Start with what it costs to run
- Support: your IT provider or staff, and what the agreement covers
- Licenses: Microsoft 365 and other software, counted against your staff list
- Security: monitoring, threat detection and backup
- Cloud and hosting bills
Check license counts against the people who work there today. Unused seats are the easiest line to cut.
Add what has to be replaced
List devices by age. Most companies replace laptops and desktops on a set cycle, which spreads the cost evenly across years.
Microsoft ends security updates for Windows Server 2016 on January 12, 2027. Any 2016 server needs a line for its upgrade or migration.
Check what your insurer and customers expect
Cyber insurance applications ask about MFA, endpoint detection and tested backups. Large customers send security questionnaires. Budget for the controls you'll be asked to confirm.
Then add projects, tied to a roadmap
Projects compete for the same dollars. Rank them against a two- or three-year roadmap, so this year's spending sets up next year's.
Want a second opinion on the plan? A Tech Legion fractional CTO can build the roadmap and budget with you.