How to Build a Simple IT Budget for Your Small Business
When you’re running a small business or startup, it’s easy to treat IT costs as unpredictable — something you just deal with when something breaks.
But with a little planning, your IT budget can be simple, steady, and easier to manage year on year.
Here’s how to build one that works for your business.
Step 1: List the Essentials
Start with the basics — the things your business can’t function without:
Laptops or PCs (and who uses them)
Software subscriptions (Microsoft 365, antivirus, accounting tools etc.)
Broadband or leased lines
Mobile phones or VoIP systems
Backup and security tools
Tip: Use a spreadsheet or whiteboard and write down who uses what and how often it's needed.
Step 2: Plan for Maintenance
You’ll need to budget for:
Support (even part-time or ad hoc)
Software renewals
Repairs or replacements (usually every 3–5 years)
Occasional consultancy (e.g. new office setup, system reviews)
Try to split this into monthly or annual costs so you can track it easily.
Step 3: Think About Growth
If you plan to hire or scale soon, include the cost of:
A new laptop and software licence per hire
Email and account setup
Any extra storage, bandwidth or tools
It’s cheaper to plan than to panic-buy later.
Step 4: Don’t Forget Security
Security isn’t a luxury anymore. Even basic protections should be part of your core budget:
Two-factor authentication (2FA)
Device encryption and antivirus
Cloud backups
Training for spotting phishing attacks
Cyber incidents are often more expensive than any of the tools that would have prevented them.
Step 5: Add a Contingency
Set aside 10–15% for the unexpected — a crashed laptop, scam email, or broken printer. A little buffer keeps surprises from becoming crises.
Local help, without the jargon
I help SMEs across Newry, Mourne and Down create realistic, clear IT budgets – even with limited time or tech know-how.
🟢 Need a hand building yours? I’ll sit down, explain the options, and help make it all make sense.