Why Managing Devices and Software Separately Is Costing You More Than You Think

Managing company devices and software might seem like two separate tasks, but both depend on the same employee information. When someone joins, changes roles, or leaves, IT needs to update their equipment and software access.

When those processes aren't connected, one change can be recorded in one system but missed in another. IT teams lose visibility into what employees have, what they still need, and which resources could be reassigned or reused.

5 signs disconnected IT management is costing you money

When devices, software, and employee information are managed in different systems, unnecessary costs can be easy to miss. Here are five signs your current approach might be costing you more than you realize.

1. Software access isn't removed when employees leave: IT might recover a laptop but overlook the employee's software accounts. This can leave paid licenses active long after they're needed.

2. New devices are purchased when existing ones could be reused: Without an up-to-date view of returned equipment, IT may order new laptops while suitable devices sit in storage.

3. Role changes lead to unnecessary software access: When employees move between teams, they may receive new applications without losing access to ones they no longer need. This can increase license costs and contribute to privilege creep.

4. Hardware and software spending are reviewed separately: When IT and Finance rely on different records, it's harder to see the full cost of supporting each employee or identify opportunities to reduce spending.

5. IT spends too much time checking different systems: Teams may need to manually compare device inventories, employee records, and software assignments to understand what people have and use. That takes time away from other IT priorities.

Read also what happens when access Isn’t revoked on time.

How to estimate the cost for your business

The example above adds up to $11,460 in potential annual costs. Of that, $6,660 comes from hardware and software spending, while $4,800 represents IT staff time. Actual savings will depend on factors such as software contract terms, and reducing manual work may free up IT capacity rather than lower payroll costs.

To estimate the impact on your business, check three areas:

• Review recent device purchases: How many new devices were ordered while returned equipment was available for reuse?

• Check unused software licenses: Are you still paying for licenses assigned to former employees or people who have changed roles?

• Measure manual IT work: How much time does your team spend comparing employee, device, and software records across different systems?

Use your findings and the calculations in the table above to estimate your annual costs and identify where you have the greatest opportunity to reduce spending.

Read: The Hidden Costs of Poor IT Asset Management (And How To Eliminate Them)

How much does disconnected IT management cost? A look at the numbers

The cost of disconnected IT management isn't always obvious. Unused licenses, unnecessary device purchases, and hours spent on manual work can go unnoticed when they're spread across different budgets.

So what could that look like over a year? Here's a hypothetical example:

All figures are hypothetical and used to illustrate the calculation, not industry averages or guaranteed savings.

How to estimate the cost for your business:

In this example, disconnected IT processes account for $6,660 in avoidable hardware and software spending, plus $4,800 worth of IT staff time over one year. Not all of that translates into immediate savings: software contracts may limit when costs can be reduced, while cutting manual work frees up IT capacity rather than directly lowering payroll expenses.

To understand where your business could save money, start by checking your own records:

• Review recent device purchases: How many new devices were ordered while returned equipment was available for reuse?

• Check unused software licenses: Are you still paying for licenses assigned to former employees or people who have changed roles?

• Measure manual IT work: How much time does your team spend comparing employee, device, and software records across different systems?

Use your findings to calculate the potential annual cost in each area, following the same approach as the table above. This will help you identify where to focus first, whether that's improving device reuse, reclaiming unused licenses, or reducing manual administration.

For more ways to manage IT spending, download our free IT policy template to control costs.

Quick checklist: How to reduce device and software costs

Small changes to how you manage devices and software can help prevent unnecessary spending. Start with these five actions:

☐ Check before buying: See if existing devices can be reused before ordering new ones.
☐ Assign only what's needed: Give employees the software their role requires, not every available tool.
☐ Make offboarding count: Recover devices, remove software access, and review paid licenses when someone leaves.
☐ Review role changes: Remove outdated permissions when employees move between teams.
☐ Keep records connected: Track devices, software assignments, and employee changes together to catch unnecessary costs sooner.

For more on preparing returned equipment for reuse, see our guide to certified data erasure during device offboarding.

How Deel IT helps you manage devices and software together

Deel IT automates devices, access, security, software management, and support across the worker lifecycle, helping teams scale globally with less manual work, fewer security gaps, and better control over IT spending.

With Deel IT, you can:

• Manage devices throughout their lifecycle: Coordinate procurement, delivery, recovery, and redeployment to make better use of existing equipment.

• Remove software access when employees leave: Automatically revoke access when a departure is confirmed in Deel HR or a connected third-party HR system, with a record of every action for your team to review.

• Spot unused software and licenses: See which applications are being used and which identities are inactive through your connected identity provider, with recommended actions to help your team decide which licenses to remove or renewals to renegotiate.

• Simplify IT operations: Manage device logistics, software access, and IT support through connected workflows instead of juggling separate processes.

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FAQ

Do I need to replace my existing IT tools to manage devices and software together?

Not necessarily. You can start by keeping device inventories, software assignments, and employee records up to date. Connecting these systems can reduce manual work, but you don't need to replace everything at once.

How can I tell if I'm paying for software licenses that employees no longer need?

Compare software assignments with employee records and available usage data. Look for licenses assigned to former employees or people who have changed roles, then check whether those licenses can be reassigned or removed.

How can I reduce hardware costs without affecting employees?

Check whether returned devices can be reused before purchasing new ones. Make sure they're suitable for the next employee and have been securely wiped, inspected, and prepared for use.

How does connecting IT to HR data help reduce costs?

When IT systems receive employee updates from HR, teams can coordinate device assignments and software access more easily. This helps prevent unnecessary purchases, overlooked licenses, and manual work during onboarding, role changes, and offboarding.