invoice aligned to your fiscal year; purchase orders accepted; terms stated on the quote
W-9	Provided with every quote, or on request
Support	Email support from the founder, typically within one business day; paid plans go to the front of the queue
Data export	CSV export throughout the application and a full district snapshot on demand; no exit fees

Want to see it before the paperwork? Twenty minutes on a screen share with your own device list.

Book a 20-minute walkthrough