How to use this template: Fill in the yellow input fields with your actual or estimated costs. The template covers all major IT budget categories. Print or save as PDF when complete to share with stakeholders.
Section 1 — Annual IT Budget Worksheet
Enter your monthly or annual costs for each category. Tip: get 3 quotes for any item over $5,000.
Hardware & Infrastructure
| Item | Qty | Monthly Cost | Annual Cost |
|---|---|---|---|
| Desktop/laptop computers (new purchases) | |||
| Servers (new or lease) | |||
| Networking equipment (switches, routers, APs) | |||
| Monitors and peripherals | |||
| Printers and print management | |||
| UPS / power protection | |||
| Hardware Subtotal | |||
Software & Licences
| Item | Users | Monthly Cost | Annual Cost |
|---|---|---|---|
| Microsoft 365 Business | |||
| Accounting software (MYOB, Xero, QuickBooks) | |||
| CRM software | |||
| Antivirus / endpoint security | |||
| Industry-specific software | |||
| Other SaaS subscriptions | |||
| Software Subtotal | |||
IT Support & Services
| Item | Monthly Cost | Annual Cost | |
|---|---|---|---|
| Managed IT services / MSP fee | |||
| Ad-hoc IT support (break-fix) | |||
| Cybersecurity monitoring | |||
| Backup & disaster recovery | |||
| Security awareness training | |||
| Support Subtotal | |||
Connectivity & Cloud
| Item | Monthly Cost | Annual Cost | |
|---|---|---|---|
| Business internet (NBN/fibre) | |||
| Mobile phones & plans | |||
| Cloud hosting & infrastructure | |||
| VPN / remote access solution | |||
| Connectivity Subtotal | |||
| TOTAL ANNUAL IT BUDGET | |||
Section 2 — Hardware Refresh Cycle Planner
Hardware should be refreshed on a regular cycle to avoid reliability issues and security risks. Recommended refresh cycles: computers every 3–4 years, servers every 4–5 years, networking every 5–7 years.
| Asset | Purchase Year | Cost | Life (years) | Annual Depreciation | Refresh Due |
|---|---|---|---|---|---|
| Workstations | 4 | ||||
| Laptops | 4 | ||||
| File server | 5 | ||||
| Network switches | 6 | ||||
| Firewall / router | 5 | ||||
| Wireless access points | 5 | ||||
| Printers / MFDs | 5 |
Section 3 — Software Licence Tracker
Use this to track all software subscriptions, renewal dates, and actual vs licensed user counts. Unused licences are a common source of waste.
| Software | Licences Paid | Actual Users | Monthly Cost | Renewal Date | Notes |
|---|---|---|---|---|---|
| Microsoft 365 | |||||
| Accounting software | |||||
| CRM | |||||
| Antivirus / EDR | |||||
| Backup solution | |||||
Section 4 — 3-Year IT Cost Projection
Use this to model IT costs over three years, accounting for hardware refresh cycles and expected growth.
| Category | Year 1 (Current) | Year 2 | Year 3 |
|---|---|---|---|
| Hardware (including refresh) | |||
| Software & licences | |||
| IT support & managed services | |||
| Connectivity & cloud | |||
| Contingency (10–20%) | |||
| Annual Total |
Brisbane Benchmark: A well-managed IT budget for a 20-staff business typically runs $45,000–$70,000 per year (all-inclusive). Per-employee IT cost should be $200–$450/month. If yours is outside this range, book a free assessment with our team.