10 cost-effective ways to implement an RFID system for small and medium-sized businesses

RFID (Radio Frequency Identification) technology is increasingly being adopted by businesses to enhance asset management, streamline warehouse operations, and boost productivity. However, for small and medium-sized enterprises (SMEs), cost remains a significant barrier that makes many business owners hesitant to implement RFID systems.

So how can you deploy an RFID system while keeping costs low and efficiency high? Below are 10 simple yet highly effective cost-saving tips you shouldn’t overlook.

1. Assess actual needs and create a clear plan

Before investing in any equipment or solution, the most important step is to fully understand your business needs:

• What do you need RFID for? Warehouse management? Asset tracking? Security enhancement?

• What is the deployment scale? A pilot project in one warehouse or full-scale across the system?

Careful assessment and detailed planning will help you avoid unnecessary purchases, optimize your budget, and focus on critical improvement areas.

2. Choose RFID tags that match your usage needs

RFID tags come in various types, from single-use to rewritable tags, from low-cost to high-end encrypted tags.

• Low-cost tags: Ideal for short-term use or low-value items.

• Rewritable tags: Suitable for applications requiring multiple read-write operations or involving high-value assets.

👉 You might want to check out Types of RFID tags.

Choosing the right tag for your use case saves money while maintaining performance.

3. Prioritize standardized RFID solutions

Building a customized RFID system from scratch can be very expensive. Instead, consider:

• All-in-one RFID packages offered by providers (including tags, readers, software, etc.).

• Systems that have already been tested and deployed successfully.

✅ Benefits: Save on software development costs, reduce deployment time, and ensure easier maintenance and upgrades.

4. Optimize the location and quantity of RFID readers

RFID readers are among the most expensive components of an RFID system.

💡 To save money:

• Install readers only at essential control points like entry/exit gates, conveyor belts, packing areas.

• Test before permanent installation to find optimal signal reception spots.

👉 You don’t need many—just the right ones in the right places can save you tens of millions of VND.

5. Use open-source or free RFID software

Management software is crucial for an RFID system, but expensive programs aren’t always necessary. You can opt for open-source software instead.

👉 You might be interested in A beginner’s guide to open-source RFID software.

• Customization: If you have the in-house expertise, customize the software to meet your specific needs. Or let Beetech develop professional software tailored to your business at the most affordable cost.

6. Purchase equipment in reasonable quantities and negotiate prices

You’ve probably heard the saying, “The more you buy, the bigger the discount.” So:

• Buy RFID tags and devices in bulk to enjoy volume discounts.

• Don’t hesitate to use your negotiation skills to secure the best prices and payment terms (if the vendor doesn’t list prices online, it usually means they’re open to negotiation).

7. Check compatibility before purchasing new devices

Buying incompatible equipment can force you to replace your entire system, leading to major costs.

👉 Before purchasing, check:

• Are the readers compatible with your current tags?

• Does the device support your existing OS/software?

✅ Doing compatibility checks from the start avoids unnecessary expenses later on.

8. Partner with a trusted, long-term supplier

Choose RFID providers with a solid reputation and proven experience. (Did you know that if a supplier goes bankrupt, your devices might no longer be supported or repaired, costing you even more?)

Look for providers who don’t just sell products but also offer technical support and implementation advice. Great after-sales service can help reduce future repair and maintenance costs.

👉 Luckily, Beetech has 12 years of experience and is a trusted partner for many businesses. We offer not just products and solutions, but also professional repair services. Enjoy benefits like:

• 1-year warranty

• 1-for-1 exchange within 30 days for defective products

• Free delivery in urban areas

• Deep discounts for upfront payments

• On-site setup and training by technical staff

9. Train staff to use and maintain the RFID system

No one understands and operates your system better than your own employees.

👉 Therefore, you should:

• Provide basic training on using RFID equipment (reading tags, checking errors, etc.).

• Teach simple maintenance to extend device lifespan.

✅ This reduces outsourcing costs and helps you resolve small issues in-house.

10. Monitor, evaluate, and continuously optimize after deployment

Installing an RFID system is not a one-time setup. To reduce long-term operating costs:

• Regularly monitor system performance

• Track errors and identify weak points

• Adjust reader placement or inventory procedures as needed

💡 Suggestion: Conduct evaluations every 3 to 6 months to improve efficiency and ensure continued cost optimization.

Conclusion

Implementing an RFID system is a strategic investment. But with the right approach, you can achieve high performance at a reasonable cost.

Keep these 10 cost-saving strategies in mind and apply them step by step. This way, your business can not only save money but also lead the way in digital transformation and operational excellence.

🎯 Need advice on cost-effective RFID deployment for your SME?
Beetech is ready to support you — from hardware and software to expert technical assistance.

📧 Email: info@beetech.com.vn
🌐 Website: https://beetech.com.vn