Hidden costs when buying IT: IT managers should be aware of these hidden costs

Published: April 29, 2025

At first glance, the decision to buy new laptops, smartphones or monitors seems simple: list price, order, done. But if you take a closer look, you realize that the purchase price is only part of the total cost.

Many companies underestimate hidden costs - hidden expenses that only become apparent during the course of the usage cycle. These additional costs can place a considerable burden on IT budgets, slow down efficiency and bring economic disadvantages in the long term.

The biggest hidden costs when buying an appliance

1. administrative expenses and internal resources

The tasks increase with every new device: Coordinating orders, keeping an inventory, managing warranties, processing support requests.

What is still manageable with ten devices can quickly make a separate administration department necessary with a fleet of 100 or more - with corresponding personnel costs. Tasks such as invoice processing, asset registration and IT asset disposal can add up to up to €85 per device.

2. repairs, downtimes and replacement procurement

Even modern, high-quality devices are not spared from defects. Every failed notebook not only means repair costs, but also unproductive working time, coordination effort and possible project delays. If there are no central replacement pools, replacements become expensive and time-critical.

According to Forbes, the average cost of one minute of IT downtime for corporations is around USD 9,000. IT downtime also often has a significant impact on the costs of small and medium-sized companies.

3. technology obsolescence and rising operating costs

Once devices have been purchased, they are often used for longer than is technologically sensible. Old hardware causes higher support costs, problems with software updates, inefficient energy consumption - and ultimately reduced employee productivity.

4. disposal and data deletion

Once a device has been decommissioned, the next process begins: secure data erasure in accordance with GDPR standards, disposal or resale.

Mistakes here can not only be expensive, but can even be legally problematic. Consequently, improper disposal can lead to considerable financial and reputational damage.

5. miscalculation of demand and utilization

Purchasing decisions are often based on forecasts. But markets are changing: teams are growing faster, locations are being closed, working models are changing. Equipment that was bought "for later" becomes obsolete in stock and ties up capital without providing any benefit.

What IT managers can learn from hidden costs

Hidden costs are real - and they add up faster than many people think. A holistic view of the total cost of ownership (TCO) is therefore a must for any modern IT strategy.

The important thing is:

• IT equipment must not only be purchased, but also managed, maintained and disposed of securely.
• Predictable budgets, flexible scaling and the reduction of operational tasks are becoming increasingly important.

💡 One solution: rental models offer new scope

Rental models - for example as part of Device-as-a-Service (DaaS) - address many of the challenges mentioned.

• Maintenance and replacement are often included, reducing downtimes.
• Flexibility in the number of devices allows adaptation to current company requirements.
• Secure return and data deletion are integrated as standard.
• Liquidity is maintained as there is no need for high initial investments.

Of course:

Not every organization needs a complete rental strategy right away. But especially in fast-growing, hybrid or dynamic companies, rental models can help to reduce hidden costs and relieve IT teams of operational tasks.

What companies can do to avoid hidden costs

Hidden costs do not disappear by themselves - they must be actively addressed. IT managers and procurement teams should take the following steps:

1. take stock and create cost transparency

An honest analysis of the total costs associated with IT equipment quickly reveals where costs are hidden:

• Maintenance
• Administration
• Repairs
• Downtimes
• Waste disposal

2. optimize internal processes or outsource them in a targeted manner

Not every task must (and should) be solved internally. Where in-house processes are too time-consuming or error-prone, it is worth looking into outsourcing options, for example for device management, support or returns.

3. question and rebuild partner relationships

Existing suppliers or IT partners should also be put to the test:

• Are the price, performance and reaction speed still right?
• Can services be expanded or standards improved? Strategic partnerships are crucial in order to sustainably reduce expenditure and hidden costs.

4. understand IT procurement as a strategic task

Instead of seeing IT as a one-off project or pure resource management, companies should think strategically about IT procurement and approach the topic accordingly:

• Take life cycles into account
• Plan for scalability and flexibility
• Focusing on safety and efficiency

5. seriously consider alternative models

Those who stick with the classic purchase strategy bear most of the costs and risks themselves. Rental models such as Device-as-a-Service (DaaS) take over many tasks automatically:

• Management, maintenance, replacement, return included
• Scalability on demand
• Liquidity advantages through OPEX financing

All in all, this means In many cases, IT rental is not only more flexible and less risky - it is also actually more cost-effective than a traditional purchase.

➡️ We show exactly what strategic procurement and financing can look like in detail in the guide: Procurement & financing of IT hardware - strategies, processes & partner selection

➡️ Curious?

Find out here how flexible rental solutions can make your IT procurement more efficient:

Find out more: Rent technology with Lendis

Eric Grieben

This post is written by Eric Grieben, Chief Operating Officer (COO) at Lendis. Eric oversees the core operations of Lendis. Together with his team, he ensures that all logistics run smoothly and maintains a high standard of service for our customers. In his posts, he shares his expertise on how to create work environments and empower employees to achieve maximum productivity.