MSPs must take a proactive approach to help their clients prepare for the Windows 10 End of Life (EOL) and what’s needed for Windows 11 hardware upgrades. Since the cost per machine can range from $1,200 to $2,000, upgrading dozens or even hundreds of devices across an organization represents a significant capital expense.
Businesses must be financially prepared for these costs, so MSPs need to initiate budget planning conversations immediately to be considered in 2025 client spending.
Early Planning is Critical
Cost Breakdowns
1. Hardware Costs
- Windows 11 upgrades systems with TPM 2.0, 8th-gen Intel processors or equivalent, and other higher specs. For most companies, this means replacing outdated PCs that don’t meet the requirements.
- The typical cost per device ranges between $1,200 and $2,000. This includes business-class laptops or desktops with the necessary specifications to run Windows 11 efficiently.
2. Total Cost for Businesses
- For a business with 50 employees, this could translate to a capital expense of $60,000 to $100,000 just for hardware replacements. That doesn’t include additional software licenses, support, or migration services.
- Multiply this by larger organizations with hundreds of employees, and the expense grows exponentially.
Why These Conversations Should Start in ASAP
Although the ideal time to kick off budget conversations was Q4 2024, it’s not too late. Starting these discussions immediately is crucial. This way, clients can still budget effectively and plan for Windows 11 upgrades.
By acting swiftly, MSPs can:
- Help clients avoid last-minute financial strain by addressing upgrade expenses early in 2025.
- Ensure that clients prioritize provisions for device refreshes and related IT services, reducing the risk of delays as the October 2025 deadline approaches.
- Propose phased plans that allow clients to spread out expenses and avoid a sudden capital hit later in the year.
What MSPs Should Cover in Budget Conversations
When planning with clients for 2025, MSPs should focus on these key points:
- Highlight the EOL Timeline: October 14, 2025, is the firm deadline for Windows 10 support. By starting now, clients can phase upgrades over the next several months rather than rushing to meet the deadline.
- Present Cost Estimates: Provide clear estimates for hardware costs (e.g., $1,200–$2,000 per machine) and related services like installation, software upgrades, and data migration.
- Offer Financing or Leasing Options: For clients concerned about large upfront expenses, suggest flexible financing options. Leasing or hardware-as-a-service (HaaS) options help spread out the financial impact over time.
- Emphasize Long-term ROI: Explain how modernizing hardware will enhance productivity, strengthen security, and reduce downtime. Ultimately, all this leads to significant cost savings.
Mark Your Calendar: Budget Planning Timeline for Early 2025
March 2025
- Initial Outreach: Contact clients immediately to discuss the Windows 10 EOL and the need for hardware upgrades.
- Cost Projections: Provide clients with detailed cost estimates for hardware and related services.
- Secure Vendor Pricing: Negotiate with hardware vendors to lock in pricing and availability for your clients.
- Budget Planning Workshops: Host sessions with key decision-makers to discuss hardware refresh strategies, financing options, and phased upgrade schedules.
- Phased Plans: Work with clients to finalize a schedule for upgrades, dividing expenses over several months.
April 2025
- Finalize Budgets: Advise clients to allocate funds in their Q2 and Q3 budgets for hardware and migration services.
- Place Initial Orders: Place orders for hardware to secure inventory and meet the timeline for phased upgrades.
The Importance of Immediate Action
By initiating these conversations now, your clients will be financially prepared and operationally ready for the October 2025 deadline. Acting early in 2025 will reduce the risk of rushed decisions, hardware shortages, and unplanned expenses. It also positions MSPs as proactive, reliable partners. This approach creates new revenue opportunities through hardware sales, installations, and ongoing managed services.
Next Steps
- Want more helpful guidance? Check out our Windows 10 End of Life and Windows 11 Upgrade Answer Center.
- Have a question for our experts? Send it to editors@channelpronetwork.com
ChannelPro has created this resource to help busy MSPs streamline their decision-making process. This resource offers a starting point for evaluating key business choices, saving time and providing clarity. While this resource is designed to guide you through important considerations, we encourage you to seek more references and professional advice to ensure fully informed decisions.
Featured image: iStock
