IT Department Budget Planner
Plan your full IT budget — hardware, software, cloud, security, and staffing. See category breakdowns and per-employee costs.
Configure Your Inputs
Adjust the values below and see results update instantly
Company headcount
Laptops, monitors, equipment
All SaaS + on-prem licenses
AWS, Azure, GCP, hosting
Antivirus, VPN, monitoring
IT team headcount
Including benefits
Certifications, courses
Your Results
Calculated in real-time based on your inputs above
Annual IT Budget
$399,000
$665 per employee / month
Monthly Total
$33,250
IT Staff Cost / Month
$21,250
Staff % of Budget
64%
Software % of Budget
15%
Cloud % of Budget
9%
Security % of Budget
5%
Estimate Only: These results are approximate calculations based on the values you entered. Actual costs may vary depending on vendor pricing, negotiations, and market conditions.
Pro Tip
Industry benchmark: IT spending should be 4-6% of revenue for most companies, 6-10% for tech companies. Allocate 10-15% of IT budget for security.
Disclaimer: This calculator provides estimates for informational purposes only. It does not constitute financial, legal, or professional advice. We do not guarantee the accuracy, completeness, or reliability of any calculations. Actual costs and results may differ significantly. Always consult a qualified professional before making financial decisions.
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Why Trust This Calculator
All calculations happen locally in your browser
Based on real-world pricing data and industry benchmarks
Zero sign-up required — completely free
Updated regularly with latest pricing trends
Note: All calculations are estimates only and do not constitute financial advice. Consult a professional before making business decisions.
Frequently Asked Questions
What percentage of revenue should go to IT?
Typically 4-6% for non-tech companies and 6-10% for technology companies. Startups may spend 15-25% as they build infrastructure. The exact number depends on industry, company stage, and growth rate.
How do I allocate IT budget across categories?
Rule of thumb: 35-40% staffing, 25-30% software/licenses, 15-20% infrastructure/cloud, 10-15% security, 5-10% training and contingency. Adjust based on your company's specific needs and maturity.
Should I include shadow IT in the budget?
Yes! Studies show 30-40% of IT spending is shadow IT (tools purchased by departments without IT approval). Audit all subscriptions to get the true picture. Centralize procurement to negotiate better rates.
How do I budget for IT in a remote-first company?
Remote companies typically spend 10-20% more on IT per employee: endpoint security, VPN, collaboration tools, home office hardware stipends, and cloud-first infrastructure. Budget $1,500-$3,000 per remote employee annually for tools.
What IT costs are most commonly underestimated?
Integration/maintenance costs (30-50% of license cost), employee onboarding/offboarding (IT time), compliance and audit requirements, technical debt remediation, and disaster recovery/business continuity planning.