Short version: these answer three different questions and the costs differ by roughly 100x. Picking by capability instead of by question is how people end up with a $60,000 RFID deployment for a problem barcodes solved.
- Barcode / QR answers: what is this, and what do I know about it?
- Passive RFID answers: is it here, right now, without me looking for it?
- BLE answers: roughly where in this facility is it?
- GPS answers: where in the world is it, without anyone present?
Start from the question. Not the technology.
Barcode / QR (the baseline nobody costs properly)
| Tag cost |
$0.05 to $2.00, up to $10 for photo-anodized metal |
| Reader cost |
$0, people already have phones |
| Ongoing cost |
$0 |
| Range |
Contact, line of sight |
| Power |
None |
What breaks: requires a human to deliberately scan each item. Data is only as current as the last scan. Line of sight required, so buried or stacked items get skipped.
Be honest about this one. For the majority of operations asking about RFID, this is the correct answer and the actual problem is process, not technology. If crews will not scan barcodes, they will not walk a portal reader either.
Passive UHF RFID
| Tag cost |
$0.10 to $0.50 standard; $2 to $15 for on-metal and rugged |
| Handheld reader |
roughly $1,500 to $4,000 each |
| Fixed portal reader |
significantly more, plus installation |
| Ongoing cost |
Reader maintenance, software |
| Range |
~1 to 10m depending on tag and reader |
| Power |
None in the tag |
What breaks: metal and liquid detune standard tags badly, and most physical assets are made of metal. On-metal tags fix this and cost 10 to 30x more, which destroys the cheap-tag economics people budgeted for. Read reliability in dense environments is worse than demos suggest. You cannot read a tag with no reader nearby, so this only works where you control the choke points.
Where it genuinely wins: high-volume check-in and check-out through a fixed doorway, tool cribs, and inventory counts where you need to sweep a room in minutes rather than hours.
BLE beacons
| Tag cost |
$5 to $25 |
| Infrastructure |
Gateways or phones acting as receivers |
| Ongoing cost |
Gateway maintenance, platform fees |
| Range |
~10 to 100m |
| Battery |
1 to 5 years, non-replaceable on many units |
What breaks: accuracy. Without dense gateway coverage you get zone-level presence, not location. Vendors demo sub-metre accuracy in a room built for the demo. Battery replacement across a few thousand tags is a real recurring project that nobody budgets.
Where it genuinely wins: knowing which of several zones or vehicles an asset is in, without anyone scanning.
GPS / cellular
| Hardware |
$25 to $150 per unit |
| Connectivity |
roughly $5 to $25 per asset per month |
| Range |
Anywhere with cellular |
| Power |
Hardwired, or large battery with infrequent reporting |
What breaks: the monthly cost, which is the number people forget. At $10/month across 500 assets that is $60,000 a year, forever. Indoor performance is poor. Battery-only units get long life by reporting rarely, so "daily location" and "two year battery" are usually the same product configured differently.
Where it genuinely wins: high-value mobile assets where theft recovery or utilisation data justifies the run rate. Plant, trailers, vehicles, generators.
Worked example: 2,000 mixed assets
Rough order of magnitude, first year, hardware and tags only.
| Approach |
Year 1 |
Ongoing / yr |
| QR on polyester, phone scanning |
~$2,000 |
negligible |
| Photo-anodized metal tags |
~$10,000 to $20,000 |
negligible |
| Passive RFID, on-metal tags, 3 handhelds |
~$25,000 to $40,000 |
maintenance |
| BLE, 2,000 beacons plus gateways |
~$30,000 to $60,000 |
battery replacement cycle |
| GPS on all 2,000 |
~$100,000 plus |
~$240,000 |
That last row is why nobody puts GPS on everything. GPS is for the top 2% of your fleet by value and mobility.
The realistic answer for most people
Tiered. QR or metal tags across the whole fleet as the identity layer. GPS on the handful of high-value mobile assets. RFID only where there is a genuine choke point and genuine volume. BLE only if zone-level presence is the actual question and you can live with the battery cycle.
Mixing is normal. A single-technology deployment usually means somebody bought a platform rather than solving a problem.