Most SMBs build their IT budget by copying last year's and adding a percentage. The result is predictable: a server that fails in March, a forgotten licence renewal in June, and a project postponed for the third year in a row. August is the right time to do better — before the fall rush and year-end decisions.
1. Computer Fleet Renewal
A desktop is generally productive for 4 to 5 years, a laptop slightly less. Take inventory, identify devices that will reach that age in 2027, and spread their replacement over the year rather than changing everything at once. Do not forget machines still running Windows 10.
2. Licences and Subscriptions
Microsoft 365, antivirus, backup, line-of-business software: these costs grow with headcount and vendor price increases. List every subscription, its renewal date, and the number of licences actually in use. It is common to find licences still paid for former employees.
3. Security
Cyber insurers tighten their requirements every year: MFA everywhere, immutable backups, employee training, sometimes an audit. Plan for these amounts rather than discovering them when your policy renews.
4. Network Infrastructure
Firewalls, switches, and Wi-Fi access points also reach end of life: once the manufacturer stops releasing updates, the device becomes a vulnerability. Check end-of-support dates and budget for replacements that fall in 2027.
5. Projects
Cloud migration, new telephony, office fit-out: every project has direct costs, but also internal time. Rank them by business value and keep only those you can realistically complete.
6. A Contingency Reserve
Keep a margin of about 10% for failures, unplanned hires, and emergencies. A planned reserve avoids cutting security at the first surprise.
From a Reactive Budget to a Planned One
A three-year IT roadmap turns unexpected spending into predictable amounts, spread out and approved in advance. Our advisors can produce the inventory, price each line item, and hand you a budget ready to present to management.