How to dispose of equipment from an office location – Firstbase

The ITAD Center lets you securely dispose of retired IT equipment stored at an office location. You can request pickup for devices by category and quantity, track your request from submission through processing, and download compliance documents like Certificates of Destruction and Settlement Reports when available.

Important: This guide covers office pickup requests for equipment at your office locations. It is for declaring devices by category and quantity when you may not have every device tracked in your Firstbase inventory. For assets already stored in a Firstbase warehouse, see How do I manage IT asset disposition from the warehouse?.

Accessing the ITAD Center

After logging in to your Firstbase account, you'll find ITAD Center in the left navigation panel.

The ITAD Center page gives you a single view of your disposition activity:

Overview: Summary of eligible assets across your organization, including assets in warehouses and offices
Requests: List of all your ITAD requests, with search, filters, and status tabs

Starting a New Request

You can start an office pickup request from the ITAD Center page in two ways:

Click Start Request on the overview card at the top of the page
Click Actions in the page header, then select New ITAD Request

Both options open the ITAD request wizard, where you can choose Office as your location type to request pickup for equipment at an office location.

Tip: Use the Actions menu to export your ITAD requests to CSV for reporting or record-keeping.

Creating an Office Pickup Request

Once you've opened the ITAD request wizard, you can submit an office pickup request in three steps.

Step 1: Choose Office as the Location Type

Open the ITAD request wizard from Start Request or Actions → New ITAD Request.
On the first step, select Office as the location type.
Click Continue.

Note: The Warehouse option is for assets already stored in a Firstbase warehouse. For office equipment, choose Office.

Step 2: Set the Pickup Location and Contact Details

Choose where the devices are located and who our team should contact to coordinate pickup.

Option A: Saved Office

Select Saved Office.
Choose an existing office from the dropdown, or click Add a new office to create one.
Enter pickup contact details:

Contact name
Email
Phone number

Option B: One-Time Location

Select One-Time Location.
Enter the pickup address (location name is optional).
Enter the same pickup contact details (name, email, phone).

Note: A one-time location is used only for this request and is not saved to your account. Saved offices can be reused for future requests.

Click Continue when the location and contact details are complete.

Step 3: Declare Devices and Submit

On the final step, specify what equipment you want to dispose of.

For each device category, select a Category and Quantity.
Optionally add Notes with extra details or instructions.
Click Add device category to add the line to your request.
Repeat for additional categories as needed.
Review the summary panel on the right, which shows your pickup location, contact details, and declared devices.
Check both required confirmations:

"I confirm that all details in this ITAD request are correct"
"I confirm that all devices in this request have been unenrolled from remote management systems"

Click Submit.

Important: Make sure all devices have been unenrolled from MDM, Jamf, Intune, or other remote management systems before submitting. Devices that are still enrolled may delay processing.

After Submission

Your request is created immediately with:

A unique Request ID
Status Pickup Requested
Declared device categories and quantities (not yet linked to individual inventory records)

You are taken to the request details page, where you can track progress. Our team coordinates pickup logistics and matches devices to inventory after they are received at a processing facility.

Tip: If your devices are already tracked as assets in Firstbase, you do not need to enter serial numbers at request time. Our team handles matching once items are received.

Tracking Your Request

After you submit an office pickup request, you can monitor its progress from the ITAD Center.

Accessing Your Requests

Click ITAD Center in the left navigation panel.
Scroll to the Requests list on the ITAD Center page.
Click View Details on a request to open its detail page, or click the request ID.

You can also go directly to a request after submission. You are taken to the request details page when the request is created.

Using Search and Filters

The Requests list includes several ways to find specific requests:

Search: Search by request ID, serial number, or inventory ID
Tabs: Filter by All, Pending Action, or Completed
Sort: Sort by Request Date, Request ID, Warehouse, or Resale Value
Filters: Filter by status, office location, source type (Office Pickup or Warehouse), documents (CoD, Settlement Report), and more

Tip: Use the Source filter to show only Office Pickup requests if you manage both office and warehouse dispositions.

Request Status Lifecycle

Office pickup requests move through pickup-specific statuses first, then share the same processing statuses as warehouse ITAD requests.

Pickup phase:

Pickup Requested: Your request has been submitted. A Firstbase team member will reach out to your pickup contact to coordinate logistics.
Self Scheduled Pickup: Pickup has been scheduled.
Arrived at Processing Facility: Devices have arrived at a processing facility and are ready for intake.

Processing phase (shared with warehouse ITAD):

Pending Data Destruction: Request is queued for data destruction processing
Requires Action: One or more devices are still enrolled in a remote management system (MDM). You must unenroll them before processing can continue
Awaiting Recheck: Devices have been marked as unenrolled and are being verified by our team
Pending Settlement: Data destruction is complete. Devices are being evaluated and a settlement report is being prepared
Completed: All processing is complete. Documents are available for download
Cancelled: Request was cancelled before processing completed

Viewing Request Details

On the request details page, you can review:

Request ID and current status
Order placed date, source (Office Pickup), and location
Submitted by and declared device quantity
Total Net Resale Value (shown as unavailable until values are assigned after intake and processing)
Pickup Info: Office location, pickup address, contact details, and tracking number (when provided)
Declared devices: Categories and quantities you submitted

While your request is in Pickup Requested status, you will see a message that a Firstbase team member will reach out to your contact to coordinate pickup details.

Cancelling a Request

You can cancel an office pickup request while it is still in an early pickup status:

Pickup Requested
Self Scheduled Pickup
Arrived at Processing Facility

To cancel:

Open the request details page.
Click Actions in the top right.
Select Cancel Request.
Confirm the cancellation in the dialog.

Once the request moves further into processing, cancellation is no longer available. Contact Firstbase Support if you need help with a request that has already progressed.

Handling "Requires Action" Status

If your request shows Requires Action, some devices are still enrolled in a remote management system (such as MDM, Jamf, or Intune). To resolve this:

Open the request details page.
Review the list of assets that require unenrollment.
Unenroll the devices from your MDM or management system.
Click Mark as unenrolled for individual assets, or Mark all assets as unenrolled to update all at once.
The request status will change to Awaiting Recheck while our team verifies the unenrollment.

Tip: Make sure devices are actually unenrolled from your management systems before marking them as unenrolled. Our team will verify this, and devices that are still enrolled may be flagged again.

Downloading Compliance Documents

After your office pickup request has been processed, you can download compliance documents from the ITAD Center.

Available Documents

Depending on the request status and processing stage, you may have access to:

Certificate of Destruction (CoD): Available after data destruction is complete. Certifies that data-bearing assets were securely destroyed according to industry standards.
Settlement Report: Available after all devices have been evaluated and settled. Provides detailed information about the final value and disposition outcome for each device.
Credit Memo: Available when a credit memo has been issued for your request (if your organization participates in the ITAD credits program).

How to Download Documents

Go to ITAD Center in the left navigation panel.
Find your request in the Requests list.
When documents are available, you will see document badges (CoD, Settlement Report, and/or Credit Memo) on the request card.
Click the Download button on the request card.
In the download modal, select which document(s) you want to download:

Settlement report: Final settlement details for the request
CODs: Certificate(s) of data destruction
Credit Memo: Credit memo for the request (when available)

Click Download next to each document you need.

Note: Document download is available from the request card on the ITAD Center page. Open the request details page to view status, pickup information, and declared devices.

Document Availability Timeline

Certificate of Destruction: Typically available after data destruction processing is completed and the request reaches Pending Settlement or Completed status.
Settlement Report: Available once all devices have been evaluated and the request reaches Completed status, or when all items have settlement data.
Credit Memo: Available when issued as part of your organization's ITAD credits program.

Important: We recommend downloading and archiving these documents to your organization's internal document management system. These documents may be required for compliance audits and financial reconciliation.

FAQs

What is the difference between Office Pickup and Warehouse ITAD?

Both options are in the same ITAD Center wizard, but they serve different situations:

	Office Pickup	Warehouse ITAD
Use when	Retired equipment is at an office location	Assets are already stored in a Firstbase warehouse
How you submit	Declare devices by category and quantity	Select specific tracked inventory assets
Serial numbers	Not required at request time	Required (selected from inventory)
Tier requirement	Not tier-gated	Requires ITAD Services tier
Pickup logistics	Firstbase coordinates pickup from your office	Not applicable (assets are already in the warehouse)

Choose Office Pickup when you need to dispose of equipment at an office and may not have every device tracked in Firstbase inventory. Choose Warehouse when the assets are already in a Firstbase warehouse and appear in your eligible assets list.

Do I need to enter serial numbers when requesting an office pickup?

No. Office pickup requests are submitted by declaring devices by category and quantity. You do not need to select individual inventory records or enter serial numbers at request time.

If your devices are already tracked as assets in Firstbase, our team will match them to inventory after the devices are received at a processing facility. You can optionally add notes per category to help identify devices or provide special instructions.

What happens after I submit an office pickup request?

Your request is created immediately with status Pickup Requested and a unique Request ID. A Firstbase team member will reach out to your pickup contact to coordinate pickup logistics.

After devices are picked up and received at a processing facility, they are matched to inventory (or new asset records are created), then processed through the standard ITAD pipeline: data destruction, settlement, and completion. You can track status changes in ITAD Center throughout the lifecycle.

Can I cancel an office pickup request?

Yes. You can cancel while the request is in Pickup Requested, Self Scheduled Pickup, or Arrived at Processing Facility status.

Open the request details page, click Actions, and select Cancel Request. Once processing has moved beyond these early pickup statuses, cancellation is no longer available. Contact Firstbase Support if you need assistance.

Which device categories are eligible for office pickup?

Office pickup supports ITAD-eligible device categories, including:

Computers
Mobile Phones
Monitors
Drawing Tablets
Tablets
External Hard Drives

Only eligible categories appear in the device declaration step. If a category is not listed, it cannot be included in an office pickup request.

Can I include existing or tracked assets already at an office location in this request?

No. Office pickup requests are submitted by category and quantity, not by selecting individual assets from your inventory.

Even if the devices are already tracked in Firstbase and assigned to an office, you do not need to select them one by one. Declare the categories and quantities you are disposing of, and our team will match devices to your inventory after they are received.

You can add optional notes per category if you want to call out specific devices or give our team extra context.

Why does Total Net Resale Value show as unavailable on my request?

New office pickup requests start with no assigned resale value. Total Net Resale Value displays as unavailable until devices are received, matched to inventory, and evaluated through the ITAD processing pipeline.

This is expected for category-based office declarations. Values are assigned after intake and processing, not at request creation.

What if my devices are still enrolled in MDM or another remote management system?

You must unenroll devices from remote management systems (such as MDM, Jamf, or Intune) before submitting your request. You are asked to confirm unenrollment when you submit.

If enrollment is detected during processing, your request may move to Requires Action. Unenroll the devices from your management system, then mark them as unenrolled on the request details page. The request will move to Awaiting Recheck while our team verifies.

How long does the office pickup and disposition process take?

Timing depends on pickup logistics and processing volume. After you submit, a Firstbase team member coordinates pickup with your contact. There is no self-serve scheduling in the platform.

Once devices arrive at a processing facility, processing typically follows a similar timeline to warehouse ITAD (often several business days to a few weeks), depending on volume and whether any devices require unenrollment from remote management systems. Track progress in ITAD Center for status updates.

Is office pickup available through the Public API?

Not yet. Office pickup is not currently available through the Public API.

Today's ITAD Public API endpoints support warehouse ITAD only (create requests from inventory IDs, list eligible warehouse assets). For now, submit office pickup requests through ITAD Center in your Firstbase account.